Using the Partner Portal

A brief video demonstration of the Partner Portal can be found on our website here:  Partner Portal Demonstration Video

Overview of the Partner Portal

Partners and customers can be set up so that they can manage their own responses and cohorts (if cohorts are enabled).  This functionality is based around a five level organization structure that you can configure to reflect your setup.  The organization structure allows you to group partners and customers, and to have multi levels of access within the partner or client, for example, Head Office, Regions, and Branches. 

Users accessing the Partner Portal are set up in a role called Assessment Managers. They can 

• be linked to one or more organizations at any level in the structure.  
• access the assessments you assign to them.
• manage responses and cohorts for the organization they are linked to and all organizations below it.
• invite new responses or cohorts, including by uploading CSV's, for the assessments they have access to.
• view the response, emails sent, and reports generated.
• display a dashboard of summary results at all levels, based on their responses.
• produce standard reports and cohort reports linked to the assessments they have access to.
• purchase allotments of responses or cohorts, if allotments are in use. 
• optionally manage their own branding (logo and colors) for their portal, responses and reports.
• optionally manage text (for example "about us" and "privacy policy") that can be configured to appear in the response (in instructions) and/or reports.
• optionally be allowed to add more users to their same level of access.
• Optionally be allowed to update drivers.
• Optionally be allowed to customise classifiers
• Optionally be allowed to customise roles
• view help text that you have created on how to use the system.

Note: Two Factor authentication will be enforced on login if it is set up as required in the Site Settings.

Self-Registration

You can allow partners to self register.  The system will create an Organization and User record according to rules you set.

The Partner Portal Self Registration is only available if you have selected Allow External Organization Creation on the Organization tab of Site Settings.  The URL is generated for you.

1. The Branding the Partner Portal uses is the Respondent top and Bottom Banner from the Site Settings, and Graphics with the Type of Respondent Header and Respondent Footer on the Graphics table.
2. The text shown at the top of the page is setup in the Site Text table, using the Organization Create Text Type.
3. All of the field labels can be modified using the Translations function.  
4. The Organization is created with the Organization name specified, and a user is created with the email address and password specified. The attributes of the user (other than the organization) will be based on that of a model user specified on the Organization tab of the Site Settings,
5. The user is then taken to the login screen.

The organization can be created as a child of a specified organization by

• adding the Organization encrypted key to the URL.
• indicating on the Site Settings that the user must select which group they are part of, in which case an extra field is displayed with a dropdown list for this purpose. 

Help Screens

Documentation explaining how to use the system can be set up for the partner in the Site Text.

• If there is a Site Text of the Type "First Time Assessment Manager" a dialogue box will be display the first time they log in.
• If there is a Site Text of the Type "Assessment Manager Help", a Help link will be added to their menu which will take them to this page.  That page can have links to additional content pages in the Site Text if you wish to structure your documentation.

Partner Organization Settings

Provided you have enabled Allowing Assessment Managers to Manage their Organization setting in the Organization tab of the Site Settings, an extra menu item will appear for Site Managers, Organization Settings:

Branding Tab:

1. The name of the Organization
2. The default color is used to color the portal, and to color the selections and buttons in the assessment responses for this organization. If a default color is not specified, your site default color will be used.
3. The banner colors are used in the assessment responses.
   • If a color is not specified, your assessment settings colors will be used.
   • If the Partner Portal Logo is using the Organization Logo (see below) and the Header Banner color is populated, then that will also be used as the Menu background color.
4. If a logo is uploaded here:
   • it will be used on the left top of the Response (Partners cannot set the Right top or Footer logos)
   • it can be used in the report with the Organization Logo merge string.
   • If the "Adopt Response Logo as Portal Logo" option is taken on the Organization tab of the Site Settings this logo will be used Partner Portal Logo too.

Admin Tab

1. Select the Admin Tab
2. The BCC Email address will override the default (specified on the Assessment Report record.)  If the report is set up to send a BCC email, it will be sent to the specified email address.
3. If Text Types are specified for partners on the Organization tab of the Site Settings, the partner will be prompted to complete them. This text can be included in the Response (in Instructions on any question) and / or the report, using the Organization Text merge string.
4. If Organization User Management is selected on the Organization tab of the Site Settings, the partner can add users for access to their organization.  The access granted will be identical to the original user.
5. If Organization Classifier Management is selected on the Organization tab of the Site Settings, the partner can add Classifier values where these are allowed.
6. If Organization Roles Management is selected on the Organization tab of the Site Settings, the partner can select the cohort roles that are applicable to their organization.
7.  If 'Allow Organization Drivers Management' is selected on the Organization tab of the Site Settings, the partner can add and edit the drivers that are applicable to their organization.

Setup for Partner Portal

1. The Site Settings Organization tab is used to set up:
   • Self-Registration
   • Allowing Assessment Managers to Manage their organization setting (Logo, Colors etc)
   • Allowing Assessment Managers to invite other users with access to the same organization.
   • Allowing Assessment Managers to specify classifier values for their organization.
   • Allowing Assessment Managers to select the cohort roles organization.
   • Text Types if there is text unique to the partner shown in the Response and/or Report.
2. Site Text is used to set up text to appear:
   • On the Partner Portal Self Registration Screen, using Text with a type of Organization Create.
   • On the First time Login Dialogue box for a new Assessment Manager, using Text with a type of First time Assessment Manager.
   • In the Partner Portal Help, using Text with a type of Assessment Manager Help.  This text can have links to "child pages" which are loaded with a Type of Content Pages.
3. Translations are used to customize the prompts on the Self Registration Screen.