This article describes the features available to external users in AODocs Portals, the user journey when accessing a portal, and how portal activity is tracked through audit logs.
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Portal features for external users
Mobile-responsive interface
Portals work on any device. On mobile, users can upload photos directly from their camera.
Download all files
Users can download all portal attachments as a single ZIP file, organized by document.
Search capabilities
Search across documents: Find documents by name within the portal.
Search within previewed files: Full-text search with highlighted results in the document preview.
Document preview formats
In addition to common formats (PDF, Office, images), portals support:
| File type | Supported formats |
| CAD files | *.dwg, *.dxf, *.dwf, *.dgn (AutoCAD, MicroStation) |
| Email files | *.msg, *.eml (Outlook) |
| Medical images | *.dcm, *.dicom (DICOM format) |
| Visio files | *.vsd, *.vsdx, *.vsdm, *.vdx |
| HTML files | *.html, *.htm, *.xhtml |
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External user journey
Here's what external users experience when accessing a portal for the first time:
First-time access steps
- Receive invitation email — Contains the portal link and instructions
- Create password — First-time users set up their credentials
- Verify email — Confirm their email address
- Access portal — View, download, and/or upload documents
- Return visits — Automatic sign-in (no password required)
Supported authentication methods
- External users: Email + password (set on first visit)
- Organization members: Google or Microsoft SSO
Learn more: Access AODocs as an external user
Audit logs and reporting
Every portal action is tracked for compliance and security.
Tracked events
| Event | What's logged |
| Invitation sent | Timestamp, recipient email, portal ID |
| Portal accessed | User, timestamp, IP address (logged as DOCUMENT_ACCESSED) |
| Document viewed/downloaded | User, document, timestamp |
| File uploaded | User, document, file name, timestamp (logged as DOCUMENT_UPDATED) |
Reporting options
- View logs in the AODocs library audit log
- Export to BigQuery for custom analytics
- Connect to Looker Studio or Power BI for dashboards
- Create views to monitor external user access
Learn more: View the library audit log · Audit log messages