Editing the Welcome Email for new portal users in Doc.It

Overview

This article explains how to locate and edit the new portal user email template in Doc.It Suite. Use this guidance when you want to customize the welcome message that new portal users receive — for example, to make the language more friendly or to add your firm's signature and logo.

About the new portal user email template

Doc.It Suite includes a set of default email templates used by the Doc.It Portal, including the message sent to new portal users when they are first invited. These templates can be edited directly in Outlook after opening them from within Maintenance. Most firms update the default message to reflect their firm's tone and to include a personalized signature and logo.

  • The new portal user email template controls the welcome message sent to newly created portal users.

  • Templates are opened for editing in Outlook.

  • Changes are saved back to Doc.It when the message is saved and closed.

  • Common customizations include friendlier language, firm branding, and a firm-specific signature.

How to edit the new portal user email template

Follow these steps to open and edit the new portal user email template:

  1. In Doc.It Suite, open the Dashboard.

  2. Select Maintenance.

  3. In Maintenance, select Firmwide Settings.

  4. Select the Portal tab at the top of the Firmwide Settings window.

  5. In approximately the middle of the Portal tab, locate the list of Doc.It Portal email templates.

  6. Select the template named New portal user email template. The message will open in Outlook.

  7. Edit the message content, formatting, signature, and logo as needed.

  8. Select Save in Outlook to save your changes.

  9. Close the message to return to Doc.It.

The updated template will be used the next time a new portal user is invited.

Common customizations

  • Rewrite the default text in a friendlier, more personal tone that reflects your firm's voice.

  • Add your firm's signature block, including contact information.

  • Insert your firm's logo so the message aligns with your brand.

  • Include a brief description of what the portal is used for and any guidance on how to log in for the first time.

  • Add a support contact or link so new users know where to get help.

Tips for editing the template

  • Preview the message after editing to confirm the layout, images, and links display correctly.

  • Send a test invitation to yourself or a colleague after making changes so you can review the message from a recipient's perspective.

  • Keep the message concise — new users should be able to quickly understand what the portal is and how to log in.

  • Review the template periodically to keep contact details, branding, and instructions current.

Key takeaways

  • The new portal user email template is edited from Doc.It Suite's Dashboard > Maintenance > Firmwide Settings > Portal tab.

  • Double-clicking the template opens it in Outlook for editing.

  • Save the message in Outlook to write changes back to Doc.It.

  • Common customizations include friendlier language, a firm signature, and a firm logo.

  • Send a test invitation after editing to confirm the updated message displays as expected.