Access Levels are reusable, named sets of job visibility. Assign one to as many clients as you like — change the level once and every assigned client updates automatically.

Every job number granted to at least one active portal client, verified against the three systems the portal joins at runtime: Foundation (job identity feed), Procore (project match + per-section cache freshness), and SharePoint (job folder + published portal documents). "No data" is labeled honestly — a tool that isn't enabled in Procore is not the same as a cache that never synced or went stale.

Client-visible invoice packet coverage

Meeting minutes auto-ingest

Every night, right after the meetings cache refresh, each job's Procore meeting minutes are filed automatically into the portal Documents page (attached PDFs as-is; typed minutes as a generated PDF). A job's very first backfill never emails clients; after that, newly posted minutes notify clients per their document preferences.

SharePoint minutes folder watch

Watches each active job's SharePoint folder for a "Meeting Minutes" subfolder and auto-files any new PDF/Word document into that job's portal Documents, linked to the Procore meeting whose date matches the filename (or the file's upload date). Expected convention (read-only — folders are never created): one folder per job, named with the job number, anywhere in the Construction site's document library, with a "Meeting Minutes" subfolder either directly inside it or inside its "Meetings" folder (e.g. "12 Meetings/Meeting Minutes"). Jobs without one are skipped quietly; ambiguous folder matches park files in the Unassigned queue above. A job's first backfill never emails clients; deleting a file in SharePoint never removes it from the portal.

Procore inspection reports

Checks attachments on portal-visible Procore inspections and silently files supported PDF/Word reports under Reports & Signoffs. Clear municipal, special-inspection, and HCAI/OSHPD context is required; unsupported or uncertain files are skipped and reported here rather than guessed.

SharePoint inspection reports watch

Watches each active job's SharePoint folder for inspection-report subfolders and auto-files any new PDF/Word document into that job's portal Documents in the matching category — clients see them under “Reports & Signoffs” on the Inspections page. Folder names map to categories: “Inspection Reports”/“Municipal Inspections” → Municipal Inspection Report, “Special Inspections” → Special Inspection Signoff, “OSHPD”/“HCAI” → OSHPD Field Visit Report (a numbered prefix like “07 Special Inspections” is fine, directly in the job folder or inside its “Inspections” folder). Jobs without these folders are skipped quietly; ambiguous matches file nothing and are listed below. Auto-filed reports never email clients, and deleting a file in SharePoint never removes it from the portal.

Fireflies meeting recaps

Finished Fireflies meeting recaps (overview, notes, action items) are pulled automatically about once an hour and filed to the matching job as branded PDFs — linked to the job's Procore meeting when the dates line up. Meeting-title convention: include the 4-digit job number in the meeting title (e.g. “3316 — Weekly OAC”) so the recap files itself; recaps without a confident match land in “Unassigned minutes” above for review. The first backfill never emails clients.

The document library clients see on their portal Documents page. Pick a job to see exactly what its portal clients can download, upload new documents, or remove one added by mistake.

Page Permissions control which portal pages and client-facing capabilities a user can use. Each card shows the level baseline. They do not change which jobs the user can see; manage job visibility separately under Access Levels or direct job grants. Required Account and Notifications pages are always on for a valid assigned level. User-wide and per-job page exceptions are identified separately, and the per-job exception wins.