Portal Users in CustomerGate 365

The list

E-mail

The address the user signs in with.

Name, Customer No., Customer Name

Who the user is and whose data they may see.

Role

Buyer or Viewer, chosen at approval. See Account Requests.

Active

Whether the line still gives access.

Created At, Created By, From Account Request

When access was granted, who approved it and from which account request. For a second customer linked by hand there is no account request: Created By then says who made the link.

Last Sign-in

When the user last signed in.

Deactivated At, Deactivated By

When and by whom access was revoked.

Anonymized On

When the personal data on the line was erased. The e-mail address then no longer identifies anyone.

Failed Sign-in Code Attempts, Last Sign-in Code Error, Last Sign-in Code Attempt At

Whether the last sign-in codes could be sent. Zero means the last code went out normally; otherwise the error says why.

Notify: Quote Ready, Notify: Order Confirmed, Notify: Shipment Posted, Notify: Invoice Posted, Notify: Request Received

The five notification flags. They are hidden on the list and can be added with Personalize; see Notification settings below.

Actions

Deactivate

Revokes the user's access to this customer at once, including sessions that are still open: the portal checks the portal user on every call. The line is kept, so it stays visible who had access and when.

Reactivate

Gives the access back.

Link Another Customer

Gives the same e-mail address access to the data of a second customer as well; see below.

Show Account Request

Opens the account request the access came from.

Customer

Opens the linked customer.

Export Personal Data, Erase Personal Data

For the user's e-mail address; see Privacy tools. Both now also reach the quote rejections, the portal notifications still in the queue and the rows in the customer switch log. Erasing refuses while the address still has an active portal user, so deactivate first.

Link Another Customer

Somebody who buys for two companies signs in once and switches customer inside the portal. Inside sales makes the second link by hand, in the client. There is no web service for it.

1. Select the person's line and choose Link Another Customer.
2. Pick the customer from the customer list.
3. Choose the role for this link. That is a separate choice: the role of the existing link is not carried over, because buying at one company and only watching at the other is the ordinary split.
4. Confirm. The question puts the names and numbers of both companies side by side. That is deliberate: a question that only asks whether you are sure gets clicked away.

• A second line appears in this list, with the same e-mail and the other customer. Both lines have their own role, their own Active and their own notification settings.
• Unlinking is Deactivate on that line. There is no second way: the link is switched off and stays, so it remains readable that this access existed and who revoked it.
• An anonymized line no longer identifies anyone; a second company cannot be hung on it.

Notification settings

The five flags Notify: Quote Ready, Notify: Order Confirmed, Notify: Shipment Posted, Notify: Invoice Posted and Notify: Request Received record what this portal user wants to be e-mailed about. They belong to the link, so somebody who buys for two customers can want mail for one and nothing for the other.

• Everything is off until the person switches it on themselves, in the portal, signed in. Inside sales can read the boxes and not set them, and there is no action that does it for a group. A consent somebody else ticks for you is not a consent.
• That is why the five columns are hidden by default. Add them with Personalize when somebody calls to say they get no mail; then it is answered at a glance.
• There is one more switch above them: Portal Notifications Enabled on CustomerGate Setup. While it is off, nothing is queued and nothing is sent, whatever the five boxes say.

Who can sign in

A sign-in works only while the portal user is active and the customer is allowed in the portal. A customer that is Privacy Blocked or blocked for All loses access on the next call. A customer blocked only for Ship or Invoice keeps it, because that is when customers need to see their invoices.

When a customer receives no sign-in code

The website always says that a code was sent, also for an address it does not know, so that nobody can find out who is a customer. Check in Business Central instead:

1. Is there a portal user for this e-mail address, and is it Active?
2. What do Failed Sign-in Code Attempts and Last Sign-in Code Error say on that line?
3. Is the customer Privacy Blocked or blocked for All?
4. On CustomerGate Setup, are the lines E-mail Account and voaPortal Web Service in order? Sent Email shows whether the code went out. While Demo Mode is on, it went to the demo recipient.