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Portal Access groups

InIncentives, you must create groups that are used to define portal access trees. Portal access trees are assigned to web tabs so that web users can access items in the Sales Portal.

At a high level, the following steps describe how to define a Portal Access hierarchy:

  1. Create groups. If payees are added to the Payee table after Portal Access groups are created, you can use the Tasks Module module to add these payees to your Portal Access groups.

  2. Make Portal Access trees.

  3. Assign trees to the reports, documents, and web forms.

Adding Portal Access groups

In Incentives, add Portal Access groups to create payee groups that are used to define Sales Portal access trees.

Any payees that exist in the model can be added to any group. Typically, you would add a group for each level of the Portal Access hierarchy, for each plan, report, and so on.

  1. In Portal Access, click the Groups tab.

  2. Click the Add group Add icon icon.

  3. Type the group name and click Save.

  4. Select the Maintain this group in Task Manager checkbox to add a copy of the group in Tasks Module so that you can add rules to maintain the group's members.

  5. Define the Portal Access group members by using the Payee table as a source, as well as any other sources that you want to append.

  6. On the Restrictions tab, add Restrictions to define exactly which members of the source can participate in the Portal Access group.

    For example, to add a Portal Access group that contains only Account Executives, you could define a restriction stating that only payees whose title ID = Account Executive should be included. Defining restrictions is optional. You can also manually select payees from the Payees tab.

    Tip

    If you are planning on maintaining your Portal Access group in Task Manager, define your group members on the Restrictions tab. If you are not maintaining the group in Task Manager, feel free to add members manually as needed.

  7. On the Payees tab, select the payees to create the exact group that you want. Any members that you already selected through the restrictions screen are automatically displayed.

  8. Click Finish.

  9. To download all Portal Access groups into Excel, see: Downloading Portal Access Groups into Excel.

Managing web access

In Incentives, you can enable payees for web access and edit the web login credentials for any group member in Portal Access.

When an administrator changes a user's password through the Manage Web Access window, the password history is not saved.

  1. In Portal Access, click the Groups tab.

  2. Click the group for which you want to manage web access.

  3. Click the Blue settings icon Manage Web Access icon.

  4. You can perform the following actions to manage users' web access:

    Action

    Description

    Web enabled

    In the Web Enabled column, select the members that you want to grant web access. You must type and confirm a password for each member that you enable for the web. After the member is enabled, web users can use the email address defined in the Payee table as their login ID.

    Important

    The email address cannot be changed from Portal Access.

    Disable web access

    Clear the checkboxes in the Web Enabled column of the members that you want to disable web access for.

    Unlock web users

    Clear the checkboxes in the Locked column of the members who have been locked out of the Sales Portal.

    Change a user's password

    Click the user who you want to change a password for and click Change Password.

    Force users to change their passwords on next login

    Select the checkboxes in the Change All Password on Next Login column to force the users to change their passwords the next time that they log in to the Sales Portal.

    Disable all

    Disable all payee accounts. Disabling all payee accounts will permanently remove any saved passwords. You’ll need to set a new password to reactivate the account.

    Enable all

    Set a password for all users in the group.

    Export

    Select one or more users (using Ctrl + click or Shift + click) and click Export to download the user information in the Manage Web Access window as a .CSV file. If no users are selected, all users are exported.

    Copy

    Select one or more users (using Ctrl + click or Shift + click) and click Copy to copy the user information in the Manage Web Access window to the clipboard.

  5. When you are done managing web access, click Finish.

    Important

    The Tasks Module module provides an option for generating passwords and sending emails informing groups of payees of their passwords. This task can be used anytime a new payee is added to a Portal Access group, or to provide existing users with new passwords in the case of a forgotten password. Task Manager can be used to assign passwords to a large group of individuals at once. You can change the email address of the emails sent by the application on the Admin → More Options → Portal Access tab.

Downloading Portal Access Groups into Excel

Download all Portal Access groups into Excel. The downloaded file will contain the following fields: Parent Folder, Portal Access Group, Payee ID, Payee Name, Email, Web Enabled (Yes/No), Locked (Yes/No), Change Password (Yes/No).

  1. Navigate to the Portal Access module.

  2. Click the Groups tab.

  3. Click the Export all groups to Excel button Document export icon to download all Portal Access groups to Excel.