External Portal in Jules

How Jules gives external counterparties a limited, controlled window into your operations, containers, shipments, and documents through a dedicated portal.

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Table of Contents

1. Overview
2. External User Types
3. What External Users Can See and Do
4. ShareOnPortal: Sharing Documents with Portal Users
5. Shared Suggestions: Price List Sharing
6. Offer Sharing
7. Contact Receivables and Document Receivables
8. Supplier Board and Customer Board
9. Configuring Portal Field Visibility
10. Key Business Rules
11. Glossary

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Overview

The External Portal is a constrained view of Jules available to counterparties — suppliers, customers, and brokers — who need visibility into the operations, containers, shipments, and documents that directly involve them. Rather than granting full ERP access, the portal exposes only the data that belongs to the external user's company, and only the fields that the Jules organization has explicitly permitted.

External users authenticate with the same mechanisms as internal users (Magic.link or email/password). What changes is their access level: external users see only what is relevant to their company, and only the fields your organization has chosen to make visible.

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External User Types

Jules defines two portal user types:

The portal type controls which side of every transaction the user can observe — buy-side pricing is only visible to supplier portal users, and sell-side pricing only to customer portal users.

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What External Users Can See and Do

Operations

External users can list and read operations, but only those that directly involve their company:

• Supplier portal users see purchase operations linked to their company.
• Customer portal users see sale operations linked to their company.
• Only confirmed and active operations are shown. Drafts, pending approvals, and cancelled records are never exposed.

The following information is never shown to any external user:

• Margin, agent commission, limit price, estimated logistic cost
• Exchange rate details and hedging positions
• Internal invoices and cancellation reasons
• Number of pending internal tasks

Follow-up quantities (allocated, booked, delivered, loaded, planned, total) are visible to both portal user types, but can be toggled individually by your organization's administrator.

Containers

External users see containers linked to their company:

• Supplier portal users see containers where their company is the supplier.
• Customer portal users see containers where their company is the customer.

Pricing information (buy/sell price, price formulas, hedging data, price fixation fields) is gated by portal type. Internal financial fields are blocked for all external users.

Shipments

External users see shipments where their company appears as a relevant party:

• Supplier portal users see shipments where their company is involved, restricted to shipments with incoterms where the supplier bears freight responsibility (CIF, CFR, DAP, CPT, DDP).
• Customer portal users see shipments where their company is listed as a customer.

Invoices

External users can access filtered invoice lists. Key financial summary fields — such as advance to pay, amount already paid, gross price, and net price — are visible to both portal user types. Internal invoice details and task counts are not shown.

Tasks

External users can create, read, update, and complete tasks. Tasks created by portal users are visible in the internal task table with a distinct badge, enabling collaborative task management between traders and their counterparties.

PDFs

External users can access PDFs and PDF templates, allowing them to download documents that have been shared with them through the ShareOnPortal mechanism.

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ShareOnPortal: Sharing Documents with Portal Users

The ShareOnPortal mechanism is how internal Jules users make specific documents visible to portal users. The workflow is:

1. An internal user chooses to share a document, specifying the document type, the parent entity (such as a container, invoice, or shipment), and the recipient companies.
2. Jules updates the sharing configuration. Re-sharing a document replaces the previous recipient list rather than appending to it.
3. A notification is sent to the relevant portal users.

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Shared Suggestions: Price List Sharing

The Shared Suggestions feature allows traders to send price proposals to suppliers through the portal. A suggestion contains one or more quality/price pairs with destination, port of loading, and incoterm information.

The workflow:

1. The trader selects a supplier site and a contact, then provides a list of quality/price suggestions and an optional message.
2. The suggestion is delivered to the contact.
3. Internal users can track all shared suggestions through the Shared Suggestions Tracker page (/shared-suggestions-tracker). Each record shows the supplier site, the suggestions shared, a delivery status, and timestamps.

This feature is permission-controlled: viewing suggestions requires a view permission, and sending them requires a share permission.

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Offer Sharing

Offers can be shared with external counterparties. When an internal user wants to share an offer, Jules retrieves a list of configured templates and pre-populated recipient lists based on the offer context. The user selects the appropriate template and sends it.

Each sharing option carries:

• A pre-filled email body and subject from the template
• Resolved contact choices as recipients
• The entities the sharing is linked to

The same sharing pattern is used for containers, shipments, operations, invoices, and bookings. Contacts are surfaced as recipients based on their Contact Receivables configuration (see below), ensuring the right person at the supplier or customer company receives each document type automatically.

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Contact Receivables and Document Receivables

Contact Receivables

A contact in Jules can be tagged to indicate which types of documents they should receive. These tags are used to pre-populate recipient lists when sharing documents:

When Jules selects contacts for a given sharing action, it filters by the matching tag, ensuring the correct person receives each document type automatically.

Document Receivables

For any given document shared through the portal, Jules tracks which companies have been granted access and which portal sharing settings apply. This powers the visibility logic that determines whether a given document — such as a purchase order PDF attached to a container — is currently shared with a given portal user.

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Supplier Board and Customer Board

Jules provides two dedicated internal views for managing counterparty relationships:

These pages are accessible to internal users only and are listed under the Suppliers & Customers section of the main navigation menu. They are gated by the appropriate user permissions.

The Supplier Board and Customer Board are the primary places where internal admins manage counterparty relationships. From a company profile, an admin can create an external user account linked to that company, assign the portal type (supplier or customer), and configure that user's credentials.

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Configuring Portal Field Visibility

Administrators can fine-tune which follow-up quantities are visible to portal users on a per-organization basis. The fields currently configurable are:

• allocated
• booked
• delivered
• loaded
• planned
• total

Toggling a field off hides it for all external users in the organization. Fields that are permanently blocked for all external users — such as margin and internal pricing — cannot be enabled through this configuration.

Contact your Jules administrator or the Jules team to update these settings for your organization.

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Key Business Rules

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Glossary