Track real-time link activity to know exactly when a client opens a portal link. View device details, IP addresses, and network information for each visit so your agency can confirm client engagement.

### Overview

Portal link opens give your agency a detailed record of every time a client visits a portal link included in an outbound message. Each open is logged with a timestamp, device type, browser, operating system, IP address, and network information. This data helps you answer a critical question: did the client actually receive and view the information you sent?

- Track the exact date and time a client opens a portal link
- View IP address, device type, browser, and network details for each visit
- Search and filter opens by client name, device type, date range, or specific portal
- Monitor activity on expired links to detect late engagement from clients who click after a deadline
- Use open data to confirm service of notice, verify compliance, and support follow-up decisions

Court clerks use portal opens to verify that defendants viewed hearing details. Probation officers use them to confirm that clients accessed check-in instructions. Administrators review aggregate open data to measure campaign effectiveness and identify clients who have not engaged.

### Prerequisites

Before tracking portal link opens, make sure you have:

- An active eCourtDate agency account with Admin, Manager, or Supervisor role access
- At least one configured [web portal](https://app.ecourtdate.com/portals) with links sent to clients
- Outbound messages that include portal links (sent via one-off messages, auto messages, or bulk actions)
- Familiarity with the **Clients** and **Portals** sections of the eCourtDate platform

### How-To Steps

#### Step 1: Navigate to the Opens Page

1. Sign in to your eCourtDate agency.
2. Click **Admin** > **Portals** in the top navigation bar.
3. Click the **Opens** tab at the top of the Portals page.

You will see a table listing all recorded portal link opens, with the most recent activity displayed first.

#### Step 2: Review Open Details

Each row in the opens table displays the following information:

| Column | Description |
|--------|-------------|
| **Client** | The name of the client who opened the link (if the link was sent to a known client) |
| **Portal** | The portal associated with the link |
| **Opened At** | The date and time the link was accessed |
| **Device** | The device type used (mobile, desktop, tablet) |
| **Browser** | The browser name and version |
| **OS** | The operating system of the client's device |
| **IP Address** | The IP address from which the link was accessed |
| **Network** | The network or ISP associated with the IP address |

Click any row to view the full details of that open, including the specific portal page the client visited.

#### Step 3: Search and Filter Opens

1. Locate the **Search Opens** form on the left side of the page.
2. Use any combination of the following filters:
   - **Client**: Enter a client name or ID to see opens from a specific individual.
   - **Portal**: Select a portal from the dropdown to filter opens by portal.
   - **Device Type**: Select **Mobile**, **Desktop**, or **Tablet** to filter by device.
   - **Date Range**: Enter a start and end date to narrow results to a specific time period.
3. Click **Search** to apply your filters.

The results table updates to show only the opens that match your criteria.

#### Step 4: View Opens for a Specific Client

1. Click **Clients** in the top navigation bar.
2. Search for and click **Edit** on the client you want to review.
3. On the client profile screen, locate the **Activity** or **Opens** section.
4. Review the list of portal link opens associated with that client, including timestamps and device details.

This view is helpful when you need to confirm whether a specific individual engaged with a message your agency sent.

#### Step 5: Monitor Expired Link Activity

Portal links may have expiration dates set by your agency. Even after a link expires, eCourtDate continues to log visits.

1. Navigate to **Admin** > **Portals** > **Opens**.
2. Filter by the relevant portal or date range.
3. Look for opens that occurred after the link's expiration date.

Late engagement can indicate that a client attempted to access the information but missed the deadline. Your agency can use this data to decide whether to resend the link or follow up directly.

#### Step 6: Export Open Data

1. Navigate to **Admin** > **Portals** > **Opens**.
2. Apply any desired search filters.
3. Click the **Export** button to download the filtered results as a CSV file.

The exported file includes all columns visible in the table and can be used for compliance reporting, audit trails, or internal review.

### What to Expect

After your agency sends messages containing portal links, each client visit is automatically recorded. Opens appear in the table within seconds of a client clicking the link. No additional configuration is required beyond having an active portal and sending messages that include portal links.

If a client visits the same link multiple times, each visit is logged as a separate open. This gives you a complete history of engagement rather than just a single confirmation.

### Best Practices

- **Check opens after sending time-sensitive messages** (such as hearing reminders or payment deadlines) to confirm clients engaged with the content before the deadline passes.
- **Use date range filters** when reviewing large volumes of opens. Narrowing results to a specific send date or week makes it easier to measure campaign performance.
- **Cross-reference opens with message delivery status** to distinguish between clients who received and viewed a message versus those whose messages were delivered but never opened.
- **Export open data regularly** for compliance records, especially when portal links serve as proof of notice or service documentation.
- **Review expired link activity** to identify clients who may need a follow-up message or an extended deadline.

### Frequently Asked Questions

**Q: Does tracking portal link opens require any setup beyond creating a portal?**
A: No. Open tracking is built into every portal link automatically. As long as you send a message containing a portal link, client visits are recorded without additional configuration.

**Q: Can I tell whether a client actually read the portal content or just clicked the link?**
A: eCourtDate records that the client opened the link and tracks how long the page was active. However, it cannot confirm whether the client read every section of the portal page. The open record confirms the client accessed the page.

**Q: What happens when a client uses a VPN or private browser?**
A: The open is still recorded, but the IP address and geolocation may reflect the VPN server's location rather than the client's actual location. The device type and browser information remain accurate.

**Q: Are opens tracked for links shared on social media or printed on paper?**
A: Yes. Any visit to a portal link is tracked, regardless of how the client received the link. However, if the link was not sent to a specific client through eCourtDate, the open will not be associated with a client record.

**Q: How long is open data retained?**
A: Open data is retained according to your agency's data retention settings. By default, open records are kept indefinitely. Contact your administrator if you need to adjust retention policies.

### Troubleshooting

**Issue:** No opens are appearing in the table after sending messages with portal links.
**Symptoms:** The opens table is empty or does not show expected recent activity.
**Solution:**

1. Verify that the outbound messages were delivered successfully by checking the **Messages** section for delivery status.
2. Confirm the message contains a valid portal link (not a plain text URL or a redirect link, which is tracked separately under **Redirects**).
3. Check that the portal is set to **Active** status under **Admin** > **Portals**.
4. Ask the client to confirm they clicked the link rather than typing the URL manually.

**Issue:** Opens are showing an unexpected device type or location.
**Symptoms:** A client reports opening a link on their phone, but the open record shows a desktop device or an unfamiliar city.
**Solution:**

1. The client may be using a VPN, proxy, or corporate network that masks their true device or location.
2. Some email clients (particularly on desktop) prefetch links for security scanning, which can generate an open record with the email server's device profile rather than the client's actual device.
3. If email prefetching is a concern, cross-reference the open timestamp with the message delivery time. Prefetch opens typically occur within seconds of delivery.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Create Web Portals](/how-to-create-web-portals)
- [How to Create Trackable Redirect Links](/how-to-create-trackable-redirect-links)
- [How to Manage Portal Check-Ins](/how-to-manage-portal-check-ins)
- [How to Track Geolocation on Portal Visits](/how-to-track-geolocation-on-portal-visits)
- [How to Search for Outbound Messages Using Filters](/how-to-search-for-outbound-messages-using-filters)