Setting Up a New Client Portal

A Client Portal is a customizable, no-code web application that serves as the front-facing interface between an organization and its users. Each portal features a unique landing page and can be tailored for different groups within an organization (such as IT, HR, facilities, or marketing departments). Organizations can create multiple portals with separate URLs and branding to serve different audiences or business units.

Key Features

• Service catalog where users can browse and request services directly
• Searchable knowledge base with crowd-sourced feedback
• Ticket submission and tracking
• Interactive Q&A functionality for peer-to-peer support
• Custom portal pages with dynamic content modules
• Built-in and custom HTML and RSS modules 
• Configurable branding and user experience
• Mobile access for both end-users and technicians
• Flexible access control
• Additional integrations

Set Up Process Summary

There are several steps needed to get a new Client Portal application up and running:

1. Create the application in TDAdmin
2. Define security roles
3. Assign admin and technician users
4. Configure access to the portal's applications
5. Create the homepage
6. Configure settings and styles

Create a New Client Portal

The first step in defining a new portal is to create the application in TDAdmin. This can be done by Global Administrators.

To create a new application:

1. In TDAdmin, click Applications in the left navigation.
2. Click the +New button.
3. In the New Application window, fill in the required and optional fields as follows:
   • Name – The name will appear in various reports and display in the Work Management (TDNext) applications menu, so it should be meaningful but relatively short.
   • Description
   • Type – Client Portal Application. 
   • Partial URL – This will be the directory for the new portal. All pages in the Client Portal will include this Partial URL. For example, if "hr" is entered as the Partial URL, the complete URL would be: myorganization.teamdynamix.com/TDClient/000/hr/
   • Icon – Appear on the Work Management Applications tile. 
4. Click the Save button.
5. On the Applications list, click the new portal Name.
6. On the Details page, click the Client Portal URL to view your new portal. At this stage, the Client Portal will look completely blank.

Define Application-Level Security Roles

Define security roles for:

• You and anyone else helping to build the portal, and assigning those users to the application
• Your end users, if they are going to access the portal directly, but do not assign the clients this role until the portal is ready to go live

To define a new application-level Security Role:

1. Open the application Admin page:
   • Client Portal admins: In the Client Portal, click your name in the top right and select Admin.
   • Global Admins: In TDAdmin, go to Applications > [Client Portal Application].
2. In the left navigation, click Users & Roles > Security Roles.
3. Click the +New button to create a new security role or modify the Default Security Role.
4. Give the security role a Name that follows your organization's standard and is easily identifiable.
5. Select the License Type appropriate for the role.
6. Select individual Permissions for the role, or click the Select Defaults button.
   At a minimum, the role must have the following permissions to view the respective sections in the portal:
   • View Knowledge Base
   • View Projects
   • View and Ask Questions
   • View Service Catalog
7. Click Save.

Assign Users to Security Roles

Global Administrators can add users to application-level Security Roles in TDAdmin.

To assign individual users to a security role:

1. In TDAdmin, go to Applications > [Client Portal Application] > Users & Roles > Users.
2. Click the Add button.
3. Use the Search to find each user, check the box by their name, then click Insert Checked
4. Select all the Users, including yourself, who should be assigned to the security role.
5. Select the Security Role.
6. Check the Add as Application Administrator(s) checkbox to make the user an app admin.
7. Click Save.
8. If you granted yourself access to a new application, sign out and sign back in to update your security permissions and view the sections within the Client Portal.

To assign security roles in bulk:

1. Do a one-time upload of impacted users using the People Import process in place at your organization.
   1. Include the affected users, required field columns, and a column with the application name, as shown on the Import Jobs Help screen.
   2. Import the file with the Application Change and Security Role Change flags enabled.
2. Adjust your ongoing People import process to include that column and the Client security role for ongoing provisioning of access.

Learn more about the People import process: Getting Started with Creating and Importing Users

Configure Access to the Portal's Applications

Each Client Portal has Services, Knowledge Base, Projects, and Questions applications. Global Administrators and Client Portal Application Admins can configure public access to the Knowledge Base for non-authenticated users or restrict it to logged-in users only.

To set access and visibility:

1. Open the Client Portal settings:
   • Application Admin: In the Client Portal, click your name in the top right, select Admin > Settings
   • Global Admins: In TDAdmin, click Applications > Client Portal name > Settings
2. To prevent unauthenticated users from accessing all portal applications, under General, check the Only allow authenticated users to view the Client Portal box.
3. To set how the portal applications are accessible to public users, scroll down to the Public Client Portal Sections and adjust the application visibility settings:
   • Visible - Always publicly available.
   • Not visible - Always available only to logged-in users.
   • Auto - Application will remain hidden until it contains public content. 
4. Click Save.

Learn more about Client Portal Access and Security Settings.

Create the Portal Homepage

The next step in setting up a Client Portal Application is creating a home page for the Client Portal. 

To create a home page:

1. Open the application Admin page:
   • Client Portal Admins: In the Client Portal, click your name in the top right and select Admin.
   • Global Admins: In TDAdmin, go to Applications > [Client Portal Application].
2. Click Modules & Pages and select Pages.
3. Click the green +New button.
4. Add a Name and Description, and click Save.
5. Close the popup and click the Refresh button to see your new page in the list.

You can now refresh your new portal homepage to see the content.

Learn more about Creating and Customizing Client Portal Pages.

Configure Settings & Styles

By customizing these elements, you can enhance user experience, ensure secure access, and create a visually appealing interface that aligns with your brand identity. Review the linked content to tailor the features and appearance of your Client Portal to meet your needs.

• Configure the following Client Portal Access and Security Settings:
• Configure the Client Portal Branding and Style Settings:
  • Learn how to Customize Client Portal Colors