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How to create a Customer portal

Introduction

The OutSmart Customer portal is developed for customers who do a lot of work for the same client. The client does no longer have to call to plan a work order but now receive a log in to their own portal where they can request work orders.

Detailed Explanation

A client with an OutSmart Customer portal will not only be able to request work orders. A complete overview of all orders that are completed or yet to be planned can be seen as well as all invoices, objects and documents used. A dashboard shows the total orders still in process and completed. Settings can be altered to hide irrelevant information for the client and make it easier and faster to request an order.

Step-by-Step Guide

  1. Log into the OutSmart BackOffice account.
  2. Navigate to the settings option in the bottom left side.
  3. Search for the option Portal settings.
  4. Click on the option Portal settings to open the Portal overview. Here you can see all the portals that have been created. If it is blank then there are no portals yet.
  5. Click on add in the top right corner to create a new portal.
  6. This will open the settings overview. On the left side there are clickable options to navigate quickly to the corresponding settings. On the right side the options are shown.
  7. When all settings are set as desired do not forget to save via the Save button in the top right corner.

General Settings

  • Portal enabled: Select this option to make the portal directly available after saving. If this is not yet necessary deselect this option.
  • URL name: Here the URL name can be set. This needs to be one word without spaces. For example if the Portal is made for Example Company ltd. the URL can be ExampleCompanyltd.
  • Portal name: Here the portal name can be set. The client will see this name when logging in. This can be the full company name with spaces.
  • Upon new customer request send email to: Here an email can be set where new work requests can be send to. If a notification is not desired this field can be left empty.
  • Language: Here the language for the Customer portal can be set.
  • Date format: Here the date format can be set.

Theme Settings

  • Logo display: Three options are available here. Hide logo and apply administration logo refers to the logo that is set in the company information. Custom logo will open a new option to add a different logo to the customer portal.

New Request Settings

  • Button text for new request: Here the text for the button to actually save a new order can be edited.
  • Required to accept: This option can be selected to accept the new order before it can be planned.
  • Explanatory text terms and conditions: The text here will be reflected in the portal when the client is requesting a new order. They need to accept this before they can save the new order request.

Email Settings

Here you can select which email template needs to be sent for different circumstances. These email templates must be created fist. This can be done through Settings and opening the Email templates option. There is a section there specially for the portal email templates.

Portal Settings

These settings are mainly for restricting information shown in the portal. For example it is possible to not show the invoices or only show orders in certain stages. The main use is to make the portal more practical by not showing irrelevant data.

Dashboard Settings

These settings are mainly for restricting information shown in the dashboard tab in the portal. For example it is possible to not show the numbers of completed orders or average item cost. The main use is to make the dashboard more practical by not showing irrelevant data.

Work Order Settings

These settings are mainly for restricting information shown when opening an order from the workorder overview. For example it is possible to not show the pictures that were made or make it impossible for the client to add new notes to already created workorders. The main use is to only show the information on a workorder that is relevant for the client.

Additional Portal Settings

  • Welcome text: Here a welcome text can be set that will be shown in the log in screen.
  • Default work order description: Here a default work description can be set. It will be added every time the client creates a workorder request. There is also an option to make a work description mandatory.
  • Invoices: With these options invoices can be made available in the portal with different visibility levels.
  • Portal text after login: With this option a text can be set that the client will see after logging in.
  • User settings: With these options it can be determined what a portal user can or can not do. For example a user can be restricted to only make orders with a certain type of work or can be blocked for changing a customer and contact person on a work order.
  • Items per type of activity: With these option it is possible to set certain articles per work type.
  • Free fields per type of activity: With these option it is possible to set certain free fields per work type.
  • Translations on work order: This section allows a translation to be set for certain fields.
  • Navigation link: Here navigation links can be set that are visible in the portal.
  • Advanced theme settings: This is an option to build the portal fully as desired using CSS code.