Customer/Vendor Portal Setup

Happiness Ratings are a way for Contacts through the Portal leave feedback as to whether they are Happy, Satisfied, or Unhappy with services being completed. Ratings left by a Company can be viewed by other Contacts that are logged in to the Portal through the Happiness Rating Widget on the Dashboard in order to have a more collaborative and open view of the overall happiness of the logged-in users colleagues.

To have the Happiness Rating Widget be visible to Customer/Vendor Contacts logging into the Portal, a two-step process will need to be completed.

The widget will first need to be added to a panel when viewing the Portal Dashboard Configuration page.

Next, the user logging in will need to have the permission “Happiness Rating Widget: View” added to their Portal Role.

Learn more about managing Portal Roles and Permissions for the Customer/Vendor Portal by reviewing the Customer/Vendor Portal Roles section in the Customer/Vendor Portal Setup Guide.

Similar to other Embed Link Widgets within Striven, this feature will allow you to select a URL or Integrated Link to display in a widget on the Customer/Vendor Dashboard.

The settings for this option can be found by visiting Company → Settings → Customers/Vendors → Portal → Settings from within your Striven system.

From here, you’ll click on the Manage Widgets that appear on the Portal Dashboard option and add the Embed Link Widget onto one of the panels for the Customer/Vendor Portal Dashboard. Once the Embed Link Widget has been added to a panel, click the Configure button in order to set up the widget.

To add this Embed Link Widget to your Customer/Vendor Portal Dashboard, you can click into the Manage Dashboard Widgets settings and drag the Embed Link Widget option to whichever column position you wish to view the widget in.

An Embedded Link Widget enables you to share videos or websites you want to bring to your Customer/Vendor’s attention. For example, perhaps you want to provide a helpful tool in your Portal, such as a calculator or chat option, or even something simple, like a recorded video announcement or holiday greeting you’d like to share with your Customer/Vendors. Using this new feature gives you the opportunity to share relevant content from within your Customer/Vendor Portal.

During configuration of your Customer/Vendor Portal Settings, you will determine whether or not a new Contacts’ default role is set upon creation of the Contact in your Striven system.

If new Contacts are set to automatically receive Portal access, you will have the option to check the box to Send the Welcome Email during Contact creation in order for them to be able to sign in to the Portal. If you do not wish to have this designated as an automatic setting, you have the option to assign or change Customer/Vendor Portal roles at the Contact level with whatever permissions you select.

There is also a link on the Contact Info page to Send Welcome Email in the event they have never signed in but need the email sent to register for the Portal.

Default Portal Roles can be configured at the Customer/Vendor level, allowing Contacts associated with these accounts to have a Portal Role which overrides any Company level defaults.

When viewing a Customer/Vendor Dashboard, the Default Portal Role option will be located within the Other widget. You may select a configured Portal Role from the drop-down menu. Once a Contact with Portal access is created, this Portal Role will be automatically assigned to them.

If a Contact is created by an API, or an existing Contact is associated with a Customer/Vendor that has a Default Portal Role configured, the Contact will inherit this Portal Role.

There may be cases where a Contact has been given access to the Customer/Vendor Portal and you wish to remove that access. Whatever the reason, the solution is rather simple.

Removing Portal Access Individually

If you have an individual or small number of Contacts you wish to remove Portal access from, the easiest way would be to navigate to the Customer’s record in your system. From there, you can use the waffle menu to navigate to the Customer’s Contacts list.

Once the Customer’s Contact List displays, you can select the individual Contact whose Portal access you wish to update. On the Contact Info Page, you’ll see the Portal Access section on the right side of the page with the checkbox to enable or disable the setting to Allow Access to Striven Customer/Vendor Portal. Unchecking this box will remove the Contact’s Portal access and they will no longer be able to login to the Portal. Remember to click the Save button to save your changes.

These simple steps can be repeated for each of the Contacts from which you wish to remove Portal access. If you determine you have a larger number of Contacts you wish to remove Portal access from, you can review the steps for that process below.

Removing Portal Access in Bulk

The process to remove Portal access from ALL of your Customer Contacts at once is a bit more involved, but the following steps should be straightforward and easy to follow.

The first step you will want to take is to create a custom report using Striven’s Report Builder. This feature can be located by navigating to

Reports → Report Builder. Then, click on the blue Plus (+) button to add a new report.

In order to gather the necessary details for this process, you will need to select the Customer/Vendor Contacts Dataset in the Based On field, enter a Name for your report, and then click Proceed.

Next, on the report Info page, locate the Filters panel and click on the Add Filters button to configure the parameters that will limit your report results to only the Contacts for which you wish to remove Portal access.

Select the following recommended filters and then click Save.

• Customer/Vendor Contact: Has Customer / Enter Value / Equal To / Yes
• Customer/Vendor Contact: Has Access To Portal / Enter Value / Equal To / Yes

Once you have your columns and filters set, you can click the Run Report button to see the results. Click on the Export button located on the left side of the page and choose the CSV option to download your report results in a file format that will be compatible with importing into Striven. You will then be able to edit the details in this document to use for importing and updating the data back into Striven.

Once you have exported the report as a .CSV file, you should open it and change the “Yes” responses in the Has Access To Portal column to “No” for each Contact listed.

Remember to save your edits to the file in a .CSV file format for importing.

After the import file is prepared, return to Striven and navigate to Customers → Contacts to view the Contacts List page.

Click on the Import button and select Contacts.

On the Contacts Import page, select the .CSV import file you have prepared for the upload file. Before you click Next, make sure the box for Update Matching Data is checked. If this box is not checked, the Portal access will not be updated successfully. Click the Next button to continue with the import.

Now, you will need to set the Import Mapping. Use the drop-down lists and make sure the Sources are mapped as follows:

• ContactId is mapped to “CONTACT ID”
• Customer: CustomerId is mapped to “CUSTOMER/VENDOR ID”
• First Name is mapped to “FIRST NAME”
• Last Name is mapped to “LAST NAME”
• Customer: Name is mapped to “CUSTOMER/VENDOR NAME”
• Has Access To Portal is mapped to “ALLOW ACCESS TO CUSTOMER/VENDOR PORTAL”

Click Finish on the Contacts Import Confirmation page to complete the import.

The Import Progress page will display with a notification that your import is queued and that you will receive an email notification with the import summary once it is completed.

It is recommended that you return to the Report Builder page and run the custom report you created again in order to confirm the Portal access for Customer Contacts was properly updated.

• Note: If multiple Associations were created for a Contact, it is possible that only one Association may have been updated and others may need to have the Portal access updated manually.

The steps above were to guide you through removing Portal access from ALL of your Customers in Striven, but additional report filters may be used to narrow down your list more specifically. This way, you can easily remove access from a more particular group of Customers at one time. For more details related to the Report Builder feature in Striven, please review our Report Builder Guide.

Striven has included a 2-Factor Authentication feature with the Customer/Vendor Portal to ensure your Customer/Vendor’s information is secure. The Customers/Vendors will be required to enter their Username and Password as usual, but will then be prompted to enter a 2FA code, which will be provided to them via email or text message.

• Note: In order to send the 2FA Code via text message, the Twilio Integration with Striven must be activated, and the User must have a phone number designated as “Mobile” saved in their Contact Information.

To enhance the security of the Customer/Vendor Portal, Striven has an Account Lockout feature. This feature will protect your Customer/Vendor data by automatically locking a Portal account if a user enters the wrong password five (5) times in a row.

If a Portal account gets locked, an email notification will be sent to the email address on record for that particular account. This email will provide a link to unlock the account.

Clicking on the link will unlock the Portal account and display a page that details the latest failed login attempts, including the Site URL, IP Address, Reason for the failed attempt, what Browser was used in the attempt, and the Date (UTC) the attempt was made. Additionally, at the bottom of this page, there is a Back to Sign-In button.

The email will also provide a Reset Password link that the user can use to change their password. This will help to prevent unauthorized access to the Portal account.