Portal - Customer Administrator and Employee Access

Portal Overview Information Guide -> Customer Administrator and Employee Access

There are three main levels of access with special functionality, on the Portal website as defined below:

1.Web Administrator - your rental store staff member who builds, customizes, and supports the Portal website for your company and its customers, as defined in Customize the Portal Website.
 (Logs in as webadmin at the Account Number prompt, no User name, and with the password assigned in Global Portal Settings.)

2.Customer Administrators - the individuals from each of your customer accounts that are eligible for web access on your firm's Portal site.
 The Customer Administrators designate and monitor their own employees' access.
 (Logs in using the Customer # at the Account Number prompt, no User name, and with the password assigned in Customer Information or Portal Customers.)

3.Customer Employees - your customers' staff as designated by their Customer Administrators.
 (Logs in using the Customer # at the Account Number prompt, and the User Name and password assigned to him by his Customer Administrator)

Your firm's web administrator can setup your Portal website as discussed in Customize the Portal Website.
 Your preferred customers who should be given access and for whom you have purchased licenses can be identified in the "Internet Info" window of Customer Information by flagging the eligible customers to "Allow Website Access" and assigning a "Website Password" for their Customer Administrator.
 Portal Customers can also be used to view and identify customers that should be given web access, with their passwords.
 Note: Passwords are case sensitive.

Licenses must be purchased from Texada Software for each customer account that is to be given web access.

•CUSTOMER ADMINISTRATOR ACCESS:
 The administrator for each of your customers, has complete access to everything that your webadmin has allowed.
 Initially the administrator can log in to your Portal website, using the customer number as assigned in Customer Information for his company's Account Number, combined with the password setup in the Internet Info window of Customer Information.
 Later the administrator can change his password from the User Profile option on the web menu as required.
 Each individual customer's administrator can then be responsible for setting up his own employees access to his company's records, from the User Profile option on the web menu.

The Customer administrator login prompts on the website appear as follows:
 

ACCOUNT NUMBER: - customer company number as assigned in Customer Information
USER NAME:      - leave blank (assumes administrator)
PASSWORD:       - as setup in "Internet Info" of Customer Information  or in Portal Customers

LOG IN button     (to accept login ID)
 

All sessions are tracked in Current Active Sessions where they can also be terminated if required.

Only one customer session should be run on a PC at any time.

Administrator Forgot Password Utility:

A password reminder button can be included on the log in screen, for use when the customer administrator has forgotten the sign on access administrator password for his firm.
 Each customer administrator can setup a specific personal question and answer to verify his identity and his right to have knowledge of the password.
 The password will then immediately be emailed to the customer's email address as saved in Customer Information or Portal Customers.

Customers setup to utilize the Portal, require valid email addresses to be stored in Customer Information.

To activate this Forgot Password feature the web administrator must include the API called Maintain Password Question in the User Profile, and flag it to be Displayed.
 The verbiage displayed on the Portal log in screen can be personalized in the "Customizable Wording" Words window of Global Portal Settings.
 Then the first time each customer administrator logs in to Portal, he will be prompted to enter his personal question prompt, along with the correct response, and his email address.
 The email address defaults from and also updates the Customer email address saved in the Internet Info window of Customer Information which is also accessible in the expanded customer record in Portal Customers.
 Once logged in, the customer administrator can also modify his question and answer from the option accessed under User Profile.

The Forgot Password feature is only available to the customer administrator.
 It is not available to all employees that sign in with a User Name. If a customer employee forgets his password, he can check with his firm's administrator, who can sign into Portal and check the User Profile for the employee.

Note: Login passwords are case sensitive.

Parent/Child Feature:

This option enables a Parent/Child customer account relationship to be setup, to provide a major customer access to dependant customers' account information via Portal.
 For further information about this feature, refer to Parent/Child Relationships.

When the Customer Administrator logs into Portal and there are any Child accounts setup, the "Select Customer Account" screen displays where the Customer Administrator can select a Child or the Parent account from the drop-down box and then click GO.
 The Customer Administrator can also give his Employees access to the Child account information, by setting the flag for the Employee in the Portal User Profile.

•CUSTOMER EMPLOYEE WEB ACCESS:

Setup

The customer administrator can setup each of his own employees' access names with passwords in the Update User Profiles utility in the drop-down box under the USER PROFILE category on the Web menu of the Portal website.

In the Update User Profiles utility, the administrator can then control access to the Portal API's by the individual employee login name.

The following three API's cannot be locked, unless they are omitted entirely from the Web menu.
 View Invoice, View Contract, and Maintain Password

Login

The employee login prompts on the website appear as follows:
 

ACCOUNT NUMBER: - customer company number as assigned in Customer Information
USER NAME:      - name the administrator as setup for the employee in the
                  Update User Profiles utility on Portal
PASSWORD:       - password the administrator as setup for the employee in the
                  Update User Profiles utility on Portal
                  (the employee can change this from the "User Profile" option)

LOG IN button     (to accept login ID)
 

Only the options for which the customer administrator has preset the permissions flag in the user profile, can be accessed by the individual employee.
 All sessions are tracked in Current Active Sessions where they can also be terminated if required.

Note: It is not recommended to open multiple Portal sessions at the same time on the same workstation, as this will invalidate the previous session.

Log Out:
 The LOG OUT action returns to the Log In screen in preparation for next session.
 The logout script may vary according to the web browser utilized.

Web Portal Login Security
 For security purposes, the number of consecutive failed login attempts permitted by a customer are tracked, and after a specified number of unsuccessful attempts the account becomes locked.
 The customer is denied access and is sent a warning message.
 The number of failed attempts allowed can be defined in the Presentation Themes.
 The wording of the warning message can be modified as required in the Portal Errors window of Global Portal Settings.

The account can be unlocked if the customer contacts your rental store and staff (i.e. web administrator) changes the login attempts back to zero in Portal Customers.

Topic Keyword: WE0004