Summary
"Portal Manager" is one of the Global Tools for Planhat admins/builders
It's where you can:
View your existing Portals (for individual Companies)
Design and manage Portal Templates
Create and manage Portal content (Pages and Sections)
Configure External Roles, and view/manage External Users
Review and edit your Portal login screen
Who is this article for?
Planhat admins (e.g. CS Ops) who configure Portals for their organization
Series
Global Tools for admins - "Portal Manager" ⬅️ You are here
Article contents
Introduction
Portals are secure, collaborative hubs, for you and your customers or prospects to work together. With Portals, you can plan, discuss and review initiatives across Sales, Customer Success, and Service Delivery. Each Portal is associated with a specific Company (an organization that's your customer/prospect). You can configure what content is included in the Portal, and which people are invited to it.
This article focuses on the "Portal Manager" Global Tool for Planhat admins. This is where you can:
Create and manage Portal content (Pages and Sections)
Build Portal Templates using this content, with rules so that the appropriate Template is applied to each Company's individual Portal
See who has been added to Portals as External Users, and configure their permissions via External Roles
View all existing Portals that have been created for specific Companies
Customize the login screen where your External Users will log into their Portals
📌 Important to note
To see/access the "Portal Manager" Global Tool, you need the "Customer Portals (New app)" workflow permission to be enabled for your Role. (This permission is also required in order to create a Portal for an individual Company via its Full-Page Profile - see here for further details.)
If you are configuring Roles but can't see this permission to enable, this is likely because it has not been turned on for your tenant by a Planhat staff member - you can speak with your CSM/TAM or the Support team if you need help with this.
Navigating to Portal Manager
"Portal Manager" is one of the Global Tools for admins. To open it, click on your tenant name or icon in the top left of your Planhat tenant, and then select "Portal Manager" (under the "System Admin" heading).
Remember, as we just mentioned in an "Important to note" box above, if you can't see "Portal Manager" in the "System Admin" list, make sure that the "Customer Portals (New app)" workflow permission is enabled for your Role.
Next in this article, we'll take a look at each of the parts of Portal Manager in turn.
Portals
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The first tab of Portal Manager is "Portals". This is where you can see a list of all the Portals associated with your tenant - these are the individual Portals created for individual Companies (customers or prospects).
This gives you an overview of your existing Portals - which Company they are each for, who they were created by, and who they have been shared with.
You can click on the name of any Portal to open it up.
📌 Important to note
To be able to see Portals here, you need to have at least one of the following workflow permissions enabled for your Role:
"Portal Super Admin (New app)"
"Content Super Admin"
📚 Further reading
To read about create (generate / "spin up") Portals for individual Companies, see our separate article here.
Templates
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Within the "Templates" tab, you can manage all your existing Portal Templates, and create new ones.
Portal Templates are an efficient way for you to create Portals for multiple Companies, without needing to build each Portal from scratch for each Company. You can design standard Templates for particular scenarios, such as a "Partner Portal" or a "Sales Room", to apply automatically to the relevant Companies, whilst still giving you the option to then customize the Portals (e.g. add unique content) for individual Companies.
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📚 Further reading
To read more about how to create and manage Portal Templates, see our separate article here.
Content
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In the "Content" tab of Portal Manager, you can view, manage and create content (Pages and Sections) for use in Portals.
Pages are fundamental building blocks in upgraded Planhat (ws.planhat.com), and can be of various types - for example:
A Document Page containing an introduction to your Portal or your organization - e.g. containing introductory videos for your customers/prospects
A Dashboard Page to display usage data to your customer/prospect, so they can see how they are making use of your product
Pages are then assembled/organized into Sections.
Although you can create content in your Home and share it to Portals (in different ways - including to Portal Manager), we recommend that you create it directly in Portal Manager.
📚 Further reading
To learn more about creating content (Sections and Pages) for use in Portals, see our separate article here.
Users & Roles
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The "Users & Roles" part of Portal Manager has two tabs:
"External Users"
Here you can view your "External Users" (i.e. people who are your customers/prospects - End Users - who have access to a Portal)
You can also carry out some management actions here, including in bulk, such as sending invitations
"External Roles"
Here you set Role permissions for External Users
You specify workflow permissions and data model permissions, similar to the Role permissions you set for regular roles (for Internal Users - i.e. you and your colleagues) in the "Settings" Global Tool
Depending on your package, you may be able to customize one External Role, or create and configure multiple External Roles
📚 Further reading
For more on how to manage External Users and set External Role permissions, see our separate article here.
You can also learn how to add External Users to individual Portals in another article here.
Settings
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📌 Important to note
The "Settings" part of Portal Manager is not to be confused with:
The "Settings" Global Tool - where you can configure your tenant's settings more generally
"Portal Settings" at the bottom left of each individual Portal (i.e. associated with a specific Company) - where you can view and edit that Portal's Internal and External Users, adjust the Portal name and branding, and impersonate specific External Users
In "Settings" within the Portal Manager, you can customize the log-in screen, which each of your External Users (End Users) will see when they log into their Portal.
Optionally, you can add your choice of text in the box at the top, to be added to the login screen.
If you would like to customize the image, mouse over it to see the buttons "Change image" and "Reposition".
If you click on "Change image", you can select from a library (gallery) of images provided by Planhat ...
... or upload your own image.
At the bottom of the Portal Manager "Settings", you will see a "View log-in page" button. As stated in the app, this opens up a new tab, and shows you a preview of what the login page looks like, applying your configuration. This is a great way for you to test out your edits and confirm you are happy with the results.
