People and portal access
Add the people at a customer, choose an account admin, set their order emails and reports, and disable or remove someone who has left.
Each customer has a list of people: the individuals at that company who order, approve and receive emails. Every person can have their own portal login. Getting this list right decides who sees what in the portal and who receives which emails.
#Step by step: add a person
- Open the customer and go to the People tab.
- Press Add a person (or use the inline row: first name, last name, email, then Add user).
- In the drawer, enter First name, Last name and Email.
- Choose whether to Email them a portal invite now.
- Under Role & email, set Account admin, Order emails and Receives reports.
- Tick the Sub groups they belong to.
- Save.
Tip
Don't skip the sub group ticks. They control which products and visual jobs the person sees in the portal. Someone in no sub group sees only enquiries they raised themselves.
#The People list
Columns: Person, Sub groups, Portal, Order emails and Account admin.
The Portal column shows each person's status, with when they last signed in:
| Status | Meaning |
|---|---|
| Active | Has set a password and can sign in |
| Invited | An invite has gone out and hasn't been used yet |
| Invite expired | The 7-day invite ran out; resend it |
| Not invited | No invite has been sent |
| Disabled | Portal access has been switched off |
| No email | The person has no email address, so they can't be invited |
The row ⋯ menu has Edit, Send portal invite / Resend portal invite / Send password reset, Make account admin, Turn order emails off/on, Send them reports / Stop sending reports, Disable portal access / Enable portal access, and Remove.
#The three flags
#Account admin
The account admin manages the account in the portal. They see all the company's orders, visuals and products regardless of sub group, and they alone get My groups, where they manage sub groups. Their address is the customer's main contact email.
There is one per customer. Making someone else the account admin moves it to them.
Watch out
Account admin does not mean "receives every email". Order emails go to each order's own contact. An account admin who isn't the contact on an order won't get that order's emails.
#Order emails
On by default. Switching it off means that person isn't sent order emails, and nothing is redirected to anyone else. See Who receives customer emails for exactly which emails it covers.
#Receives reports
Puts the person on the weekly production schedule email, where that is switched on for the customer. They also need an email address and order emails on.
#When someone leaves
| Action | What happens |
|---|---|
| Disable portal access | The person and their history stay. They can't sign in, are signed out on their next click, see "This account has been disabled", and get no customer emails. Invites and resets are refused until you Enable portal access again. |
| Remove | Deletes the person permanently. They do not go to the Graveyard. |
Tip
If you want to keep someone's history, use Disable portal access rather than Remove.
#What customers can't do themselves
Customers can't create accounts, add colleagues, change their password or email, or change the account admin in the portal. Your team does all of this here.
#Common questions
"Send portal invite" is missing from the menu. The person's status is No email. Edit them and add an email address.
Where did Primary and Notify go? They are now called Account admin and Order emails.
A person isn't listed in View as Customer. They are disabled, or haven't been added as a person on this customer.