Add, Edit, or Remove Portal Users

Standard Users with permissions to 'Edit'  the Portal module may change portal usernames from the “Edit Portal User” screen.

From within the Portal module, on the Portal Users Tab, select the menu icon (tricolon) next to the portal user that needs to be updated and select ‘Edit Portal User’:

Select the 'User Info' tab and enter the new username. Be sure to select the ‘Save Tab' button to ensure the changes are retained.

NOTE: The portal user will have to use the new username to log into portal and any references to that user will adopt the new given username.

Portal Users may be added or updated in bulk  through the 'Upload Portal Users' interface.

The Upload Portal User interface is accessible from the Global or Plan level Dashboards through the tricolon menu option on the Portal Users Tab. 

This interface may also be accessed by selecting the Wolters Kluwer Logo>ftwPortalPro>Upload Portal Users.

Within this window are 2 files:

1. Download Current Portal User CSV File- This will be the file that needs to be uploaded.    
2. Download CSV Schema- This file explains how the data should be entered within the ‘Download Current Portal User CSV File’.

 It is recommended the “Important Notes” be reviewed prior to entering data into the spreadsheet. The notes read as follows:

Important Notes:

• All data rows must contain the username and plan information (with the exception of rows for the Messaging module).* If you would like the Name column to be automatically parsed into first, middle, and last names you must remove the columns with those names from the header (the first row, of the uploaded file).

• Misspelled column names will be silently skipped - unless they are required.

• Rows with bad data will be skipped.**

• Existing portal user records will be updated.

• If you do not specify passwords for new portal users in a "Password" column, they will automatically be assigned random passwords.***

Example. You want to add a portal user, Jane Doe, who will be given Messaging, 5500 and Document permissions. On the spreadsheet, you would list Jane Doe once for Messaging, once for Documents and twice for 5500s (for the 2020 and 2021 plan year). In all, Jane Doe will be listed four times on the spreadsheet. 

Note: Plans need to already be established in the software to assign Document, 5500, and/or Admin permissions to those plans. If there is not a 5500 set up for a specified plan year that you are assigning a portal user, that plan year will be skipped.

** Note: The portal Username must be at least 4 characters, and cannot contain leading or trailing spaces, [%] [#] [+] [;] [&] [/] [?] ['] or [\].

*** Note:  If you create passwords, they must be at least 8 characters, with at least one number, one letter, and one special character. Passwords are case sensitive.

After the spreadsheet is completed return to the “Upload Portal User” screen. Select “Browse” select the file and click “Upload”. Please be patient if the upload contains a lot of portal users; it may take a few moments.

When the file has completed the upload process, a status result will populate in the window to the right. Make note of any users that need alterations from the status box. 

For example, if a user has been assigned signing permissions that are assigned to another user on the plan, the following error will populate.

 

If the ‘Upload Progress’ window populates as shown in the screen shot below, the upload process has been successfully completed and the window may be closed.