HeartlineRomânia
— Changelog · 2026

Then & Now.
What changed across the site & portal.

A side-by-side look at the redesign, the partner portal upgrades, and the workflow changes that make every reunification a little faster and a little clearer.

Public sitePortalOutcomesWorkflowLatest updates
— 01 · Public site

A confident editorial voice, in tricolor.

We replaced the generic shadcn baseline with a Romanian-flag editorial system: Instrument Serif headlines, Work Sans body, hairline borders, and tricolor accents that anchor every section.

Home page

Before
After
Heartline
AboutProgramsStories
— Mission
Every adoptee deserves their story
Start search →
Search
Records
Reunite
  • Serif display typography with red/yellow italic accents
  • Tricolor stripes anchor sections, no rounded chrome
  • Hero grid replaces flat hero + button stack

Sign in

Before
After
— Portal
Sign in to continue
Email
Password
Sign in
  • Editorial split view with deep-blue manifesto panel
  • Squared-off, high-contrast form fields
  • Yellow accents pull the eye to the call to action
— 02 · Partner portal

More signal, less ceremony.

The authenticated workspace now leads with the numbers that matter and gives partners the controls they actually use — copy a code, see who uploaded what, recover from errors.

Case dashboard

Before
After
— Dashboard
Your active case work
12
Total
7
Active
3
Hold
2
Closed
Active
Active
Active
  • Editorial KPI strip surfaces Total / Active / Hold / Closed
  • Tricolor stripe + yellow row hover on the case table
  • Serif headlines frame the workspace as editorial, not admin

Case detail · partner codes

Before
HL-XXXX
After
— Partner Codes
Share access
HL-7K2M-PARTNER
Upload attempts
✓ poa-final.pdf14:22
✗ expired code09:11
  • One-click copy button on every partner code
  • Per-code upload attempts log with timestamps and status
  • Inline failure reasons surface expired / revoked codes
— 03 · Case outcomes

Why any of this matters.

Illustrative examples — names and details are composites — of the journeys these tools support.

A name across decades

Before
Case opened
Adoptee, b. 1989 · Cluj

Records held in three different archives. Inquiry sent by mail, response time measured in months.

Searching
After
Family reconnected
Met her birth mother in Sibiu, March 2026

"I learned my real name and the village it came from. We spent Easter together."

Reunited
  • Faster archive triage via partner upload portal
  • Audit trail every step of the way
  • Family reunified within 14 weeks

Two brothers separated

Before
Case opened
Inter-country case · Italy ↔ RO

Brothers placed with different families abroad. Each unaware of the other's existence.

Searching
After
Family reconnected
First video call after 22 years

"I always knew something was missing. Now I know his name. He looks like me."

Reunited
  • Cross-border partner network coordinated in one workspace
  • POA signatures captured digitally end-to-end
  • Both brothers connected within one quarter
— 04 · Portal workflow

The ceremony, removed.

The mechanics behind the scenes were our biggest tax on volunteer time. Each of these flows used to take days; most now take minutes.

Sharing partner access

Before
Old flow
Manual hand-off over email
  1. 1.Caseworker drafts an email with credentials
  2. 2.Partner replies asking how to log in
  3. 3.Back-and-forth over several days
  4. 4.No record of who has access to what
After
New flow
One-click code, shareable instantly
  1. 1.Generate a scoped partner code in the case view
  2. 2.Hit Copy — the code is on your clipboard
  3. 3.Paste into any channel: email, signal, in person
  4. 4.Revoke or expire it the moment it's no longer needed
  • Scoped per case, not global credentials
  • Visible in the partner codes panel at all times
  • Revocable in one click

Tracking partner uploads

Before
Old flow
No audit trail
  1. 1.Partner uploads a document
  2. 2.Caseworker has no idea it arrived
  3. 3.Email follow-up: did you send it?
  4. 4.Failures vanish silently
After
New flow
Detailed upload-attempts log per code
  1. 1.Every attempt logged with timestamp and outcome
  2. 2.Successful uploads link straight to the document
  3. 3.Failures show the exact reason
  4. 4.Filterable, exportable, attached to the case
  • Successful + failed attempts both captured
  • Per-code, per-case visibility
  • Built-in evidence for audits

Upload errors

Before
Old flow
Generic 'upload failed' messages
  1. 1.Partner sees: Upload failed.
  2. 2.No reason. No next step.
  3. 3.Partner emails support
  4. 4.Caseworker researches from scratch
After
New flow
Clear, actionable error messages
  1. 1.This access code has expired — request a new one.
  2. 2.This code has been revoked by the case team.
  3. 3.This code can be used to view but not upload.
  4. 4.Partner knows exactly what to do next
  • Distinct messages for expired / revoked / no-permission
  • Same checks in the preflight and the upload itself
  • Support tickets down, time-to-resolve up
— 05 · Latest updates

What shipped this cycle.

The most recent set of changes across staff messaging, notifications, admin controls, and platform-wide safeguards.

In-system messenger

Before
Old flow
Ad-hoc email threads
  1. 1.Regional officers emailed the Sole Member directly
  2. 2.Case transfer asks buried in inboxes
  3. 3.No shared history across staff
  4. 4.Nothing linked back to the case record
After
New flow
Topic threads inside the portal
  1. 1.Multi-user threads: Sole Member, regional officers, staff
  2. 2.Dedicated 'request case transfer' action on any thread
  3. 3.Full history preserved and searchable
  4. 4.Lives alongside the case, not in email
  • One inbox for all internal coordination
  • Transfer requests raised in a single click
  • Everyone on the thread sees the same context

Transfer request notifications

Before
Old flow
Silent decisions
  1. 1.Requester had to keep checking the transfer board
  2. 2.No signal when a decision was made
  3. 3.Follow-up questions again by email
After
New flow
Real-time in-app alerts
  1. 1.Bell in the portal header pings on approval or denial
  2. 2.Click to jump straight to the case transfer view
  3. 3.Unread counter, mark-all-read, live via realtime
  • No more polling the transfer board
  • Approval and denial both surfaced
  • Delivered instantly, no page refresh

Staff account onboarding

Before
Old flow
Blocked at the mailbox
  1. 1.Every new staff account had to click a verification link
  2. 2.Missed emails stalled onboarding for days
  3. 3.Admins had no way to unblock the user
After
New flow
Admin email confirmation override
  1. 1.Admin can mark a staff email as confirmed in one click
  2. 2.New hires log in the moment their account is created
  3. 3.Verification list shows exactly who still needs it
  • Day-one access for staff
  • No more waiting on stuck verification emails
  • Admin retains a clear audit of the override

Deletion safeguards

Before
Old flow
Anyone with access could delete
  1. 1.Staff, admins, and partners could remove records
  2. 2.Accidental deletes were hard to unwind
  3. 3.No consistent policy across modules
After
New flow
Sole-Member-only deletion, enforced everywhere
  1. 1.Only the Executive Director may delete any record
  2. 2.Any other attempt locks the account and signs it out
  3. 3.Audit log captures who tried, when, and where
  4. 4.Sole Member reviews and unlocks from the admin panel
  • Documents, cases, HR, finance — all protected
  • Immediate lockout stops repeat attempts
  • Every incident recorded for governance review

Chat available 9:00–17:00 Romania timeMonday–Friday