Client Portal Access Setup

Entities > Client > Portal Users

Create user profiles for each user connecting to the DebtCol client portal system.

Creating a new User

A user code must be unique. Enter your new code in the "Code" field.

Tip: The user code will be the login user code. Typically this is the initials of the users name, but can be anything. Please be aware that this user code is displayed on any case notes made and so to allow for room, try to keep it short.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Enter the users full name where indicated.

Enter the users given name(s) where indicated. The users given name(s) is a merge field that can be used for an email signature.

Select any required user group from the list.

Specify the users’ job description or title where indicated.

Enter the users’ direct phone number where indicated.

Enter the users’ email address where indicated.

Select a password for the user.

Tip: Go to the “Password Security” page on the side bar to set rules about the users password management.

Go to the “Rules” page to define this users access rules.

Choose the default page the user will land on once logged in.

To allow the user to input payments made to them, tick “Direct Pay from Case Allowed”.

To allow the user to create new debts from the portal, tick “Create Debt from Client Portal”.

Tip: When a portal user creates a new debt they will be asked if the debt is a referred debt for your agency to recover, or if it is a DIY (do it yourself) pre-referral debt. If it is a DIY debt then the Debtcol operator work queues can be programmed to exclude DIY cases and email the client down the track to see if they want to escalate/refer the debt for collection.

To allow the user to access and reproduce past invoices and trust statements via the portal, tick “View Invoices and Statements”.

Enter a maximum debt value for DIY debts loaded where indicated. If a value is entered here, when the portal user is creating a new debt, they will only be able to flag it as DIY if the value is below this amount.

Restricting Access to Debts for a Portal User

The user can have restricted access to certain debts. These restrictions can be limiting access to debts belonging to certain clients, clients belonging to a pre-defined database or a selection based on a query.

Limit access based on Client Codes for a Portal User

Enter the client code where indicated. If there is more than one client, use the + 

button on the toolbar to add a new row and insert your client code accordingly.

When the user logs in, they will only have access to view debts belonging to these clients.

Limit access based on Database for a Portal User

Select a pre-defined database where indicated.

When the user logs in, they will only have access to view debts belonging to clients associated with this database.

Limit access to debt selection for a Portal User

Use the Query table to build your query statement. This statement is used for the database to gather the debts that the user can have access to and should read like a typical English sentence. Select your options from the drop-down lists and insert your values in the “Value” column.

The Connector column is how each row of the query connects to the previous. As such, the first row can only be “with” or “without”.

The Field is the name of the field to be queried.

The Operator is used in the query to determine if the Field is either:-

  • equal to
  • not equal to
  • greater than
  • less than
  • greater than or equal to
  • less than or equal to

the Value. See the below screenshot for a simple example.

IMPORTANT: To capture the value of the current system date, enter @DATE as the criteria value.

When the user logs in, they will only have access to view debts that fit the criteria outlined in the query.

Restricting Access to Reports

The user can have restricted access to certain reports. These restrictions can be by limiting access to certain reports, excluding certain reports or disabling access to all reports.

Tip: If the user can access the vast majority of reports, choose the “Reports Allowed” tab. Where they should only have access to a limited number of reports, choose the “Reports DisAllowed” tab.

Reports Allowed

Select the reports the user is allowed to run.

Reports Disallowed

Select the reports the user is not allowed to run.

Disable ALL Reports

Tick “No Reports Allowed”.

Where indicated, choose work queues for the portal user to have access to. These are available in the Client Portal Case Manager, My Lists page under the “My Queues” tab. Use the + button on the table when multiple queues are required.

Tip: Right-mouse click the work queue field to zoom to the Work Queue definition page to create or maintain work queues.

Password Security

The password security page allows you to define rules around the users password like whether they can change the password via the portal, set expiry days for continuous renewal of the password and the level of strength required.

Tick “Portal User Can Change Password” to enable password management via the portal for that user.

Enter the number of days the password requires renewing in the field labeled “Portal Password Expiry Days Override”

Select the appropriate strength level where indicated.

Tip: Rules relating to password strengths are shown on the screen under “Password Level Rules”