Procedures

This video covers how to set up an External User to access the system’s Customer Portal

4:29

Setup External Users to Access Customer Portal

4:20

External User Changes 23.01

External User Setup

1. Maintenance Main Menu > User Maintenance OR Service Main Menu > User Maintenance.  The User Search form will open.  Note:  User will need appropriate permissions to see these menu options
2. Click the ADD icon. A pop up window will open
3. In the User ID field, type in a new User ID
4. From the User Type drop down menu, select EXTERNAL and click the OK button. A new pop up window will open prompting you to set a password for this External User.
5. Complete the Password and Confirm Password fields and click the OK button.
6.  The form will then only display fields relevant to an External User.  Complete all relevant fields.  Note: Q360 Contact will need to link to this User’s contact in Q360
7. Check the Active flag and Login flag boxes
8. On the Permissions tab, select all permissions this External User should have
9. Click Save
10. Return to the User Profile tab and confirm the Primary Customer (usually the External User’s own Company) and Access Type listed there. Access Type may be changed at this point by putting the form in EDIT mode and choosing an Access Type from the drop down menu.  Note:  Additional companies to which an External User has access can be added by clicking the ADD button in the Access grid

For additional External User options, please see Knowledge Base article External User Setup

External User Setup (Prior to v23.01)

1. Go to Maintenance > External Users, then click the Add icon
2. In the new record, enter the External User’s details, including
   • Access Type | the associated list for which the User has access to, i.e.
     • CUSTOMER for list of Customer(s) to be defined in Access List tab
     • SITE for list of Site(s) to be defined in Access List tab, or
     • ZONE for list of Zone(s) to be defined in Access List tab
   • Home Page | default landing page User sees upon login
   • Q360 Contact | associated Contact record in system for this User
   • Password Expiry | date when password is to be invalid
   • Permissions | checklist of permissions to grant to this User
     • For specific access to a Project
       • Go to that Project > Team tab and ensure the User is a Team Member
       • For the Team Member, set their Web Permissions
     • For access to a Live Data Report or Dashboard, go to the specific record to grant this User access (i.e. Live Data Report > Permission or Dashboard > Permission)
3. Save
   • To change the External User’s password, go to Extended Menu > Change Password

Reference: The Customer Portal, Q360’s front end User interface for your Customers (“External Users”) to self-serve themselves: Customer Portal – External User Access to Calls, Projects, Reports and Dashboards