PORTAL ADMINISTRATION REFERENCE GUIDE
Table of Contents I. The Portal Administration Utilities Main Menu... 3 II. Agency Information Menu... 4 Agency Information Section... 4 Configuration Section... 5 Security Information Section... 5 III. Portal Start Pages... 7 Start Page Features:... 8 IV. User Groups... 11 Creating User Groups... 11 Editing User Groups... 12 Deleting User Groups... 12 V. Portal Users... 13 Setting up a user with access to the Portal... 13 VI. Portal Documents... 14 Folders: Adding, Editing and Deleting... 14 Documents: Adding, Editing and Deleting... 15 VII. Adding Agency Users/Contacts to the Portal... 16 Setting up an Agency User with a Portal Administration Login... 16 Setting up an Agency User to be displayed as a contact to Insureds... 16 EDUCATION SERVICES PAGE 2
I. The Portal Administration Utilities Main Menu The following menu options are displayed after logging into the Portal Administration, and will also be displayed on the left side of the screen of all Portal screens > Agency Information: The Agency Information item is used to setup administrative and security settings for the Portal. > Start Pages: This item is used to create & edit the Portal Start Pages. > User Groups: Use this item to create & edit User Groups (access levels). > Users: The Users item is used to create new user logins/passwords to access the Portal. > System Updates: Select to view a list of recent system updates made to the CSR24/Portal Utilities. > Discussions: The Discussions item is used to create discussion topic/message boards for user groups. > Documents: Used to create folders and post documents to User Groups. Portal Administration Main Menu EDUCATION SERVICES PAGE 3
II. Agency Information Menu Agency Information Section > Name: Enter your agency name. This name will display will display on the Browser window that is viewing the Portal from the customer side. It will also be the subject line of sign me up user login requests. > Email: The entered email will receive the sign me up user login requests from the Portal. > Website: Enter your agency website address which will display on the top of your Portal screens to users. > Zip: Used as default information for the weather feature. Agency Information Section The Website link will display on the top header bar on the customer portal EDUCATION SERVICES PAGE 4
Configuration Section Security Information Section > Default Password: This will be the default password for users when the agency is setting up a new user. > Inactivity Timeout (in minutes): The amount of time (in minutes) a user can be inactive before being automatically logged off. > Minimum Password Length: This is the minimum required length for a password. All User passwords must be at least this long. > Passwords Are Case Sensitive: Checking this option will require the user to use the correct case (Upper/lower case letters) when entering the password. > Password Must Contain Both Upper and Lower Case Characters: If selected, the user must have a password that contains both upper and lower case letters. > Password Must Contain At Least 1 Number: Check this box to require Portal passwords to contain at least 1 number. > Password Are Stored Encrypted: Checking this box will encrypt all user passwords within the Portal database. > Number of Passwords to Remember (User Cannot Re-Use Password): The number password changes that must be made before a password can be re-used. > Unsuccessful Logins Allowed (0= unlimited): This is the number of unsuccessful login attempts that will be allowed until the user is locked out of the system. The user will remain locked out for the period of time specified. A value of zero will allow a user unlimited attempts to login. If a user is locked out, you can unlock them by accessing their User account in the Users menu option. > Minutes to Lock User: (only displays if unsuccessful logins allowed is set)- Enter the number of minutes that a user will be unable to access the portal after unsuccessfully logging in the number of times set. > Sent Email When Account is Locked (only displays if unsuccessful logins allowed is set): Checking this box will display the Send Email To box. > Send Email To (only displays if Send Email When Account Is Locked): Enter the email address that should be notified if a user becomes locked out of the Portal. EDUCATION SERVICES PAGE 5
> Time Until Passwords Expire (In Days): This is the amount of time (in days) until a password expires. After the specified number of days, the user will be forced to change their password the next time they log in. Set this value to zero to never have passwords expire. Portal Security Section EDUCATION SERVICES PAGE 6
III. Portal Start Pages A Start Page is the home page of menu & features that a Portal user will have access to. From the Start Pages menu option, the following options are available: > To add a new start page, click Add New. To work off of a copy of an existing start page, click Add New and select the desired Copy from page from the drop down. > To edit an existing start page, click on the start page name or description. > To view the list of users assigned to a start page, click on the Users assigned number in the right column of a start page. After selecting a Start Page, the following options are available: > Click the Information tab to edit the Start Page name, description, or to delete it. > A Title/Name for the feature menu can be entered by clicking on the name and entering text. > The arrow buttons on the feature box can be used to move the feature placement on the start page. Please note that there is a limit to 3 columns, and 5 rows of features. > Click Add New to add a feature on the start page. > Click Save to save any changes made to the Start Page layout (i.e. feature box names, placement). Start Pages Menu EDUCATION SERVICES PAGE 7
Start Page Features: The following are a list of features that can be added to a Start page, along with instructions on how to use each feature. Announcements The announcements feature is used to add announcement messages that will display to the users of selected groups using the start page. After adding the feature box to the start page, use the following steps to add an announcement: 1) In the Announcement features box, click Values. 2) Click Add New. 3) Enter a Start and End date that the announcement should be displayed. 4) Optional: Add an Icon (Picture) to be displayed with the announcement. 5) Sort Order (Optional): Used if multiple announcements will be displayed at the same time. 6) Select a User Group(s) for the announcement to be displayed to. 7) Click Save on the upper right side of the screen. Calendar The calendar feature is used to add Calendar events that will display to users of selected groups using the start page (i.e. Seminars, Agency events). Users cannot post their own calendar events. After adding the feature box to the start page, use the following steps to add a Calendar event: 1) In the Calendar features box, click Values. 2) Select an event day. 3) Select a start time of the event. 4) Enter the event title, start & end time, location and Notes on the event. 5) Select the user group(s) for the calendar event to be displayed to. 6) Click Save on the upper right side of the screen. Contacts The contacts feature is used to setup Agency Contacts to be displayed to users of selected groups using the start page. Contacts must first be setup as users in order to be added to this feature. Please refer to Customer Setup Instructions for more information on utilizing this field. To add a contact to be displayed to users: 1) In the Contacts feature box, click Values. 2) Click on an Agency contact name to assign as a contact for Insureds. 3) Under User Groups, check the box(s) of the Insured Groups for the contact to be displayed to. 4) Click Save. The contact will display to the users of the selected group(s) using the start page. EDUCATION SERVICES PAGE 8
Documents The Documents feature is used to make documents/files available through the portal to selected user groups using the start page. Documents are controlled under their own menu option, not on the start page. Please refer to Adding Documents for detailed instructions. Group Logo The Group Logo feature will insert the users assigned logo (if uploaded into the portal) when the start page is accessed. Logos are uploaded when setting up a user. Links (Adding CSR24 Menu Options & Web Links) The Links feature is used for: > Adding CSR24 Menu Item Links (i.e. Issue a Certificate, Auto ID Card, Report a Claim). > Adding web links (i.e. www.google.com, www.appliedsystems.com). > Adding links to Documents uploaded to the Portal To add a CSR24 Menu Item link: 1) After adding the links feature to the start page, click Values in the links feature box. 2) Click Add New. 3) In the Links Description field, enter a name for the menu option. 4) Optional: Select or upload an icon/picture for the link. 5) Select the user group(s) to offer the menu option to. 6) On the bottom of the screen, select a CSR24 Menu to select a menu option from. 7) Select the specific CSR24 menu to be added. 8) Click Save. To Add a Web Link: 1) Complete Steps 1-5 above. 2) On the bottom of the screen, enter the complete URL address in the URL (if any) field. (ie. http://www.appliedsystems.com). 3) Click Save. EDUCATION SERVICES PAGE 9
To Add a Link to a Document 1) Complete Steps 1-5 above. 2) On the bottom of the screen, under the URL (if any) field, click the Find Document URL link 3) Locate & Select the desired document 4) Click Save. Messages The Secure Messages feature enables users to send messages to other users in their group assignment. The message recipient will receive an email notification that a message is waiting for them at the Portal. To view the message, the recipient must log into the Portal. It is recommended to purchase SSL Security for your Portal is using the secure messages feature. For more information, please contact your Account Manager. News The News feature will display live/current News Headlines to all users of the start page. Click the features box to select a specific category of news and the number of headlines to display on start page. Scrolling Announcements The Scrolling Announcement feature is used to add announcement messages that will scroll up in the announcement box. To add announcements to this feature, follow the same steps as the Announcements instructions. Weather The Weather feature Live/current weather reports will display on start page. EDUCATION SERVICES PAGE 10
IV. User Groups The purpose of User Groups in the Portal is provide you with the ability to post documents and/or links to specific types of clients, or to individual clients. When a user is setup with a login to the Portal, they are assigned to be a member of a specific group(s). This allows them to access all documents and links that have been made available to the specific group(s) they have been assigned to. Groups are structured on the tree-level structure, enabling you to create groups and sub-groups. Please see example below. Example: Commercial Lines & Personal Lines are sub-groups of Main User Groups Menu Creating User Groups 1) Click on the Add a New Group (or SubGroup) link under the placement in the tree that you would like to add a group. 2) Enter the group name & description. 3) Click Save EDUCATION SERVICES PAGE 11
Creating a new User Group called Construction Clients New Group named Construction Clients has been added Editing User Groups 1) Click on the group name 2) Make the desired changes 3) Click Save Deleting User Groups 1) In order to delete a group, all users must be removed from assignment to that group. To view the users currently assigned to a group, click on the Has Users link to the right of the group name. 2) If the group has no users assigned to it, it can be deleted by clicking the Delete button to the right of the group name. The Has Users link will display the users associated with that group. If a Delete button is displayed, there are no users assigned to the group and it can be deleted. EDUCATION SERVICES PAGE 12
V. Portal Users Setting up a user with access to the Portal 1) Click the Users menu option on the left side of the screen and click the Add New button on the upper right side of the screen. 2) Complete the Name and contact information fields. To setup a user as a Business name, you can enter the entire name in the Last Name field. 3) Assign the user to the desired user groups. This will give the user access to all documents & links that have been posted to that specific group. 4) Assign the user a Login and Password (If the user is already a CSR24 client, you can assign them the same login info.). 5) Select Start Page from the drop down box. 6) Optional: If you did not add the clients logo to the User Group, the clients logo can be added by clicking the Browse button and locating the logo file on your computer. 7) To select a CSR24 account(s) for the user to have access to, click on the link titled Click here to save user and add clients. 8) Click Add New. A popup window will display your Agency client list from CSR24. 9) Locate the Name of the Client and click on the link Use Default Contact. 10) Click Save. 11) Scroll to the top of the screen and select save. Fig-3: The Users menu option EDUCATION SERVICES PAGE 13
VI. Portal Documents Folders: Adding, Editing and Deleting Documents are made available on the Portal on the Group Level, and all users who are a member of that particular group will have access to the posted documents. Please note that the Documents menu option must be added/available on the users start page for the user to have access to the documents features. Adding Folders to the Portal: 1) Click Documents on the portal menu. 2) A list of document folders will display. This view can be filtered by using Group drop down box. (Fig-4) 3) Click Add Folder on the upper right side of the screen. 4) Enter a Folder name, and select the specific Group that should have access to the folder. 5) Click Save. Editing Folder Names & Group Access 1) Click on the folder icon that displays to the left of the folder name 2) Edit the Folder name, and Group that should have access to the folder. 3) Click Save. Deleting Folders 1) Click on the folder icon that displays to the left of the folder name 2) Click the Delete button. Fig-4: List of folders/documents available for the Commercial Lines Group EDUCATION SERVICES PAGE 14
Documents: Adding, Editing and Deleting Adding a document to a folder: 1) Select the desired folder and click the Add Document button. 2) Click the Browse button and locate the document on your computer. 3) Click the Upload button. (Fig-5) 4) Enter a Title, Description and Keywords for the file. 5) Click Save. The document is now available to that group. Editing/Updating Documents: 1) Click the folder name that the document is located in 2) Click the document icon to the left of the document name. (Fig-6) 3) Click the Browse button to replace the document. 4) Click the Upload button. 5) Update the document Title, Description and Keywords if necessary. 6) Click Save. The document will be updated. Deleting Documents 1) Click the folder name that the document is located in 2) Click the delete (X) icon to the left of the document name. (Fig-6) Fig-5: Adding a Document EDUCATION SERVICES PAGE 15
VII. Adding Agency Users/Contacts to the Portal Adding Agency employees to the portal will enable the employee to be displayed as a contact to selected Insureds using the Portal. Agency employees can also be setup as a Portal Administrator, which will enable access to the Portal Administration functions in this document. Setting up an Agency User with a Portal Administration Login To setup an Agency user with access to the Portal Administration functions in this document, use the following steps: 1) Select the Users menu option. 2) Click Add New. 3) Enter the Agency Contact Name and contact information. 4) Select the User Group with the name of the agency contact and click the Primary circle next to the group. For example, when setting up Jane Doe, select the user group you created called Jane Doe. 5) Enter a Login Username and Password for the Agency contact to login to the Portal Administration site. Setting up an Agency User to be displayed as a contact to Insureds To setup an Agency user to be displayed as a contact to selected Insureds using the Portal, use the following steps: Step 1: Create Agency Contact Groups 1) Select the User Groups menu option. 2) Expand the Agency Personnel/Agency Staff group. (create group if needed) 3) Click Add a new subgroup to 4) Enter the Agency Contact name for the Group name & Description, and click Save. 5) Repeat steps 1-4 for each Agency contact that will be added. Adding the agency contact as a user group EDUCATION SERVICES PAGE 16
Step 2: Create Agency Users 1) Select the Users menu option. 2) Click Add New (or select the Agency user if they have already been added) 3) Enter the Agency Contact Name and contact information. a. Select the User Group with the name of the agency contact and click the Primary circle next to the group. For example, when setting up Jane Doe, select the user group you created called Jane Doe. b. Enter a Login Username and Password for the Agency contact to login to the Portal Administration site. c. Start Page: The start page selected will have no affect for an agency contact. d. The Administrator box: Check this box to give the Agency contact administrator access to the Portal Administration Site. This does not need to be checked if the user only needs to be able listed as a contact for Insureds using the Portal. e. Photo (optional): To upload a photo of the Agency Contact to be displayed, click the Browse button and select the photo on your computer. Click the Upload button on the portal, and the photo will be displayed. f. Click Save on the upper right side of the screen to complete the addition of the agency contact. Selecting CSR24 Clients is not necessary when setting up Agency Contacts. Add the Agency contact as a user & assign to group of their name created in step 1 EDUCATION SERVICES PAGE 17
Step 3: Setup Agency Contacts on Start Page 1) Click the Start Pages menu option. 2) Select the Start Page to manage. (Fig-1) 3) In the Contacts feature box, click Values. (Fig-2) 4) Click Add New 5) Click the Select User button, and select the Agency Contact to be added (Fig-3) 6) Check the box of the User Group of the name of the agency contact 7) Click Save. The agency contact setup is complete. Fig-1: Select the Start Page Fig-2: Click Values on the contacts feature box Fig-3: Select the Contact & assign to their named user group EDUCATION SERVICES PAGE 18