Creating Portals in Batches with a Template

Only staff members with firm administrator privileges can download the blank template from Portal. To download and distribute the template, do the following:

1. After logging in to your portal, click the Administration tab on the navigation panel.
2. Click Setup > Manage portal on the Administration tab.
3. Click Portal Creation Template.
4. Click Save.

Note: If your download is blocked for security reasons, you may need to select the PortalCreationTemplate.xls link in the bottom right corner of your browser before you can open or save the document.

5. Distribute the template electronically to staff members who will enter new portal information.

Any staff member with Microsoft® Excel® can enter information in the portal creation template. Use the Instructions tab in the template or the procedure below to guide you through completing the template.

1. Open the template document in Excel® . The default name of the file is PortalCreationTemplate.xls.
2. Select the Data tab, if it is not already displayed.
3. Beginning in row 2, enter the information for a new portal.

   Column	Description
   Portal Name	Enter a name for the new portal.
   Client ID	Enter the ID of the client for which you are creating the portal. The client ID is used to link the portal to your other applications.
   Client Sub ID	Enter the sub-ID for the client, if one has been assigned. Note: A client ID is required when a client sub-ID is assigned.
   Portal Admin's Email	Enter the email address for the person at your client's firm who will serve as the portal administrator.
   Folder Template	Leave this cell blank to use the default folder template for the portal. Otherwise, enter the name of another folder template that is available in Portal.
   Client Area	Enter Yes if a client area should be created for the portal, or enter No if the portal should be inactive when it is created.
   Client Area Size	If you entered Yes in the Client Area column, enter a number to indicate how large (in megabytes) the client area should be.
   Active	Enter Yes if the portal should be available immediately upon creation, or enter No if the portal should be inactive when it is created.
   File Expiration Period	If files uploaded to the portal should not expire, leave this column blank. Otherwise, enter a whole number that, along with the unit selected in the next column, indicates how long after upload files will expire.
   File Expiration Unit	If files uploaded to the portal should not expire, leave this column blank. Otherwise, enter a unit of time that, along with the number entered in the previous column, indicates how long after upload files will expire. The units you can enter are Days, Weeks, Months, or Years.
   Access Groups	Enter the names of the access groups to assign to the portal. Uses commas between each access group. Enter ALL to make the portals available to all access groups.
   Grant Approval Rights to All	Enter Yes if you want to give all firm users who have access to the portal the right to approve files uploaded to the portal.

   Note: At minimum, a portal name and portal administrator email address must be provided for each portal. A folder template is also required, but the system automatically applies the default folder template to a portal if none is specified.

4. Enter information for additional portals on subsequent rows.
5. Save the template, and then return it to the firm administrator.

Only the firm administrator can import the template information into Portal. To create new portals by importing the template, do the following:

1. Click the Administration tab in your logged-in portal.
2. Select Setup > Manage portal.
3. Click Batch Portal Creation.
4. Click Yes when the system asks if you want to import a template.
5. Select and open the template file containing the new portal information.
6. Click Yes to deactivate notifications for the new portals, or click No to allow notifications to be sent. Turning off notifications can be helpful if you want to set up the portals, upload a welcome message, or provide instructions before the client is informed that a portal exists.

   Note: If you disable notifications, the portal administrator will not receive a login ID and password email.

   Once you select an option, the portal creation process begins immediately.

7. Select Yes to download a process log, or No if you do not want to download the log. The process log lists the date and time when each portal was created. If a portal was not created successfully, it also lists the reason for the failure.

Note: If you selected Yes on the previous step, enter a file name for the log and the location where the file should be saved, and then click Save.

• If all portals are created successfully, the system returns you to the Manage Portals window, and no further action is needed.
• If some portals could not be created because of errors, these portals are listed on the Batch Portal Creation window. You must resolve these errors before the portal creation can be completed. How do I complete portal creation on this window?
  1. Hover the pointer over the error indicator to view information about the cause of the error.
  2. Make any necessary changes to fix the errors, and then click Evaluate to verify that there are no other errors.
  3. When all errors have been resolved, click Continue to create the portals.
  4. Select whether to download the process log.

Note: For additional information about using this window, see Creating Multiple Portals at One Time with the Batch Portal Creation Window.