Creating an Access Portal or Public Website

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Big decisions are best backed with accurate, comprehensive data. Keep your boss informed and your stakeholders assured by posting reports to a password-protected access portal or a public website. To set one up, follow the steps below. Need to customize how the access portal or website will display? Reference this article instead.
 

1 Create an Access Portal. An Access Portal allows you to add additional security to your hosted reports. An access portal guest user will need to have an account specific to the portal, and will need to log in prior to viewing the data. To create one, begin by clicking Admin in the top right. Hover over Access Portal and, under Manage, click Access Portal.

Hover over Create and click Portal.
 
NOTE: Don't see this option? Ask your administrator to give you full access to Portals in Admin > Users > Manage > User Roles. If this option isn't available within the user role, you'll need to reach out to your Account Manager to have Portals enabled for your account.

Give it a name, then, if necessary, select a language. Click Save.

Or create a public website. A public webpage allows access portal guest users to view the data without logging in first. To create one, begin by clicking Admin in the top right. Hover over Access Portals and, under Manage, click Access Portals.

Hover over Create and click Website. Give it a name, then, if necessary select a language. Click Save.
 

2 Access the link and add extra security, if necessary. The Portal Details tab opens by default. You can find the link to your portal or website in the Portal URL field.

A website is open to everyone, whereas a portal is already password-protected. But you can further limit who can access both. To do so, click Edit. In the Portal Access section, your website or portal is defaulted to prevent visitors who are not portal users from requesting access. If you want to allow requests, switch "Anyone can request access to this portal" to either Yes option. If you require approval, you'll need to establish who will receive the request notifications, and will be able to approve or deny the visitors.
 
User-added image

You can also limit access by IP address (codes that identify a computer network). Switch "Limit portal access to certain IP addresses" to Yes, and list the IP addresses, separated by commas, in the following format: 123.4.56.7.
 
In the Cookie Notification section, determine whether or not your visitors will be notified of your use of cookies. If you select Yes, and you do not want to display Cvent's Privacy policy, switch "Display a link to Cvent's Privacy Policy" to No. In the Privacy Policy section, you can link to your privacy policy by switching "Display link to your privacy policy" to Yes. Enter your URL, then determine what the link text will be.
 

Click Save.
 

3 Add your content. To view which reports, meeting request forms, or calendars are associated to your portal, click the neighboring tab, Content. To add new reports, meeting request forms, appointment calendars, or event calendars to your portal, you'll need to publish from within the report, appointment event, form, or calendar.

4 Edit your portal emails, if necessary. Click the rightmost tab, Emails. To the right of the email you want to edit, click Actions, then Edit Details.

Edit the email's name, from name and email address, and subject. You can also deactivate an email by clicking No next to Active.


Click Save.

To customize your email's content, click Open Email Designer, or, if you're still on the Emails tab, click Actions, then
Open Email Designer.

Click Build to the right of the canvas. Drag and drop the different widgets onto your canvas, building out your email.
 
NOTE: Some additional formatting, like custom fonts and rounded corners on buttons, may not render in the recipient's email. This is dependent on the settings of their email client.
 
To customize a block of text in the body of the email, click on the text widget. In the Configuration Options to the right of the canvas, change the colors of text, bold, italicize, and underline, adjust alignment, and insert bulleted lists, hyperlinks, and data tags.
 
User-added image

To customize your email's text and design, click Theme. This section will allow you to change the styling of your email without needing to individually customizing each widget you add. You can switch back and forth between the Build and Theme widgets as often as you need.
 
NOTE: Any changes to the theme will affect all email templates. If you want to only update the email you're creating, click Build, select a widget, click Customize under Styling Options, and make the necessary edits. You'll need to do this for each widget.

Once you're done, click Save. Your email will automatically send according to the email's send settings.

5 Customize your portal. Now that the basic settings are established, it's time for you to customize your portal. Click the left most tab, Portal Details, then Open Site Designer. From here you can set up how your portal or website will display and which content you'll collect.

6 Manage your guests. Ready to share your portal or public webpage? Your portal users that are added to the portal are called guests. To add them, click the tab to the right, Guest.

Click Add Guest
.

Check the box beside one of your account users or access portal user groups. Or, click Create Portal User, enter their name and email, click Save, then check the box next to their name.
 
User-added image

Click Next. Your guest will be added to your portal.

Need to delete a guest? Check the box beside their name, hover over Actions, and click Remove. Click Confirm.

To send the invite to your guest, check the box beside their name, hover over Actions, and click Send Invitation. Click Confirm
. The guest will need to click the link in the email to set up their password.
 

If you want to add the guest or group to your reports, appointment calendars, Meeting Request Forms, or event calendars that are limited to select users and groups, click the tab to the left, Content. Find the content you want to add the user or group to, then click Actions to the right of it, and select Update User Access. Check the box to the left of your user or group, then click Save.
 

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