Managing Client Portal organizations

SECURITY  Security level with Admin permission to configure Client Portal & Taskfire. Refer to Admin security settings.

NAVIGATION   > Admin > Admin Categories > Extensions & Integrations > Client Portal & Taskfire > Manage Client Portal Organizations

About the Manage Client Portal Organizations page

The Manage Client Portal Organizations page displays a table listing all your active customers.

The following features are supported:

Clicking the Column Chooser icon lets you select and order the columns to display on this table.

Most headers allow you to sort the search results in ascending or descending sort order.

You can search the table for a specific organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site., and sort it by clicking any column header. The table displays the following information about each client's portal settings:

Column Description
Enabled for Client Portal A check mark indicates that the client has the Client Portal turned on. By default, all organizations have Client Portal turned on and you simply grant users access on the Edit Contact > Client Portal tab.

Client Portal Early Access

This column appears if you enable the Client Portal Early Access feature on the Activations page. A check mark indicates that early access is enabled for an organization. Refer to Enable Early Access.
Organization Name The name of the client. Clicking on the name opens the Client Portal Client Detail page. Refer to Configuring settings for individual clients.
Client Portal Users The number of customer contacts for whom the standard Client Portal is enabled.
Taskfire Users The number of customer contacts for whom Taskfire is enabled.
Notifications When this check box is selected, email notifications are sent automatically to assigned resources at your local organization The database record of your own organization in Autotask. It has the organization ID "0", and is used as the sender address on quotes, invoices, etc. Previous versions of the help referred to this database record as: 0 Account, Zero Company, Your Own Company. when a client is adding notes or completing tasks in the Client Portal.

Knowledge Base

 

A check mark indicates that client users can see Knowledge Base articles marked public and internal articles published to their organization.

Documentation

A check mark indicates that client users can see Documentation articles marked public and internal documents published to their organization.
Resource Names

Indicates how your resources' names will appear to Client Portal users when viewing tickets, tasks, a ticket's work history, and on the projects summary page:

  • Do Not Show (default): Resource names are not displayed on tasks and tickets.
  • Show Only: Show only if a task or ticket has been assigned to a resource. If a resource is assigned to the item, the value for this field is "Assigned." If no one is assigned, the field will be blank.
  • Show Resource: Show resource name(s) for assigned tasks and tickets. Resource names appear on tasks and tickets in Client Portal and Taskfire. If no one is assigned, the field is blank. This setting also determines whether the Team Members page appears for clients when viewing projects.

NOTE  Billing organization users will always see the resource names in the end client pages regardless of these settings. For information on billing organizations, refer to Using contracts to bill another organization.
Show Time Indicates how the number of hours on tickets and tasks in the Client Portal is displayed. You can choose not to show any time, to show only hours that have already been billed, or to show the number of worked hours on the task or ticket.

NOTE  Billing organization users will always see the Billed Hours in the End Client pages, regardless of these settings.
Quick Ticket Priority Indicates the priority that will be used for any quick tickets created by the client. Refer to Managing the Quick Ticket feature
Quick Ticket Request Type Indicates the request type that will be used for any quick tickets created by the client. Refer to Managing the Quick Ticket feature.

Identity Provider (IdP) Settings

This column shows how the client can log into the Client Portal and provides a link to edit these settings for the specific client.

  • If Use Global Settings is displayed, the log in page will appear as configured on the Global Settings page. Refer to Available Identity Providers (IdP).

  • If Custom is displayed, the client is configured to log into the Client Portal using their own identity provider (IdP). For information how to set up log in using the client's identity provider, refer to Setting up a custom Identity Provider.

Below the column headers, a row of filters allows you to search for client organizations using a combination of filters. Enter a search string or make a selection from the dropdown menu.

The table features a regular context menu and a column of selection boxes and a bulk menu.

The following options are available:

Menu Option Description

Manage Client Portal Settings
(context menu only)

This option will open a page that allows you to further customize global portal settings for a client. Refer to Configuring settings for individual clients.

Configure IdP
(context menu only)

For clients who use an identity provider for authentication, you can configure an integration of their Client Portal with their IdP. The IdP must support the SAML 2.0 protocol. Refer to Setting up a custom Identity Provider.

Enable/Disable Client Portal

Select or clear the check box to enable or disable the portal for the entire client organization.

  • If Taskfire is enabled, it must be disabled first.
  • Any Client Portal user configuration settings are preserved and are reinstated when the Client Portal is enabled again.

Enable Early Access

We are gradually rolling out a new version of the Client Portal. If you have enabled this feature on the Admin > Activations page, you can make it available on a client-by-client basis. When you do, the individual client user can choose to remain in the current portal or explore the new one.

Refer to Client Portal Early Access Settings.