To check the portal users, navigate to the Portal User Management -> Contacts. Here you will get the list of the Dynamics 365 contacts that you can manage from here and sync with Dynamics CRM.
Note: Here you will get the list layout only if you have created the user forms in the Portal User Settings.
Once the contacts are added, you can generate the portal credentials and approve the users for the CRM contacts in bulk. Convert these contacts to portal users just with a single click.
Filter Contact Records
You can filter the specific records by clicking on the ‘Filter’ icon from the right side.
By clicking on the ‘Filter’ icon, the sidebar will open from the right. You can filter the specific Contact records based on the following criteria:
Search By Keyword: Search the contact records by inserting the Keyword.
Roles: Search the Role wise contact records. You need to select the Roles from the dropdown list.
Access: Select the record’s customer portal accessibility: “Enabled” or “Disabled” records.
After selecting the filter options, click on the Apply button to get the Contact records.
Create Contact
You can create a new contact by clicking on the Create Contact button. Insert the contact details and saving it will create a new contact here as well as in CRM. Here, you need to insert the contact details to generate the credentials for the portal users.
Once the contact details are inserted, you can generate the credentials by clicking on the “Generate Credentials”.
Note: Only those admin users can add the Contacts who have access to add Contacts.
Once the contacts are added, you can generate the portal credentials and approve the users for the CRM contacts in bulk. Convert these contacts to portal users just with a single click.
Approve Users
If any new customers register from the Portal and the ‘User approval’ flow is enabled from the Customer Onboarding Validation Setting, the admin will approve the portal user. After that, the registered customer can access the Portal.
You can approve the portal users (Contact) who is already a portal user, but the Approval Status is “Pending”.
By selecting the contact(s) from the list, you need to click on the Approve Users from the ‘Bulk Action’ options.
To approve the “Not Approved” contacts, select the contact(s) from the contacts list view and click on the Approve Users option.
Note: Only those admin users can approve the users that they have the access to do so.
Enable
To generate the portal user credentials for a newly added contact, select Enable from the “Bulk Action” drop-down.
You can also enable the contacts that are approved and generated but disabled for some reason. For that, you need to click on the Enable portal user from the “Bulk Action” drop-down options.
You can select single contact or multiple contacts from the list to generate the credentials and/or to enable the disabled portal users. After selecting the contact record(s) and selecting the “Enable” from the drop-down options, you need to click on the Apply button.
Once you click on the Apply button, you will get the status report in the popup for the converted portal users. It will also enable portal access for disabled portal users.
If any failure occurs, you will also get the failure details in the popup.
You can select the multiple contacts here and generate the credentials for them.
Note: Only those admin users can and generate the credentials that have the access.
Edit/Delete Contacts
You can edit, delete, and unlock any contact as per requirement. This will be synced from the CRM side as well.
Note:
– By unlocking any contact you can allow early access to the portal after certain wrong password attempts.
– Unlock action will only be available for those contacts who has exceeded the wrong password attempts.
Assign new role to Contacts
From the Contacts, you can assign a new role to the portal users (Contacts). If you need to change the role for mass records, you just need to select those contacts for which you want to change the role.
Check the checkboxes of the contacts and click on the option besides the Create Contact button. You will find the Assign New Role option in the action list.
By clicking on the “Apply” button, you will get the Assign New Role pop-up, from there you can select a new ‘Role’ from the drop-down list.
After selecting the New Role, you need to click on the Change button and the new role will be assigned to the selected contacts.
After assigning roles to the bulk Contacts, the New Role Assignment Status will be generated and will be shown to the user.
Note: Here only the portal user’s role will change once the new roles assigned to the contacts (Portal users).
Disable Portal Users
Similarly, you can disable the portal users as per need. For that, you need to select the single/multiple portal users (contacts) that you want to disable for a while and select the Disable Portal User from the Bulk Action drop-down options.
You will get the summary of the disabled portal users in the popup.
Send Password Link
You can send a link to the portal users in the email to set a new password. From the ”Bulk Actions” drop-down, you will see Send Password Link Select the “Send Password Link” and then click on the Apply button.
By clicking on the “Apply” button, you will get the Status of the sent password link. The password link will be sent to the selected contacts (portal users) and they can check in their email ID that is registered with the customer portal.
Note: You can send a password link to create a new password only for those Contacts (portal users) having user names and whose portal access is enabled.