Creating Portals

Creating Portals

Introduction 

CRM portals are specifically designed for administrators to extend CRM accessibility for their contacts, vendors, and partners. Portal users can access modules and relevant data that have been granted to them, including products, invoices, and CRM notes. Furthermore, they have the capability to view, edit records, create new records, and add notes.

Actions that a portal user can perform: 
  1. Create, edit or delete records - They can create, edit or delete records in the CRM module to which they have access.
  2. Edit associated records - A portal user can edit records associated with them, as well as those added by other CRM users, provided they have the necessary permissions. For instance, if a deal or account is linked to the portal user, they can modify the details of those records.
  3. Edit information in a record - They have the ability to modify fields, including those within subforms, on a shared record, such as address, phone number, email address, and more. These changes will be reflected in the CRM.
  4. Clone records associated with the leads/contacts (sales, invoices, quotes, etc.) -  They can clone other records that are associated with them and add more details as needed. For instance, if a portal user wishes to replicate a sales, quote, or invoice, rather than creating a new record from the beginning, they can clone an existing record and make necessary edits.

Creating A Portal

Your company's name is automatically set as the portal name, which will serve as the basis for generating the URL that your customers will use to access the portal. During the portal creation process, you have the option to modify the portal name. If necessary, you can also make edits to the portal URL. In case the chosen portal name is already in use, the CRM system will provide a prompt for you to select an alternative name.

NOTE
Users with the Manage Portal Profile permission can create a portal and invite customers.

To Create A Portal

1. Go to Setup > Channels > Portals. 



2. In the Portals page, click Get Started Now.



3. Your company's name will appear as the default portal name. If necessary, you can modify the default portal name. After making any desired changes, or confirming the name is satisfactory, click Configure Now.



4. In the Portals Page, click Next. 




NOTE
  1. Once a portal is configured, you will not be able to delete it.  It can only be disabled. 
  2. When you create a portal, a default portal user type called Client Portal will be created that cannot be deleted.

Portal Preview

Once the portal configuration is complete, you can preview the portal to see how customers will see the records.

To View The Portal Preview

1. Go to Setup > Channels > Portals. 



2. Click on the portal you wish to preview.



3.  In the Configuration tab, click Portal Preview.



4.  Here, you can navigate through the modules and preview how the customer will see the records.



Inviting Users To A Portal

After creating the portal, you can begin inviting customers via email, which includes the portal URL. When users accept the invitation, they'll be asked to create a password. In the portal, customers need to provide basic information like language, time format, time zone, and country (CRM settings are the defaults). They will then be redirected to the module page that they have been given access to.

To Send An Individual Invitation

1. Go to the Contacts module and choose the contact record you want to invite to the portal. 



2.  In the Record Detail page, click the More icon, and click Send Portal Invitation.



3.  Select the portal user type, choose the template language to be used, and click Invite. 




To Send Multiple Invitations At Once

1. Go to Setup > Channels > Portals.



2.  Highlight the client portal line, and click Invite users.



3. Select the Contacts you'd like to invite or apply filters to select a group of contacts based on specific criteria.



4. Select the template language, and click Send Invitation.


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