Internal teams can customize external user permissions based on the contract level through the Users page in Portal 3.0.
While this feature provides the flexibility to configure precise access for customers, external users will continue to see the standard account-only view.
You can either check out this demo, or take a look at the steps on how to proceed with the configuration workflow.
To start, navigate to the Admin tab > Users page when creating a new external user or editing an existing one.
Step 1: Assign Accounts (Left Panel)
- Search for the account name you need to configure.
- The search results will show the account type and the number of contracts or child accounts:
- Brands: Account Name (Brand) (number of contracts) — [Image a]
- Parent Accounts: Account Name (Chains/Agencies/Management Companies/Sub-portfolios) (number of child accounts) — [Image b]
Select the checkbox and click Assign Selected to move the account to the right panel.
Step 2: Configure Contracts (Right Panel)
The right panel allows you to customize the user's view by:
- Expanding parents to see child accounts [1] and expanding children to see specific contracts [2].
- Selecting or deselecting contracts according to what the user should see [3].
- Using the search bar to easily filter assigned accounts by name [4].
- Removing an account by clicking the trash icon [5].
To save any configuration changes, click Update [6] at the bottom right corner to apply these changes to the user’s profile.
Things to Note:
Defaults:
- Initial Selection: All contracts are initially selected when an account is added to the right panel. You must manually deselect specific contracts that should be excluded from the customer’s view.
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Future Access: The “Allow access to future contracts” option on the right panel is initially checked. Any new contracts under the account will automatically be included in the user view unless this box is unchecked by the internal user.
Note: If you don't see an expansion icon next to an account, it means the account currently has no contracts. However, if the 'Allow access to future contracts' box is checked, the user will automatically gain access to any new contract created.
Duplicates - If a user has both a parent and a child account assigned, the child account simply appears once, nested under the parent on the right panel.
Impact on Customers - Any new users created by an Account Admin will automatically inherit that same scoped access.
Hierarchy View - Assigning a parent account lets you drill into its child accounts on the right panel, then further drill into each child’s contracts. Counts show both how many contracts exist and how many are assigned. Parent accounts display the aggregate total across all children.