Account Requests in CustomerGate 365

Statuses and views

An account request is New, In Progress, Approved, Rejected or Spam. The list has the views New, In Progress, No Customer Yet and Approved.

Actions

Select Customer

Links the request to the existing customer the requester belongs to. Search by VAT registration number or by name. Without a customer, the request cannot be approved.

Approve

Asks which role the person gets and creates the portal user for the selected customer. The requester then receives an e-mail that the account is ready.

Start Processing

Sets the request to In Progress, so colleagues can see that you are working on it.

Reject

Rejects the request. Fill in Rejection Reason first; it stays on the request. The requester gets no e-mail about it.

Mark as Spam

Sets the request to spam. No more e-mails are sent to that address, and it stays visible how much unwanted traffic comes in.

Resend Confirmation

Sends the message to the requester once more. For an approved request, that is the message that the account is ready.

Show Sent E-mails

On the card. Shows the e-mails that belong to the request.

Portal Users, Customer

Open the portal users and the linked customer.

Export Personal Data, Erase Personal Data

Answer a request for access or erasure for the requester's e-mail address. See Privacy tools.

Buyer or Viewer

Approve asks which role the portal user gets. Job Title on the request helps you choose.

Buyer

Requests quotes on behalf of the customer and can accept released quotes in the portal. A Buyer's quote requests are linked to the customer, and a Buyer can choose one of the customer's ship-to addresses.

Viewer

Sees the customer's requests, quotes, orders, shipments and documents, but cannot accept a quote. A Viewer can still send a quote request; it then arrives without a customer, like one from an anonymous visitor.

The card

General

The number, the status, when the request was received and its language. Messages to the requester are sent in that language.

Requester and Address

Company name, VAT registration number (the quickest way to find the customer), contact person, job title, the e-mail address the person will sign in with, phone and address.

Review

Claims to Be Existing Customer and Stated Customer No. are what the requester says: a hint, not proof. Linked Customer is the customer you selected, and Active Portal Users for This Address shows how many active portal users the e-mail address already has. Reviewed By, Reviewed On and Rejection Reason record the decision.

Explanation

The comment the requester sent along.

E-mail

When the confirmation, the notification to inside sales and the message that the account is ready were sent, with the failed attempts and the last error of each.

Origin

The Source, whether the privacy statement was accepted and which version, the IP Hash and Anonymized On.

Approving a request

1. Open Account Requests with the view New and open the request.
2. Check who is asking: company, VAT registration number, job title and the comment.
3. Choose Select Customer and find the customer, for example by VAT registration number.
4. Choose Approve and pick Buyer or Viewer.
5. The portal user now appears in Portal Users, and the requester receives the e-mail that the account is ready. It links to Portal Address on CustomerGate Setup; while that is empty, the e-mail says that the portal opens soon.

One address for two customers

An e-mail address can be approved for more than one customer, but a portal session belongs to one customer: the portal then picks the lowest customer number. Give such a person a separate e-mail address per customer for now.