You can see all your users under User Management > ‘All Users’. There are different tabs for ‘Active’, ‘Inactive’, and ‘Unverified’ users.

• You will find the deactivated users under the ‘Inactive’ tab. 

• Users who signed up for an account, but haven’t verified their email address yet will be listed under the ‘Unverified’ tab. They won’t be able to log in until they verify their emails.

Adding Users:

There are 3 ways to add a user to the portal. Navigate to User Management > ‘Add new’.

1. Adding a CRM user:

• In the client portal plugin, click on User Management > ‘Add new’ > ‘Add from CRM’.

• Enter the email of the user which is stored in the CRM. Make sure it’s an exact match. Click on ‘Search’.

• Select the user’s name. By default, the username will be the email, and the password will be auto generated.

• Click Save.

2. Importing users in bulk:

• In the client portal plugin, click on User Management > ‘Add new’ > ‘Import’.

• Download the template.

• Add the user information in the file and upload it.

3. Adding a new user (contact doesn’t exist in CRM)

• To add a new user whose contact doesn’t exist in the CRM, click on User Management > ‘Add new’ > ‘Add New’.

• Fill out the details. When you fill out the email, the username will be automatically populated. You will have to specify the password.

• On clicking ‘Next’, the ‘Account Information’ section will appear.

• Select the option that meets your requirements.

• If you select, ‘Create a new Account’, you will see the following screen. Fill out the details and click save.

• If you select, ‘Add to an existing Account’, you will see the following screen. Enter the account name in the search box and click search.

• The drop down will display all the accounts that contain the name entered in the search box. Select the appropriate account and click save.

Inviting users to the portal

• To invite the users to the portal, you can click on the ‘Invite to Portal’ button under the contact record in the CRM.

• This button triggers an email invite to the particular user.

Note: If the email is not received, check the CRM workflow ‘Send Portal Registration Email’.

Deactivating and Deleting users

• To deactivate a user from ‘Active Users’ list, click on the highlighted icon in the screenshot below. This would revoke the deactivated user’s access to the portal.  

• If you would like to delete the user, navigate to ‘Inactive Users’ and click ‘Delete’. You can reactivate the user by clicking on the highlighted icon below.

• If you have deleted the user and would like to ‘Add’ them again, we recommend deleting the user from the WordPress Users. This would avoid any conflict with the credentials stored in the wordpress database as compared to the new credentials the user will receive.

Note: Ensure that the contacts are associated with an Account.

User Permissions

• Under ‘Permissions’, you can enable user sign up options and allow your users to reset their passwords. You can enable reCaptcha for additional security.

• You can set specific read/write permissions, WorkDrive and Vault permissions for a particular user by going to All Users > Active Users. Refer to the video below.

Settings

Under user settings, you can map fields to the CRM, manage additional settings, determine your password strength criteria, and edit fields for the user registration page.

1) CRM field map:

You need to map the fields under ‘CRM field map’ section to the respective CRM fields as shown in the image below. With all the fields mapped, the respective CRM fields will get updated whenever you add a new user through the portal. The login date field in the CRM gets updated every time a user logs in to the portal.

2) Additional Settings

Here you can allow auto approval of new accounts and users. If you choose not to auto approve the users, you will be able to view them under ‘Pending Users’.

3) User Registration

When the “Account Info” is disabled, an account will automatically be created in the CRM with the user’s First Name and Last Name as the Account Name.

You can customize the fields visible on the user registration page by adding custom fields from the Accounts module.

• To add custom fields, enable ‘Account Info’.

• Please be aware that if the user belongs to an account in the CRM, but enters a different account name, it will create a new account for the user instead of tying them to an existing account.

If you would like your users to sign up to the portal through this method, we recommend disabling the auto approval of users. This would prevent unwanted users from getting added to the wrong account in the CRM and getting visibility to the data.

4) Password Settings

Enabling the ‘Status’ field lets your user see the password requirements on the registration page.

Your users will see the following on the registration page.