User Guide
Introduction
Welcome to the Portal Guide! This guide is here to help you navigate Portal with ease for a seamless experience with DFS.
What is the Portal?
Portal is our secure online platform that gives users direct access to their account with DFS. Portal offers secure file uploads, job approvals and rejections, real time production tracking, and a full postage ledger.
This guide is for customers who want to use Portal to:
- Log in and configure their account
- Manage role groups, permissions, and users
- View and track work orders
- Review and monitor postage usage and balances
- Place and track inventory orders
- Submit support requests
Whether you're a new or returning user, this guide will help you get the most out of your customer portal.
Getting Started
How to register and log in
Dashboard Overview
Key sections and their functions
Account Management
Updating profile details and preferences
Inventory & Postage
Placing inventory orders, tracking job progress and viewing postage
Support & Troubleshooting
Submitting tickets, FAQs, and common navigation issues
How to Register?
Step 1: DFS Creates a Primary User Account. Current users can also create accounts on behalf of other members of their organizations.
Before you can access Portal, DFS must create your primary user account with the default settings. To start this process, the user will need to provide the following basic information:
- Full Name
- Email Address
Once DFS sets up your primary user account, you will receive an email invitation with a link to complete your registration. Once you complete the registration, you'll receive the last email asking to verify your Account.
How to Log In?
- After your account is active, visit the portal: https://portal.dfsmail.com/
- Enter Your Email & Password
- Click Sign In

- You will now have access to your Dashboard, where you'll see your Work Orders, Inventory, Upload, and have the ability to pull Reports, plus so much more.
The Home Page serves as the central dashboard for your portal. Here, you can:
- View recent activity on your account
- Access quick links to commonly used features
- See an overview of pending tasks and job approvals
- Navigate to different sections using the menu
Job Approvals
This job approval section allows you to review and approve jobs before they proceed to production and view a history of your approvals.
Jobs Pending Approval
Jobs that require your approval before production will appear here.
- List of all jobs awaiting approval, with the ability to filter through.
- You can expect a Report(s) and Sample(s) from your processed job, along with any customized reporting.
Work Order Action
- Green Thumbs Up = Approve
- The Work Order will be released for Production.
- Red Thumbs Down = Reject
- The Work Order will be Rejected.
- Depending on your preferences, you will receive an email with the Rejection details.
Job Approval History
Track all previously approved or rejected jobs.
- View historical approvals and rejections with user details, date and timestamps, and associated reports and samples.
- Filter results by date range, job type, or status.
File Upload Options
Portal offers a secure method to upload files to DFS.
- Accepts multiple file formats (ZIP or PGP preferred, but can also accept single file uploads such as PDF, TXT, etc. when needed)
- Drag-and-drop or browse to upload files.
- Uploading with your provided Job ID triggers automation at DFS.

File Upload History
View a record of all uploaded files.
- Ability to view history of past uploads including file name, date submitted, and user who initiated the upload.
- Successful file uploads are stored for 45 days.
Manage Campaigns
Manage marketing and operational campaigns from one place.
- Create, edit, and track campaigns.
- Assign jobs and layouts to campaigns.
- Monitor campaign setup and history.
Postage History
Postage Usage
Track postage expenses and escrow balances for your account with DFS.
- Full ledger of postage usage and payments, with the ability to export.
- Monitor postage usage by work order or date range.
- View postage rates for your account.
Postage Escrow
- View Escrow balance.
- View Escrow payments.
Inventory
Monitor and manage your stored materials.
- View available inventory on hand at DFS.
- View images of your inventory items.
- Track inventory usage across all your jobs.
Purchase Requests
- Submit requests for inventory reorders to be procured by DFS.
- Submit requests for receivers for inventory deliveries to DFS.
Work Orders
This is where you will have full access to your work order progress at DFS.
- See all approved work orders as they move through production.
- Track real time progress of printing and inserting.
- Review historical jobs for completion date.
- Filters are available to assist with your search.
Work Requests
This is where you can access the DFS WO Request Submission process. This is a configurable job type that relies on you providing preprinted materials for insertion & mailing.
WO Submission
This process is used to submit a work order request to DFS when there is no associated data to process, such as jobs that are picked up for insertion and mailing only.
- Provide job details, including deadlines, requested inventory usage, pickup requirements, and special instructions.
- Attach relevant documents or sample files if available.
- Automated mail confirmation when the work order has been successfully submitted, along with a pickup ticket for courier & tracking through the process.
WO Submission History
Ability to view past work orders submitted via WO Submission, such as who submitted the WO, the WO number associated, and the full pickup ticket with all details submitted.
Permission Manager
The Permission Manager within Portal allows you to assign roles based on the level of access required for your team. All users are assigned the DEFAULT Role initially, which provides access to the permissions that are listed below.
Role Name: DEFAULT
If the permission is set to 'Yes', then that Role will have the following access options.
Role Permission | Access |
|---|---|
Approve Jobs | The user can have access to view the screen, job history, samples, reports, approve/reject, view and limit each of those by job. |
File Upload | The users can have access to view the screen, upload files. |
Campaigns | The users can have access to view the screen, view campaign details, create a campaign, and edit campaign. |
Postage History | The users can have access to view the postage history screen. |
Inventory | The users can have access to view the inventory screen. |
Approve Purchase Request | The users can have access to view the purchase request screen, view PR history, view attachments and approve or reject purchase requests. |
Work Orders | The users can have access to view all work orders. |
Documentation | The users can have access to view the documentation screen. |
Reports | The users can have access to view reports. |
Work Request | The users can have access to the WO submission tab. |
Here is a look at how the page appears in Portal
My Users
The My Users tab in Portal provides a comprehensive view of all users under your company profile, with the ability to manage each.
Key features of the My Users tab include:
- A complete list of current and past users.
- Details on each user's last session history, including login timestamps.
- Assigned roles and corresponding access levels.
- A record of user activity within the portal, ensuring transparency and security.
This feature helps maintain efficient user management by providing insights into portal usage and access control.
Documentation
The documentation tab in Portal, when used, can be useful to store contracts, SOPs, and other generic documents and processes related to a specific customer.
Reports
The Reports tab in portal provides powerful reporting tools, allowing users to generate detailed data on postage usage, work order details, inventory usage, all filtered by date. Reports can be accessed and downloaded in PDF or Excel formats for easy analysis and record-keeping.
- Ability to pull data for postage used by dates
- Ability to pull WO Detail reporting
- Ability to pull Inventory usage by date
- Ability to pull an Entitlement Report for all users under your account

Entitlement Report Sample

Configuration
The Configuration tab in portal allows users to view and update notification settings for their Jobs, Inventory, and Postage. Additionally, it provides access to the Holiday Calendar, which displays scheduled closure days for DFS.
A portal user can subscribe to receive System Notifications and/or DFS Product News. This is extremely important as it gives you, the customer, visibility on all aspects of your job and if used correctly, can be a great asset to be proactive and engaged when working with DFS.

Holiday Calendar
Any DFS observed holidays are noted here for visibility.
Accounts are locked out when there are 5 unsuccessful login attempts. To Reset your password, simply click "I Forgot my password" below the login fields, and follow the prompts.

Enter your email, and you'll receive a link to Reset your Password.
If your file is not processing, here are some scenarios to check for before uploading again:
- File name is incorrect or missing Job ID followed by a dash.
- Is it a zip file?
- Internal contents of the zip file could also be named incorrectly if it's part of your setup to have designated file names.
- Is your file format correct?
To approve your job, navigate to Portal/Pending Approval tab, you will see a list of work orders that require your attention, to approve the work order, click on the GREEN thumbs up option.
To reject your job, navigate to Portal/Pending Approval tab, you will see a list of work orders that need your attention, to Reject your work order, click on the RED thumbs down option.
To check on your work order status, click on the button below. here you'll find a list of your jobs with real time progress updates.



To upload your file with your approved format & Job ID, access the link below and follow the prompts.
To view past history of jobs that have been uploaded via Portal, click here:
Please refer to the How can I create a Campaign? for more detailed information.

To view postage balances and past transactions, click here:
If you have inventory stored at DFS and would like to know how much is on hand, view artwork, place an order, view past usage history, click here:

Do you have questions about a past job? Request a WO Review via Account Services.
To ensure we can thoroughly review a completed job, we kindly ask you to submit a ticket by using the links below. Please also add the requested information when submitting a ticket. Providing detailed and accurate information will help our team assess your concerns and determine the best course of action.
Submit a Ticket
Add the following information in the ticket:
Customer Name
Work Order Number
File Name or other identifiable marks in the file like a Case Number
Photos of full mail contents and envelope, including all edges, please do not crop images.
Exact description of the issue as reported to you (if applicable)


You've approved your job, but need to make changes? You can put in a request to pull or hold a job by submitting a ticket to Account Services.
Although DFS cannot guarantee a job pull/hold after approval, providing the information below as soon as you've noticed an issue, will help us expedite your requests.
- Work Order Number
- Request Type: Pull and Cancel / Pull and Hold
- Our production team makes every effort to accommodate your request; it all depends on how far in the process the job is.
- In cases where materials have been produced, a written request to destroy will be required.
To understand the cycle a Work Orde goes through, see Work Order Life Cycle
We strongly recommend you view your work order history and details to check when the job in question mailed. Mailed dates are displayed in real-time.
We also invite you to visit the USPS website for more resources on mailing timelines.
If you need your printed job to be picked up for insertion and mailing, please check out our Work Order Request/WO Submission process.
Work Order Request
To add a User to your account, navigate to Portal/My Users tab.
Click Add User
Enter a valid email address for the user you are attempting to invite
Choose what access roles you'd like them to have access to
They'll receive a registration email where they'll need to fill out some basic information to access Portal.
Create a Support Ticket
If you need further assistance, send a ticket into our system by using the button below.
Name | Role | Responsibilities |
|---|---|---|
Natalie Griffel  | Project Manager |
|
Account Services | Team Member/User |
|
Developers | Team Member |
|
Customer Users | User |
|
Version Date | Updater Name | Description |
|---|---|---|
February 4, 2025 | Angelica Gonzalez | Initial draft |
February 12, 2025 | Deanna Dockter | Edits for flow and content |
November 10, 2025 | Angelica Gonzalez | Updates to screenshots |
May 4, 2026 | Angelica Gonzalez | Updates to document steps |
August 14, 2026 | Angelica Gonzalez | Edits to document screenshots |