You can grant portal administrator privileges to portal users in an organization.
These portal administrators will have several additional permissions within their organization:
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Access to the portal organization profile. The organization profile page (Fig. 1) enables managing the organization information (name and phone number), as well as the list of portal users.
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Adding users. Read more >>>
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Sending invites. Read more >>>
To promote a portal user to portal administrator:
1.Click —> [Organizational roles] —> “All portal users”.
2.Go to the [Organizations] detail and click the needed organization. The portal organization page opens.
3.Select the [Administrator for organization on the portal] checkbox for the users who must be made administrators (Fig. 2).
Portal administrators can promote other users as well.
Note
If you do not appoint a portal administrator for an organization, regular system administrators will need to add, invite and deactivate portal users of that organization. For more information, see “Add a system administrator user”.
Portal administrators can invite new users to the portal. Potential users receive an email invitation with a one-time link that they can use to access the portal for the first time and set up their password.
Note
You need to set up email integration, as well as specify a valid mailbox in the “SSP registration mailbox” (SSPRegistrationMailbox) system setting. Learn more in the “Working with emails” and “User self-registration on the portal” articles.
To add new portal users:
1.Click your profile picture in the top right —> [Organization profile].
2.Go to the [Portal users] detail —> click —> enter the email addresses of the users to invite. Bpm’online automatically validates any entered email address. Click [Create portal users] (Fig. 3).
If bpm’online matches the entered email addresses to any existing contacts, it will add portal users linked to those contacts. If no matching contacts are found, they will be created automatically, based on the email addresses. For any new contacts, the [Full name] field will contain email address text, minus the “@” character and email domain name.
3.Bpm’online will prompt you to send email invitations to the new portal users. You can choose to send the invitations later by closing the prompt.
As a result, new portal users will be added on the portal. To log in to the portal for the first time, the users will need to click the link in the invitation emails. Once on the portal, each user will be able to set a password.
Administrators can send invites to portal users of their organization.
Note
More information is available in the “Sending a portal invitation” article.
If a new portal user forgets to set their password after the first login, the administrator will need to re-send the invite. To promote a user:
1.Select the needed users in the list of the [Portal users] detail.
2.Click —> [Send invites] (Fig. 4).
Portal administrators can grant permissions to other portal users within the same organization. Users can be assigned any of the organizational roles that are subordinate to the corresponding portal organization. To promote a user:
1.Click your profile picture in the top right —> [Organization profile].
2.Go to the [Portal users] detail —> click —> enter email addresses of the users to invite.
3.In the user registration window, select the roles to assign to the invited users (Fig. 5). Click [Create portal users].
In this example, the users will obtain all permissions of the portal administrator, as well as permissions assigned to the “Portal managers” role.
Portal administrators can assign roles to existing users. The list of available roles is shown on the [Portal users] detail (Fig. 6).
Promote a user to a portal administrator
You can grant portal administrator privileges to any user within a portal organization. To promote a user:
1.Click your profile picture in the top right —> [Organization profile].
2.Go to the [Portal users] detail, select [Administrator for organization on the portal] checkbox (Fig. 7).
Deactivate users
To restrict a portal user from accessing the portal, deactivate the corresponding portal user account.
To deactivate a portal user.
1.Click your profile picture in the top right —> [Organization profile].
2.Go to the [Portal users] detail —> clear the [Active] checkbox next to the users who must be deactivated (Fig. 8).
As a result, the user will be suspended and will not be able to access the portal. You can reactivate a user at any time.
See Also