Working with Portal

Working with Portal

Working with Portal

  • Sending Invite to Users
  • Changing Portal User Type
  • Converting a Lead to Contact
  • Deleting a Portal User Type
  • Deactivating a Portal User

Sending Invite to Users

Once you have created the portal, you can start inviting the customers. The email invitations will contain the portal URL details. Once users accept their invitation, they will be prompted to set a password. Inside the portal, the customer must set basic information like their preferred language, time format, time zone, and country (the CRM settings will be displayed by default). They will then be directed to the module page they have access to.


To send an invitation

  1. Choose a module.
  2. Select a User.
  3. In the User detail page, click the More icon > Send Portals Invitation.

Note
  • You can send an email invitation to the customers from the User detail page in the CRM. The send invite option is only available if the user's email address has been added.
  • You can not send mass email invitation to your customers.
  • For example: Russell is a CRM user who invites Sage to access the portal with the permissions to create contacts and deals. In this case, when Sage creates a contact through the portal, it will be added to the CRM database and Russell will be the owner of the new contact.

Changing Portal User Type

There may be occasions when you have to move a user from one portal user type to another. For example, you have created two different portals for customers interested in Product A and Product B. If the customer is no longer interested in buying Product A and wants to buy Product B instead, you can easily move them to the Product B portal user type. You can transfer users from one portal user type to another from any of the following places:

  • Record Detail Page - You can change the portal user type from the record's detail page.
  • Portal Users List - If you want to change multiple portal users to another portal user type at once, you can do so from the Portal Users List popup in the Portal Configuration page.

Converting a Lead to Contact

In the CRM, you can convert qualified leads to contacts either manually or automatically using the workflow rules. If you have created one portal user type for leads and two types for contacts and added your CRM leads and contacts to the appropriate portals, you will be prompted to choose one of the portal user types under Contacts when you convert the leads to contacts in your CRM. For example, you have four leads A, B, C, and D in the Leads portal user type; and Contacts 1 and Contacts 2 as two portal user types in the Contacts modules. When you convert leads A, B, C, and D into contacts in CRM, you will be prompted to choose the Contacts portal user type (Contacts 1 or Contacts 2) to transfer the leads to.



Deleting a Portal User Type

There may be instances when you want to remove a particular portal user type. In that case, you will first have to transfer the users to another portal user type and then delete the portal user type. You can only transfer the users to another portal user type if you want to delete their original portal user type.

If you have not associated any user to a portal user type, you can delete it as it is.

To delete the portal and transfer portal user type

  1. Go to Setup > Channels > Portals.
  2. Select a portal and hover over it and then  click Delete.
  3. In the pop-up, click Transfer and Delete.
  4. Choose a Portal User Type to transfer the user to from the drop-down list.
  5. Click Yes Proceed.
Note
  1. If you want to rename a portal user type, click the Edit option in the Portal Configuration page.
  2. You can delete user(s) from a portal, if you don't want them to be a part of it anymore. You can add another user instead, as deleted user won't count towards your user license. 

Deactivating a Portal User

You can deactivate a portal user whenever you need to.

To deactivate a portal user

  1. Select a Portal User Type and click Portal Users.
  2. In the Portal User List popup, toggle off the status bar of the user.


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