Portal Data Sheet Templates (Settings)
The Portal Data Sheet Templates Settings determine which Data Sheets are visible to Customer contacts within the Customer Portal.
This settings screen can also be accessed via each Customer's Data tab, by clicking the Manage Data Templates button which, when clicked, opens the relocated Portal Data Sheet Templates settings in a separate tab.
Overview
When a Customer contact logs-in to the Customer Portal, and selects the Data module, they can select from a list of Data Sheet templates:
By default, Data Sheet templates are not accessible in the Customer Portal. To be accessible in the portal, a template must explicitly be assigned to one or more Customers, as described under the heading Allocating a Portal Data Sheet Template to Customers.
Accessing Portal Data Sheet Templates Settings
Settings > Portal Settings > Portal Data Sheet Templates
Viewing Portal Data Sheet Templates Allocations
When viewing the settings screen, the Data Sheet templates are listed with a summary of allocations to Customer(s) or to a single Customer Group:
The above image shows that the Data Collection Sample template is allocated to two Customers, the Emergency Contact information template is allocated to one Customer, and the Service Request template is allocate to the Customer Group named Health Care Companies.
Clicking a Data Sheet template, in the list, displays the detail of the allocations (if any). In this example, clicking the Data Collection Sample template item in the list displays the following configuration for that Data Sheet template:
The previous image shows that the Data Sheet template is allocated to two companies (Finkel Transport and Spotty Lifts), therefore contacts from both of these companies will have access to the Data Sheet template within the Customer Portal. When a contact submits a Data Sheet through the portal, a notification is sent to the allocated Tickets-From-Emails address. The example in the above image shows that Data Sheets submitted by contacts for either Customer will be sent to the same Tickets-From-Emails address, but different Tickets-From-Emails accounts can be specified for each Customer if required.
If a Data Sheet template is allocated to a Customer Group, the configuration is shown as follows:
Allocating a Portal Data Sheet Template to Customers
By default, Portal Data Sheet Templates are not accessible to any Customers via the Portal.
To assign a Data Sheet template to one or more Customers, select the template by clicking it in the list at the top of the settings screen.
The Modify portal data sheet template section will be displayed.
Choose the required option from the drop-down list; the available options are:
- All Customers
- Customer Group
- Selected Customers
- No Customers (default)
In each case, once selected and saved, any previous Customer / Group selection for the Data Sheet template will be overwritten, and is irrecoverable. For example, if there are several Selected Customers, and a Customer Group is subsequently selected and saved, the previously selected customers will be removed from the list, and will need to be added manually in the event of a change of mind.
All Customers
The Data Sheet template will be visible to all Customers who have Portal access.
Select an Email Account from the drop-down list (mandatory).
Click to confirm.
Customer Group
The Data Sheet template will be visible to Customers who are members of the selected Customer Group only, in the Portal.
Only one Customer Group can be selected per Data Sheet template. If an identical (or similar) Data Sheet template is required to be accessed by another Customer Group, the Data Sheet template can be cloned in the Data Template Settings, and the clone allocated to another Customer Group.
Select an Email Account from the drop-down list (mandatory).
Click to confirm.
Selected Customers
The Data Sheet template will be visible to the selected Customers who have Portal access.
Use the Customer Search field to locate the required Customer (a minimum of three consecutive characters must be entered). When the matching results are displayed, click the name of the required Customer to add the Customer's company name to the list of companies that will be able to access the Data Sheet template in the Portal.
Select a Tickets-From-Emails account with which the Data Sheet template will be associated for this Customer (mandatory):
Tickets-From-Emails accounts must be configured before they can be selected for allocation to a Data Sheet template; see Tickets From Emails (Settings).
Add further Customers as required.
Click to confirm.
No Customers
The Data Sheet template will not be visible to any Customers.
Click to confirm.
Deleting a Customer from a Data Sheet Template Allocation
To delete a Customer from a Data Sheet template allocation, click the name of the template in the list at the top of the settings screen.
The Modify portal data sheet template section will be displayed.
If Customers are allocated to the account, the list of company names will be displayed:
Click the delete (trash-can) icon adjacent to the Company Name to delete.
Click to confirm.