> ## Documentation Index
> Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Portal Documents and Email Preferences
> Help customers download customer-safe documents and control optional email preferences from the portal.
**Portal documents are customer-scoped**
Customers only see documents that belong to their account or their account's
orders. Internal files, private staff attachments, costs, and other accounts
should not appear in the portal.
## Open Portal Documents
Customers open **Documents** from the portal sidebar. The page shows
document totals, category tabs, document rows, file type, date, file size, source
label, and a download button.
## Document Categories
* **All**: every visible customer document for the account.
* **Orders**: sales order PDFs and order confirmation documents.
* **Invoices**: invoice PDFs and customer billing documents.
* **Quotes**: quote PDFs customers may need for purchasing approval.
* **Statements**: account statements when statement documents exist.
* **Packing Slips**: shipment and package documents when generated.
* **Other**: customer-visible uploads and documents outside the main sales categories.
## Download Behavior
For generated sales documents, Arcus tries to give the customer the latest
customer-facing version. For example, an invoice download should reflect the current
invoice state instead of an old internal draft. For uploaded or non-generated files,
the portal downloads the stored customer-safe file when it is available.
**Use tabs before search**
The portal includes a search field, but category tabs are the most reliable way to
narrow documents today. If a customer cannot find a document, confirm the document was
generated or uploaded for that account.
## Open Email Preferences
Customers can manage email preferences from the portal profile or preference links
included in some customer emails. The preference page shows the customer email,
email categories, individual template rows, locked transactional messages, optional
toggles, and a save bar when changes are pending.
## Transactional Vs Optional Emails
* **Transactional emails**: required operational messages such as order confirmations, invoices, receipts, shipment updates, and similar account activity. These show as always sent.
* **Optional emails**: reminders, statements, product updates, or seller updates that the customer can turn on or off when available.
* **Save preferences**: changes are not final until the customer clicks **Save preferences**.
* **Unsubscribe**: customers can request broader email removal, but required transactional messages may still be sent when legally or operationally required.
**Preference links should not expose portal data**
Preference and unsubscribe links in emails should only affect that customer's email
choices. They should not expose the full portal, other accounts, or internal documents.
## Staff Checklist
1. Confirm customer portal access is enabled for the account.
2. Confirm the document is attached to the right customer account, order, invoice, quote, shipment, or statement.
3. Confirm the document is customer-safe before uploading or sharing it.
4. Review document and email settings before changing templates, PDF output, or customer-facing branding.
5. Use account communications and the email log when a customer says they did not receive a document or preference link.
## Common Blocks
* **Document is missing**: confirm it belongs to the same account and entity, and that the file is customer-visible.
* **Download does not start**: confirm the generated PDF exists, the source record is still available, and the stored file has not been archived.
* **Search does not narrow results**: use category tabs, date, source label, or ask staff to confirm the document location.
* **Preference link asks for login**: have the customer sign in to the portal or contact the seller to update preferences.
* **Customer wants all emails stopped**: explain that optional emails can be turned off, but required transactional messages may still continue.
## Related Articles
Understand portal login, dashboard, customer navigation, setup requirements, and account-scoped visibility.
Help customers review portal profile fields, manage addresses, and understand what requires staff help.
Use tokenized public links for customer order view, payment, shipment tracking, and quote approval.
Help customers review portal quote history, open quote detail, and approve eligible quotes safely.
Explain token-based email preference links, unsubscribe choices, re-subscribe, and transactional email limits.
Use the central document library for generated PDFs, uploaded files, signed links, metadata, and archive cleanup.