Maintenance > Candidate and Client Portal - Auto-create Portal User

Description

A maintenance item called Connect Widget was created a few releases ago to provide customers that use a combination of FastTrack360 and another front end system, the ability to automatically create Client and or Candidate portal users for 'Active' Client Contact and or Candidate records in FastTrack360. In this release, we have made changes to this item to add this feature part of the standard functionality, so it is available to all Agencies.

We have removed the Maintenance tile for Connect Widget and moved the configuration items for Auto-Create Portal User to Maintenance > Candidate Portal, and Maintenance > Client Portal.

Open

Part of the configuration process (described below) is to select an email template, which is utilised after the system creates a new portal user to dispatch an e-mail to the user. This is typically used to provide the new portal user with login information (merge tags can be included to advise username and a password that is automatically generated by the system). The existing item in Maintenance > Template folders, labelled 'Connect Widget' has been re-labelled to 'Auto-Create Portal User', to make the template folder's use more clear.

Benefit

This enhancement moves configuration items for the purpose of automatic creation of portal users to a more logical maintenance item, and incorporates the added control of existing permission items. This feature can be configured and used by customers whereby all Active Candidate and or Contacts, need to also be set up as portal users.

Configuration

Users will need security permission to 'Maintenance - Candidate Portal' and 'Maintenance - Client Portal' to set up this feature.

1. Auto Create Candidate/Contact Portal User - tick this item to turn the feature on. The item relating to Candidate Portal will run for all Candidate records where the status is 'Active', and the item relating to Client Portal will run for all Client Contact records where the status is 'Active'.

2. Username Format - select to determine if the user's email or record ID is applied as the username.

3. Candidate/Contact Email - assign an email template. Autocreate Portal User email templates are created in Maintenance > Template in the corresponding 'Auto-Create Portal User' folder. Merge Tags are available for 'Candidate Online Username' and 'Candidate Online Password', so you can inform your new portal user what their username and password is, and tell them to login and change their password for security purposes.

Once these items have been configured, the system will run every hour and will find any new records created for Candidates or Client Contacts (depending on which item has been configured). The Portal User is created, and the assigned email is dispatched to the user.