The FP Portal is a useful add-on feature for your account. Using the Portal will allow you to give your agency clients access to view certain components of the work you are doing for them. It will also allow you to collaborate with them by exchanging files, notes and links to other resources.
Please review this article to learn how to make your clients Portal users in your FP system.
Find the Contact in your system
Being by finding the non-staff Contact in your system to whom you want to grant Portal access. Contacts can be found from the Contacts tab on the Company level, or from within the Contacts module. Contact records you've viewed recently will appear as above when hovering over View Contact.
From the resulting the Contact page, choose the Client Portal tab.
Setup Portal Access
On this tab, you will need to begin entering some initial details for this client:
- Tick the box to Enable Login.
- Type in a User Name and Password for this client. If you plan on having many Portal users, your agency may wish to set a naming convention for these details such as, user names always being first name, last name, and passwords always being first initial with last name.
- Click Submit.
Please Note: If you choose the Force Reset Password button, the Notify Client button will become available. This will generate an email you can send to your client with a link to the Portal log in screen. The email will also contain User Name information and a field to add the password manually. It also communicates that your client will need to change their password after logging in if you have selected the "Force Reset Password" tick box.
Once you client Submit, the bottom portion of the page will populate with Portal permission options. Drill into any of the 6 permission sections to see more details. For each Portal user, you can choose permissions on the fly, or create a permission set.
Your FP system will come with two pre-built sets to choose from, or you can create your own.
How to make your own you ask? It's easy!
From the Admin menu, choose Rate and Staff Management > Permission Sets.
You will land on the Manage Permission Sets screen, which will default to permissions for your staff. So first thing we'll need to do is swap the view to be for Portal users:
- Click the "For Client Portal Users" box.
- Click Select
The listed permissions have now changed to those available for Portal users, and the list shows any current sets, as well as the option to Create New. For this article, I'll choose that option.
Note that choosing one of the existing sets would populate that set, giving me an opportunity to edit it as needed.
You can now start creating the new set:
- Give the set a name.
- Select which permissions should or should not be included.
- Choose to assign this set to any of your clients currently set to have Portal access.
Click Submit to save your work. And repeat these steps to make as many sets as you like.
Any created and saved set will be available for immediate use as you add or edit more Portal users.
Navigate to the tab labeled Subscriptions and choose to set your Portal user up to receive in-Portal and/ or email alerts when certain events occur - such as a Note or File being added. As with permissions, you can choose these alerts on the fly for each Portal user, or make use of Alert sets.
Click Submit when done.
Your Portal user is now set to login to a much lighter version of your FP system. Here, they can submit work requests, check on current work, see files, and update their own contact details - all dependent upon their permissions as set by your agency.
And we welcome your questions or concerns: firstname.lastname@example.org