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Configuring the Employee Portal

This article is useful for Vtiger CRM users to provide portal access to your employees.
S
Sabqat Ruba
9 Mar, 2021 - Updated 1 month ago

Introduction

 

Did you know that reporting an internal issue is as simple as pie with Vtiger’s employee portal? It can be your one-stop shop to file an internal ticket and get information about all your tickets with a few clicks.  

“How is it useful?” you ask?

It eliminates the need for back and forth emails. You need not write to your internal support team and wait for their response. Simply log in to the employee portal and get all the updates instantly!

 

This article is useful for Vtiger CRM users. If you are an Admin user, you must do the following: 

  • Provide portal access to your employees 
  • Set up email delivery to ensure that employees get their portal credentials


Giving Employees Access to the Employee Portal

You can permit an employee to access the employee portal by enabling the Portal Employee checkbox while creating an employee record. 

Follow these steps to give an employee access to the employee portal:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Service Desk.
  4. Click Employees.
  5. Click +Add Employee.
  6. Enter the mandatory details such as Last Name and Primary Email.
  7. Enable the Portal Employee checkbox.
  8. Click Save.

When you enable the checkbox, the employee receives portal credentials in their email address added as the primary email in the user record.

To learn more about Employee records, click here.


Ensuring Email Delivery

To ensure that the email with portal credentials is delivered to your employees, you must enable an email delivery setting in the CRM.

Follow these steps to ensure email delivery:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Go to Configuration.
  5. Select Email Settings.
  6. Click the Edit icon.
  7. Scroll down to the Required Opt-in for Email Delivery section.
  8. Enable the checkbox for Allow sending workflow emails to contacts that have opted-out.
  9. Click Save.


Selecting Fields to Show in the Employee Portal

The employee portal shows all the internal tickets created by or related to a logged-in employee. Each internal ticket in the employee portal has three views: Create, Edit, and List views.

You can customize each of these views by choosing the fields you want to display.

Follow these steps to display selected fields in the employee portal:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Go to Module Management.
  5. Select Module Layouts & Fields.
  6. Click the Select Module drop-down.
  7. Choose Internal Tickets.
  8. Click the Detail View Layout tab.
  9. Do the following to show a field in the employee portal:
    1. Select a field.
    2. Enable Quick Create or mark it as Mandatory to show it in the Create and Edit views.
    3. Enable Header or mark it as a Key Field, or to show it in the List View.


Workflow for Sending Employee Portal Credentials

The portal credentials are sent to employees automatically through a workflow. 

Follow these steps to access the workflow:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Look for the Automation section.
  5. Select Workflows.
  6. Click the Standard tab.
  7. Select Employees from the drop-down beside the tab.
  8. Select the Send Email to Employee when Portal Employee is True workflow.
 

Note: You can edit the trigger and entry criteria for the workflow, but the workflow’s action cannot be edited. The action is set up by default to send the login credentials to employees. You can add other actions to perform other tasks when the workflow is triggered.

To create a workflow:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right of the screen.
  3. Go to Settings.
  4. Select Workflows under Automation.
  5. Click the +New Workflow button.
  6. Select Standard or Multi-path.

To learn more about Workflows, click here.

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