GOAL

You'll have a 'Invite to Portal/App' button on the contacts page, which will let you invite the contact to the Portal and the App.

Keep in mind: if you have the 'portal invite on license activation' workflow active, you can combine the 'onboarding email sent' field with the 'Invite SENT' field introduced below.

IDEA

We'll add a checkbox as a custom field to the contacts page layout and have it trigger an invite via a workflow. We'll need the following steps:

  1. Add checkbox as custom field

  2. Add another custom field tracking who has been invited. This will ensure we're not sending multiple invites to the same person

  3. Add the button to the contact page layout

  4. Create the workflow that invites the contact and marks them as invitedCreate the workflow that invites the contact and marks them as invited

  5. Create helpful list views

THE SETUP

1. Add checkbox as a custom field

Go to Settings > Customize > Contacts > Custom Fields and click 'New'. Choose 'Checkbox' as field type and click 'Next'.

Field label is the name of the field. We'll call the field 'Send Portal Invite'. In our example, we'll invite contacts as Admins. If you're planning on having separate buttons for different user level invites, you can specify in the button name.

We'll leave the default value as unchecked.

2. Add another field

We'll add another custom field as checkbox called 'Invite SENT'. This we will use to mark contacts who have been sent the invite to make sure we're not sending it twice.

We'll leave the default value as unchecked for this field as well.

3. Add button to the contact page layout

Under Settings > Genera > Customize > Contacts > Page Layouts, select Lead. On the right hand side menu, find the 'Send Portal Invite' button you just added and drag&drop it to the page layout where you'd like to see it. We won't need the 'Invite SENT' button, this will suffice in the background.

Click save and go to any contact to double

4. Create the workflow

4.1. TRIGGER

Under Settings > General > Workflows > Workflows click 'New'. We'll call Workflow 'Portal Invite Button', select 'Contact' as the object and trigger (evaluate the rule when the record is) for 'created' and 'edited'.

Set filters to

Send Portal Invite - equals - True

AND

Invite SENT - equals - False.

This will trigger the workflow when you check the box but only if the email hasn't been sent before.

Field Name

Operation

Value

Send Portal Invite

equals

True

Invite SENT

equals

False

Make the workflow active by checking the box on the bottom and save.

4.2. ACTIONS

On the next page, scroll to 'Workflow Actions' on the bottom and click 'New'.

4.2.1. Update Portal Level

From the 4 options, select 'Field Update' and add:

Action Name - 'Portal Level Admin'

Field to Update - 'Contact - Portal Access Level'

Portal Access Level - 'Admin'

and make the action active.

4.2.2. Send Invite Email

From the 4 options, select 'Email Alert' and add:

Action Name - 'Send Invite Email'

Name - 'Your Portal Invite' (or any other subject)

From Email Address - add your location email address

Email to - 'Record Email Address'

Email Template - 'Invite Members to Portal' (or what you called your Portal invite email)

and make the action active.

4.2.3. Update Invite SENT

From the 4 options, select 'Field Update' and add:

Action Name - 'Invite SENT'

Field to Update - 'Contact - Invite SENT'

Invite SENT - True (check)

and make the action active.

Make sure the Workflow actions are in the right order as below. To re-arrange, drag and drop actions.

TROUBLESHOOTING

If the workflow doesn't trigger, try replacing the trigger filters by

Send Portal Invite - contains - True

Invite SENT - does not contain - True

5. Create helpful list views

How to create list views

5.1 SEND PORTAL INVITE

Create a list view with the filter

Invite SENT - equals - True

to see the contacts you invited via this button. Add the 'Send Portal Invite' column and the 'Invite SENT' column to check if the workflow has triggered for all contacts.

5.2. LAST PORTAL LOGIN

Create a list view with the filter

Last Logged In - is not empty

to see all contacts which have logged onto the portal before and thus have a user. Add the 'Last Logged In' column to see when the contact last logged into the portal.

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