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How to setup your client portals (basic features)
How to setup your client portals (basic features)
Updated over a week ago

This article helps you get started with portals.

PORTALS

We need to start by explaining what is a portal group? It is simply a collection of portals, a folder, a bucket, you name it, that consists of portals with similar settings. This is a useful concept if you have different types of clients, deals, internal teams etc. because you can configure and maintain each group separately (from different portal structures, webforms, subportal groups, even tutorials).

1. To access settings, click on Portals and choose any portal group you wish to configure. If you do not have a Portal Group, add one first using the "+" button.

Portal group actions and settings will appear on the left hand side:

We recommend that you start with the following:

SETTINGS

General tab:

  • edit the name of the Portal Group

  • define a default welcome message template that you can easily reuse when inviting clients

  • turn 'Chat' on or off

  • turn on 2 Factor Authentication requirement (this feature if turned on will force your clients to provide and verify a mobile phone number)

  • turn on 'Auto-delete' feature (if turned on, each portal will be automatically moved to the Bin after a fixed amount of time)

Customisation tab (available on Enterprise Plans only)

  • Here you can adjust the wording of the 'Add new portal' button and page to make it more relevant to your team

Folders tab

In the Folders tab, define a default folder structure you want to appear in each portal. You can create folders and subfolders. You can either

  • apply this structure to new portals only or

  • apply this structure to new and existing portals.

These innocuous looking options are actually very powerful and need to be selected carefully. The first option will not in any way affect portals that already exist. This means that if you add a new subfolder, say, for a new year of transactions, the change will not trickle down to portals that already exist.

The second option will enforce that the chosen folder structure appears in every single portal in this group. This means that you will NOT be able to manually remove a folder from a clients portal if it is part of the folder structure. The system will recreate it automatically.

Other Actions tab

In this tab you can

  • upload or download configuration settings. This is useful if your Portal Group is configured as a complex registration workflow and needs to be cloned or edited off-line.

  • delete the entire portal group (use with caution)

Invitation Reminders tab

Here you can set up automatic reminders that we will send to clients who are not responding to your invitations. You can specify the number, frequency and text of the reminder messages.

Tutorial tab

Here you can configure a button that can function as a welcome message, a tutorial or an introduction of your services. Define a video or an article URL, adjust the button label and Save. The button will then automatically appear in each portal.

Next, we recommend that you switch to Form templates to define webforms you would like your clients to see.

FORM TEMPLATES

  • If this tab has no forms, the 'Forms' button will not appear in client portals

  • If this tab has at least 1 form template, the 'Forms' button will automatically appear in each client portal

Finally, we recommend that before you move to advanced features, consider two more options:

Announcements - allows you to broadcast a message to all logged in users. This is ideal to announce deadlines or events that apply to all portal users. If you would like to publish an announcement is individual portals instead, use the Announcements feature inside relevant portals.

Share documents - is a place for documents everyone will have access to. This is an ideal way to publish reports or marketing collateral.

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