IPM Portal Security

The IPM Portal security model is designed to fully automate the management of portal users. The IPM Portal User record is created from an IPM Contact record and can be generated from the IPM Contacts list or by using workflows on any of the send to contact records.

 

The portal users are initially emailed an activation invitation. This initial email can either be automated from the process of adding contacts to a document or through accessing the IPM Portal and selecting the option to register. The portal can be accessed from a URL based on the IPM Website for the CRM instance.

 

An invitation to activate the Portal access is emailed to the user.

 

 

By clicking the link a process is activated which generates a random password and emails it to the Portal User.

 

 

The User can then click the hyperlink through to the portal and log on using the supplied credentials. By clicking the remember me checkbox, the credentials are stored in the browser so that in future no login page is presented.

 

 

The user is now verified and completely configured in the IPM Portal system. On creation, the user is automatically added to a Default Portal User group which provides access to documents based on that user groups configuration.

 

Portal User Groups are configured in IPM Settings > IPM Portal User Groups

 

 

Portal User Group Settings allow the configuration of which documents to provide access to via the portal and which fields on those documents to show. It also allows the setting of the order that they are displayed, whether the fields are editable and the width of the fields.

Which Related records are displayed and which fields on those related records are displayed are also configured in the user group settings.

 

In summary, in order for any access to a document through the portal to be granted the following conditions must be met:-

  1. The user must be configured as a Portal User and must have verified their access and be using the system generated password.
  2. The Portal User must belong to a Portal User Group. All users are automatically added to the default group.
  3. The Group they belong to must be configured to provide access to the IPM Documents and must have had the appropriate fields selected for viewing/editing
  4. The user must be added to the Send To list for the documents to be reviewed.