What’s New in Portalize: Files, Sync, and a Setup That Finishes

The last product roundup was about designing the client experience — Views as pages, a dashboard you can actually run, last-seen, and a faster portal. Since then the work has been less about the chrome and more about the moments setup and delivery still broke. This is that list. The dated version lives on the changelog.

Clients can attach files, and they land in Notion

Files & media is now a client-editable property, next to Status, Select, Checkbox, Number, and Rich text. On a view where you mark that field editable, the client sees Add file and a remove control per attachment. The upload uses Notion’s file API, so the file is stored in your Notion workspace — not in Portalize.

• Up to 20 MB per file, and up to 25 attachments on the property.
• The same server checks as other edits: the client must own the row, and the field must be on that view’s editable list.
• Not on Free. Client editing, including files, starts on paid plans.

A Files & media value is replaced as a whole on every write, and Notion’s file URLs expire. The server re-reads the page before it saves, so a removal cannot silently drop a file that changed underneath, and an upload in progress blocks removals on that field until it finishes.

Sync imports everyone. The plan cap only gates access.

Previously, a workspace with more Notion clients than your plan allowed made Sync a picking problem: you chose who to import, and the rest never landed. That mixed “who exists” with “who may open the portal.”

Sync Clients now imports every valid Notion client. Newcomers are enabled while you still have active slots, and created disabled once the cap is full. People you already synced keep the access you set. The Clients page is where you choose who gets access — enable and disable in bulk, with the cap enforced on the server. When the plan is full, turning someone else on is the upgrade moment, not a missing row.

Setup stops sending you back to Notion to build a table

Agencies with no clients or contacts database used to stall at identity mapping: we told them to create the database, share it, and come back. Portalize can create that database under a shared parent page, map Name and Email, and continue into invites.

Plan with AI is still there, in beta. It proposes databases, identity fields, and views from a short set of questions. Setup opens on manual mapping, because that is how people were actually finishing the step; Plan with AI is one switch away when you want a proposal first.

• A draft view counts toward the setup checklist. The next action is Publish view, on the Views page — not “create a view” again.
• Leave the wizard halfway and come back: it resumes, instead of bouncing you into settings or a portal-limit wall.
• If several databases share a title, we prefer the clients database your other databases already relate to.

More live views, and images that stay scoped

Enabled views per portal are higher, and pricing says so: 5 on Free, 20 on Starter, 50 on Professional, unlimited on Agency. Portal images now load through a stable cache that is still tied to who is allowed to see the page, so a refresh is faster without turning a signed Notion URL into a public link. Dark mode also keeps portal chrome readable when the background photo is bright.

What to do next

If you already have a portal: Sync Clients so the full Notion roster is in Portalize, then enable the people who should log in. On a paid plan, open a view, make a Files & media field editable, and Preview as client before you invite anyone to upload. If you are still in setup and Notion has no clients table, use the create action instead of building it by hand.