Reports in the CPM

The Reports section in the Client Portal Manager (CPM) gives you a centralized view of portal activity across your organization. It covers portal adoption metrics, timeline step analytics, form engagement, and a detailed invitation-level report table called Invite Insights.

To access Reports, click Reports in the left sidebar of CPM. If prompted, select an organization from the dropdown at the top of the page to view its data.

Portal Metrics

The top of the Reports page displays four summary cards under Portal:

• Accepted Invites: the number of accepted invitations out of total invitations sent (for example, 7 / 14). Click the arrow to open the Invite Insights report for a full breakdown of every invitation.
• Portal Logins: the number of portal logins in the last seven days. Click the arrow to open Invite Insights with the Last Access Date: Last seven days filter pre-applied.
• Messages Sent: the number of messages sent to clients in the last seven days
• Messages from Clients: the number of messages received from clients in the last seven days

Use the All Project Types dropdown to filter these metrics to a specific project type. When a project type is selected, the numbers update to reflect only that project type's data.

Step Breakdown and Average Days per Step

Below the portal metric cards, two visualizations show how your projects are distributed across your timeline steps and how long projects have spent in each step. Choose a project type (and, if prompted, a timeline) to see the breakdown. 

• Step Breakdown per Project: a donut chart showing how many projects are in each timeline step and what percentage of the total they represent.
• Average Days per Step: a horizontal bar chart showing the average number of days projects spend in each timeline step.

Forms

The Forms section shows engagement metrics for forms sent through the Client Portal. It includes three summary cards:

• Total Sent: the number of forms sent to clients.
• Submissions: the number of completed form submissions received.
• Avg time to complete: the average time it takes a client to complete a form after it's sent.

Filter the information by form using the All Forms dropdown, and by time range using the All Time dropdown (options: All Time, Today, Last 7 days, Last 30 days).

For more information on creating and managing portal forms, see Client Portal Forms.

Invite Insights

Invite Insights is a detailed report that shows every portal invitation sent across your organization. To open Invite Insights, click Reports in the left sidebar, then click Invite Insights underneath it. 

You can also navigate to Invite Insights by clicking on the Accepted Invites or the Portal Logins in the main Reports page.

Common Workflows

Use the Invite Insights report to track which contacts have been invited, who has accepted, who hasn't logged in yet, resend invitations directly from the report, and more:

• Find contacts who were invited but never logged in: Open the Filter panel and set Last Access Date to No activity. This shows all invitations where the contact has never accessed the portal.
• Check adoption after a bulk invite campaign: Filter by Invite Type: Bulk and set Invite Date to the date range of your campaign to see all invitations from that batch and their current statuses.
• Resend invitations to contacts who haven't accepted: Filter by Status: Sent to find invitations that haven't been accepted. Optionally narrow by Invite Date to focus on older invitations. Select the rows and click Resend Invites.
• Export a list for external follow-up: Apply your desired filters, toggle on any additional columns you need (such as Failure Reason or Invite Method), and click Export to download the filtered data as a CSV.

The Report Table

Invite Insights displays invitation records in a paginated table. Each row represents one invitation. A single contact may appear multiple times if they are invited across multiple projects.

The table displays nine columns by default:

• Project Name: the name of the Filevine project associated with the invitation. This is a clickable link that opens the project in a new tab.
• First Name: the contact's first name.
• Last Name: the contact's last name.
• Status: the current state of the invitation, displayed as a color-coded chip.
• Invite Date: the date the invitation was sent.
• Accepted Date: the date the contact accepted the invitation. Blank if not yet accepted.
• Last Access Date: the date the contact last accessed the portal. Blank if the contact has never logged in.
• Email: the contact's email address. Blank if the invitation was sent via SMS.
• Phone: the contact's phone number. Blank if the invitation was sent via email.

The default sort order is Invite Date, newest first. Click any column header to sort the table by that column. Learn more about adjusting columns or sort order.

Invitation Statuses

Each invitation has a status displayed as a chip in the Status column:

• Accepted: the contact has accepted the invitation and created their portal account.
• Sent: the invitation has been delivered but not yet accepted.
• Sending: the invitation is currently being processed for delivery.
• Created: the invitation has been created but not yet sent.
• Failed to send: the invitation could not be delivered (for example, due to an invalid email address or phone number).
• Revoked: the invitation was manually revoked by an administrator.
• Archived: the invitation has been archived.
• Contact method no longer exists: the email address or phone number associated with the invitation is no longer on the contact record.

You may also see a Recently Sent chip on invitations that were resent within the last hour. This temporary label automatically reverts to a standard status after one hour.

Resending Invitations

You can resend invitations directly from the Invite Insights report.

To resend:

1. Select one or more rows by clicking the checkbox next to each invitation. You can also use the select-all checkbox in the header row to select all visible rows on the current page.
2. A selection bar appears above the table showing how many rows are selected and how many are eligible for resending.
3. Click Resend Invites to resend the selected invitations.
   
4. The eligible selected invitations are resent, and the affected rows update automatically.

Selection limits and rules:

• You can select up to 100 rows at a time. When you reach the maximum, the selection bar displays "100 Selected (maximum)."
• Selections apply to the current page only and are cleared whenever you change pages, change the page size, or change filters.

Not all invitations are eligible for resending. The following are automatically excluded:

• Archived invitations
• Revoked invitations
• Invitations currently in progress (Sending status)
• Invitations sent within the last hour

Filtering

Click the Filter button in the toolbar to open the Filter Table panel on the right side of the screen. 

Five filters are available:

• Status: search for and select one or more invitation statuses
• Project Type: search for and select one or more project types
• Last Access Date: filter by when contacts last accessed the portal. Options are Today, Last 7 days, Last 30 days, No activity, and Custom Date Range. The No activity option is especially useful for identifying contacts who were invited but have never logged in.
• Invite Date: filter by when invitations were sent. Options are Today, Last 7 days, Last 30 days, and Custom Date Range.
• Invite Type: filter by how the invitation was created. Options are All, Bulk (sent through bulk invites), and Individual (sent manually from the project page or through auto invites).

After selecting your filters, click Save to apply them. Active filters appear as chips above the table. Remove individual filters by clicking the X on each chip, or click Reset all to clear everything at once.

Customizing the Table

Click the Columns button to open the Choose Columns panel. From here you can:

• Show or hide columns by checking or unchecking the boxes next to each column name. Additional columns you can toggle on: Contact ID, Failure Reason, Invite Method, Invite Type, Language, Phase Name, Project ID, and Project Type.
• Reorder columns by dragging and dropping using the grip handles on the left.
• Reset to defaults by clicking the Reset button at the bottom of the panel.

Note

Four columns are always visible and cannot be removed: Project Name, First Name, Last Name, and Status.

Your column selections and order are saved automatically and restored the next time you return to the report in the same browser. Clearing your browser data will reset columns to their defaults.

The table defaults to 100 rows per page. You can change the page size to 25, 50, or 100 using the dropdown at the bottom of the table. Use the page navigation controls to move between pages.