Using Portals

Using Portals

Portals, in Nonprofit Vertical CRM, are designed to give the customers access to a part of the CRM. By creating portals, you can extend your Nonprofit Vertical CRM account's accessibility to your constituents as well. Through a portal, your constituents can access either the Leads or Contacts module and also some of the associated data such as products, invoices, and notes. They also have the option to view, edit, or create records, notes and attachments to the respective CRM modules.


Please note that this feature is being released to users in a phased manner and will be available for you in the coming weeks.

Availability

Permission Required: Users with Manage Portal profile permissions can create a portal and invite customers.

Features
Free
Standard
Professional
Enterprise
Portals
-
-
-

Note:

  • You can add the first user type and invite 10K users to the portal for free, additional users can be invited after payment.
  • Adding more than one portal user type and users are payable, the pricing model is as below:
    100 users pack - $1000/month
    250 users pack - $2000
    500 users pack - $3000
    1000 users pack - $5000

Create & Set up Portals

Creating and setting up a portal consists of the following steps:

Step 1. Creating Portals

In Nonprofit Vertical CRM, you can configure up to 5 portals for the Leads and Contacts modules. By default, the company's name will be added as the portal's name and it will be used to generate a URL that customers can use to access the portal. You can choose to change the portal
name, when you create the portal. Nonprofit Vertical CRM will check for the availability and prompt you to change the portal name if it is already in use.

Step 2. Defining Portal User Type
A User Type in a portal is a label for the customers who will be accessing the Leads or the Contacts modules from your organization's CRM account. Permissions can be defined for the user types that will enable or restrict access to the data in the CRM account. These user types can be vendors, clients, consultants, customers, partners, or resellers.

Step 3. Configuring the Portal Tab

In this step, you will have to choose the modules and the specific layouts that the portal user will be able to access and also define the permissions to either create, edit, view or delete records. For instance, say you run a car company and want your clients to enter a few pieces of information. To achieve this, you can configure a portal exclusively for these clients and give them access to the Leads module. The clients can enter their details in the portal and that will be added to the CRM record. Configuring the portal tab includes the following steps:

  1. Choose the module: Depending on your business requirement, you can choose to give the customers access to either the Leads or the Contacts module. The customers will be able to view their own details in the module and based on their permission, they will be able to add records too.
  2. Select the related modules: The modules that have a lead or contact lookup are listed under the related modules. You
    can

    choose
    the list of related modules that you want the customers to access. 
  3. Select the layouts of the related modules: For each related module, you can choose more than one layout that the portal users will access.
  4. Define the module record permission: You can set the permission level for each record in a module. For example, you can allow the clients to view or edit their License number or the mailing address.
    Similarly
    you can give
    read only
    permission
    for
    purchase orders to a vendor.

Note:

The portal users can access the following records and perform actions based on the permissions defined for the portal's user type:

  • Their own record - They have the option to add or edit the details.
  • Other leads/contacts that they create - Records can be created, edited, or deleted as per the permissions
    given.
  • Other records associated with the leads/contacts (deals, invoices, quotes, etc.) - Records can be created, edited, or deleted depending on their permissions.
  • In Products - They can view all the records listed in the products module.

Step 4. Specifying Field Permissions

The related modules that you selected in the previous step (Portal Tab Configuration) will be listed under the Field Permission section. You can select the fields that you want the portal users to access. You can also mark the fields that you do not want the customer to edit as Read Only. The mandatory fields inside CRM will be marked as mandatory in the portal too.

Creating Portals

To create a portal

  1. Go to Setup > Channels > Portals.
  2. In the Portals page, click Get Started Now.
    Your organization's name will appear as the default portal name.
  3. Edit the Portal name, if required.
  4. Click Configure Now.
    The customer portal URL will be generated and the portal name will be available.
  5. Click Next to continue.
    Next, you can define the portal user type, portal tab configuration, and field permissions.

Note:

  • You will not be allowed to edit the portal name once it is created.
  • Once a portal is configured you will not be able to delete it.

Defining Portal User Type

To define a portal user type

  1. Under Portal User Type enter a name. (For example:parents, partners, vehicle service).
  2. Click Next.

Configure the Portal Tab

To configure the portal tab

  1. In the Portal Tab Configuration page, select either the Leads or Contacts module.
  2. Under Related Modules section, do the following:
    • Tabs - Select the checkbox(es) for the related modules that the portal users can access.
    • Layouts - Select one or more layouts that the users will have access to.
    • Permissions - Select either create, edit, view or delete permissions for the records in the module. Portal users will only be able to perform the defined actions for the records in the module that are owned by them.
  3. Click Next.


Specify Field Permissions

To specify field permission

  1. In the Field Permissions 
    page ,
    select
    the check boxes for the fields that need to be available for the portal users.
  2. Click the Read Only 
    checkbox
    , if required.
  3. Click Save and Next to move to the next layout or module to define field permissions.
  4. Repeat the above steps for all the modules and layouts.
  5. Click Finish to save all the details.


View the Portal Preview

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

To view the portal preview

  1. Go to Setup > Channels > Portals.
  2. In the Customer Portal Configuration page, click Preview.
  3. Select the Portal User Type from the drop-down list to view the respective portal's preview.

Note:

You can view the portal summary after the portal configuration is completed. In the portal configuration details, you can edit the Field Permission and Portal Tab Configuration. Also, if required you can add a new portal user type.


Send Invite to Contacts/Leads

After creating the portal, you can start inviting the customers. When you send an email invitation, the user will receive the portal URL details. Once they accept the invitation, they will be prompted to set a password. Inside the portal, the customer has to set the basic information like preferred language, time format, time zone
and
country (by default the CRM settings will be displayed), after which they will be directed to the respective module page. Note that, you must add the customers, clients, resellers or vendors to either the leads or contacts module to send an invitation.


To send an invite

  1. Go to the Leads/Contacts module
  2. Select a User.
  3. In the User detail page, click More icon > Send Portals Invitation.

Note:

  • You can send an email invitation to the customers from the User detail page in Nonprofit Vertical CRM. The send invite option is available only if the user's email address is entered.
  • You can not send mass email invitations to the customers.
  • Let us take an example: Russell is the CRM user who invites Sage to access the portal with the permission 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.

When You Convert a Lead to Contact

In Nonprofit Vertical CRM, you can convert leads to contacts once they are qualified. If you have created one portal user type for leads and two for the contacts and also added the CRM leads and contacts to the respective portals. When you convert these leads into contacts inside the CRM, you will be prompted to choose one of the portal user types under contacts to transfer leads. For instance, you have four leads A, B, C and D in leads portal user type; and Contacts 1 and Contacts 2 as 2 portal user types in Contacts modules. When you convert the A, B, C
and
D lead into contacts inside CRM, you will be prompted to choose the Contacts portal user type to which these leads must be transferred.



Data Privacy for Portal Users

Data Processing Basis:

As a Data Controller, in order to be GDPR compliant, you need to process data based on one of the lawful bases. Based on your business requirement and discretion you can choose a processing basis from the list of bases such as: Legitimate Interests, Contract, Legal Obligation, Vital Interests, Public Interests and Consent. When consent is the lawful basis used to process data, Nonprofit Vertical CRM provides an option to extend the accessibility to the details to your portal users. In such cases, the portal users can provide consent to process their personal data. 

You must consider the below points while setting data privacy for the portal users:

  • The data privacy tab will be displayed for a record only if the compliance settings is turned on.
  • The portal user can view the data processing basis in their account only if the data processing basis is Consent.
  • The portal user can also update the consent details of the Leads/Contacts that they have added.
  • The portal user can update their consent details from within the portal.


Data Subject Rights:

Under GDPR Compliance the portal users have certain rights towards their personal information. They can manually add a request from the data privacy section for the below mentioned rights within the portal:

  • Right to delete
  • Right to stop processing
  • Right to export
  • Right to rectify

In addition, they can add requests in the portal on behalf of the contacts/leads that they add to the portal. 


Delete a Portal User Type

There can be instances, when you want to remove a particular portal user type, then you will first have to transfer the users to another portal user type and then delete the current portal user type. Secondly, you can transfer the users to another portal user type only if you want to delete that portal user type. 

In rare cases, if you have not associated any users with 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. In the Portal Configuration page, click the More icon > Delete.
  3. In the pop-up, click Transfer and Delete.
  4. Select the portal user type to which you want to transfer the user.
  5. Click Proceed.

Note:

  • You can rename a portal user type, if required.
  • You can view the total number of portal users in the Portal's homepage.

Deactivate a Portal User Type

Based on your requirement, you can deactivate a portal user type anytime.

To deactivate a portal user

  1. Go to the Leads or contacts module and select a Record.
  2. In the User Detail page, click Deactivate User.

For a quick overview on setting up a portal watch the following video:





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