Create and configure portfolios

A portfolio is a group of accounts assigned to one or more collectors. Portfolios control which accounts a user can see and interact with in Collections - a user only sees data for accounts belonging to portfolios that have been activated in their user profile.

Accounts appear on the collector’s dashboard and Worksheet based on the portfolios assigned to them.

Create a New Portfolio

Select Settings from the top navigation menu.
Select Portfolios from the left menu.
Select Add new.
Give the portfolio a name.
Associate the portfolio with a company.
Select Save.

Configure Portfolio Assignment Rules

Use the Portfolio Assigner to define the criteria by which accounts are added to a portfolio.

Select Settings from the top navigation menu.
Select Portfolio assigner from the left menu.
Select Add.

Use the Selector type dropdown to select how accounts are added to the portfolio:

Selector Type	Description
Standard portfolio	Assigns all accounts belonging to a specific company into a single portfolio without filtering - use this for entity-wide portfolios where collectors need full visibility over all accounts of an operating company
Debtor characteristic	Dynamically creates a separate portfolio for every unique value found in a chosen account field - for example, selecting the city field automatically creates distinct portfolios for each city in your data
Debtor representative	Automatically creates portfolios mapped to unique account representatives or sales reps - supports representatives assigned at the account level or the document/invoice level
Condition	Evaluates explicit logical rules and operators - for example, City equals Paris or Balance greater than 50,000 - and populates a single target portfolio matching those criteria

(Optional) Enable Automatically delete if empty to automate portfolio maintenance.
Give the portfolio a name.
Select the plus icon.
Use the operators to configure the criteria for adding accounts.
Select Save configuration.

Results

The portfolio now appears in the Portfolios table.

Column	Description
Account count	The number of accounts currently in the portfolio
User count	The number of Collections users assigned to the portfolio

Note: The order in which portfolios appear on the Portfolio Assigner page determines the priority by which the system assigns accounts. Because accounts can meet multiple portfolio criteria simultaneously, they can belong to several portfolios at the same time.

Assign Portfolios to Users

Portfolios must be activated on each user’s profile before they can see the accounts in them.

Go to Settings → Users and open the relevant user’s profile.
Select User portfolios.
In the right-hand column, check the relevant portfolio or portfolios for the appropriate company. Checking the company-level Select all checkbox toggles all portfolios for that company at once.
Select Save.

Troubleshooting: User Cannot See Accounts

If a user cannot see certain accounts, check the following:

Portfolio not assigned - confirm the relevant portfolio checkboxes are checked on the user’s profile under Settings → Users → User portfolios.
User type - Collections has four user types: Read-only, Read-only with limited actions, Credit Collector, and System Administrator. Each has different baseline access. A Read-only user has no Worksheet or report access by default.
User type permissions - granular permissions such as dynamic reporting access and mailbox access can be toggled per user independently of their base user type. If a relevant permission is off, the related option is hidden.
DEBTOR_SHEET_VIEW_PORTFOLIOS permission - if the user cannot see portfolio information on an account record specifically, confirm this permission is enabled under their Collections permissions.
Platform predefined roles - standard roles such as Read Only or User include baseline capabilities to view notes, portfolios, and contact details. Confirm the user’s assigned role aligns with what they need to access.

Need Help?

If portfolios are still not appearing correctly after following the troubleshooting steps above, contact the Billtrust Support team with the user’s name and a description of what they cannot see.