Understanding Customer Portal

The many features and benefits of Customer Portal, include:

  • Issue Tracker: Web Forms - Issue Tracker customer portal features are two basic types: Public and Secure.

    1. The Public Feature allows the general public to create new issues for a particular binder and view the current status of the issue by clicking on the link emailed to them. This portal allows the public to report bugs, suggest ideas, comment on company offerings, or any other area of interest.

    2. The Secure Feature allows the trusted and logged in user to view all current issues for a binder, create new issues, add notes to the issue, or change the status of the issue.

  • Calendar - Customers, partners, or general users can view the group calendar. Also, the portal users can request an appointment which the Administrators will receive through email

  • Reports - OfficeClip reports can be shared with customers in a secured manner. Available reports include Timesheet, Expense, and CRM reports.

  • Documents - Selected documents can be shared via Customer portal.

User List

The User List screen shows all the list of activated users in the customer portal.

customerportal user list

From this screen the Administrators can edit the user information, set permissions and change password for the user.

To edit the user information:

  • Click on the icon on the user list screen.
  • The User screen will pop-up.

  • Edit or add new user information and click Save.

To set permissions to access various reports:

  • Click on the icon on the User list screen.

  • A pop-up will appear with a list of various reports.
  • Checkmark or uncheck the reports as per the requirement.
  • Click Save to save all the changes.
  • The user will have access to the selected items.

To change password for the user:

  • Click on the icon on the User list screen.

  • Select the appropriate option.
  • Click Save.

To set the user status:

  • Users can be activated, deactivated and deleted from the user list.

  • Checkmark the box of the users to activate, deactivate or delete.
  • To activate or deactivate users select the appropriate option from the dropdown.
  • To delete users select the option Delete checked users option besides the dropdown.
  • Click Go.

Add new Users

You can add new user or remove existing user from the New User screen.

  • To add a new user:

  1. Click Desktop > Customer Portal > New User.

    customerportal add new user

  2. On this screen add the user details, create password automatically or manually.
  3. Click Add.
  4. You can also add or remove users, by clicking on Settings > Organization Settings > Users > Add/Remove.

  5. To learn more about how to add/remove users from Settings section, click here.

  • To remove existing users:

  1. Click Desktop > Customer Portal > New User.

    customerportal remove users

  2. Click on the icon to remove the user and the user will also receive an email notification that his/her name is removed from the existing user list.
  3. To remove an existing user without notification, click on the icon.

Creating Customer Portal Shares shares

Customer-portal shares allow administrators to share certain information from OfficeClip with users outside the OfficeClip communities.

Sharing Documents

External customer-portal users can easily view folders and documents that organization administrators have created and organized for external access. As a safeguard, documents can be locked against accidental overwrite or deletion. OfficeClip users can organize folders, and securely share documents with external customer-portal users by adding an access password and expiration date. To access this feature:

  1. Click CRM > Documents.

  2. Select a document you want to share by placing a check mark in the box and clicking the Share button at the bottom.

  3. Give a share name and select whether you want to make a public link (web link) or secured link. Through Web Link documents can be shared with the public without any login id or password. If you select a web link:

  4. Add a password to the document if required and expiration date can also be added. Then, click the Create Share button go to the next screen.

  5. If a secured link is selected, select the user with whom you want to share the document or click on Add User button. Here, you will be able to add a new user, whose name will automatically get saved in the contacts database. Enter the password or expiration date if required and click on the Create Share button.

  6. The users can see the URL for the share. Copy the URL and paste it in the browser, the users with public share or web link will be able to see the shared report easily.

  7. The user with secured link will be able to access the shared report only after entering the login id and password.

  8. If you want to let others know about this share, checkmark the email address. If the outgoing email needs modification, click Edit Email Content link to personalize the email.

  9. Finally, click the Done button.

Sharing Reports

External users can securely access a variety of reports.

For the detailed description of sharing reports, click here.

Issue Tracker: Web Forms

Web form allows external users to submit issues that can be managed using the OfficeClip issue tracker.

The Web Forms in customer-portal are similar to Web Forms in Issue Tracker. For the detailed description of Web Forms, click here.

Shared List

This screen contains the list of all the shared reports and documents. These documents or reports are shared with customer portal users only.

customerportal shared list

  • When you click on the icon, the selected document share can be edited.
  • The users can activate, deactivate or remove the documents or reports from the list. Checkmark the required document or report and select the necessary action.

Create a New Share

To create a new share or share a document or report with customer portal users:

  • Click on the New Share button under Shared List.

    customerportal new share

  • On the next screen, select the document, support desk or report you want to share and click on the Next button.

    customerportal new share

  • Select the desired category and their entity which you want to share and click on the Next button.

    customerportal new share

  • Checkmark the customer portal users from the dropdown with whom you want to share the documents or reports. You can also create a share with new users by clicking on the Add User link. Finally click on Submit link.

    customerportal new share

  • On the next screen, you will see the share link. Copy and send the link to customer portal users. The customer portal users can copy and paste the link in the browser.

    customerportal new share

  • Once they login and enter the password they will be able to view the report shared with them.

Admin

The Admin screen in Customer Portal helps to set up the Customer portal screen for external users.

To set up the Admin screen:

  1. Click Desktop > Customer Portal > Admin.

  2. Upload the logo, add Logo custom navigation link, Copyright text, Copyright URL and Welcome message.
  3. Click Save.

You will see all the above details in the Customer portal home screen.

Customer Portal Home Screen

A customer portal can log into OfficeClip with there own login and password. On the home screen users can see the reports, issues, documents shared with them.