Most portal submissions match a client automatically. When AdvantaCRM isn't sure enough — or sees conflicting information — it holds the submission for you to confirm instead of guessing. That's a manual review.
When one is waiting, you'll get a review-needed email (instead of the usual submission email), and the item appears under Manual reviews at the bottom of the Client Portals page.
Why a submission needs review
You'll see one of three reasons on the review:
Tied candidates (ambiguous) — two or more profiles matched equally well, so AdvantaCRM won't pick for you.
Weak match (low confidence) — the best match was essentially name-only, with nothing else to confirm it.
Conflicting signals (split) — AdvantaCRM found a likely match, but a different profile matches the phone, email, or date of birth better.
Reading the review card
Each review shows the submitted details (name, DOB, phone, email, and any other fields) alongside the suggested candidate(s) from your book. Match pills tell you how each field lines up:
Green — matches
Amber — near match (for example, a one-day typo in the date of birth)
Red — mismatch
Dashed — missing on the client's profile
There's also a search box to find a different client in your book if the suggestion isn't right.
Read the pills carefully on "Conflicting signals" reviews. In that case AdvantaCRM may have already applied the data to its suggested profile. Confirm the pills point to the right person before moving on.
Resolving a review
Pick the action that fits:
Link & apply — attach the submission to the selected profile and merge the data in (creating an SOA if one was included).
Create new — make a fresh profile from the submission and link it there.
Dismiss — close the review without applying the data.
View profile — open a candidate in a new tab to check before deciding.
Once you resolve it, the review is marked done and drops off the pending list.
A clean review queue means every submission has landed on the right person — worth a quick check whenever that review-needed email arrives.