Portal User Management

This message is displayed if you attempt to activate a portal user when you have already consumed all the portal seats available in your license.

Check your license details and contact your distributor or regional SYSPRO support office if you need to increase the number of portal seats.

Once you have installed the SYSPRO Supply Chain Portal you can view the URL link from the following location of the machine to which the software is installed:

\inetpub\wwwroot\SYSPROSupplyChainPortal_"companyID"\index.html

However, the URL used for the SYSPRO Supply Chain Portal is:

http://{DNS_Name}/SYSPROSupplyChainPortal_{CompanyId}, as configured against the Supply chain portal URL setup field within the Setup Options program (Setup Options > Company > General).

Although you can use any browser, we recommend Google Chrome as all of SYSPRO's development and testing is performed on Google Chrome.

Due to non-standardization among browsers, it isn't possible to test on every browser available. We test on Google Chrome due to it currently having the largest user base by a very large margin.

If the login screen of the SYSPRO Supply Chain Portal hangs, however the operator name is displayed below the login prompt (i.e. the system has resolved the operator code entered), then press Ctrl+F5 to force a refresh.

Your login can then proceed as normal.

Service operators are signed in by a SYSPRO service and are used for any functionality that is required by the service to obtain information about SYSPRO.

Normal operators sign in to SYSPRO with a username and password. They access certain programs and functions to perform specific tasks.

Service operators are created by SYSPRO and are used by SYSPRO services to obtain information about SYSPRO.

The service operator code starts with a double underscore to differentiate them from other operators. A default company code must be assigned to each service operator within the Operator Maintenance program, as we use the company code to log in the service operator via e.net .

The following is a list of service operators and their function within SYSPRO:

• The __ADSYNC service operator is used by the SYSPRO 8 Active Directory Sync Service to push Microsoft Active Directory (AD) information into SYSPRO for Active Directory managed operators.

• The __DFM service operator is used by the SYSPRO 8 Document Flow Manager Folder Poller and SYSPRO 8 Document Flow Manager Queue Poller to monitor folders, send files to the queue and process files.

• The __ESP service operator is used by the following services:

  • SYSPRO 8 Espresso Service,

  • SYSPRO 8 Espresso Notification Service,

  • SYSPRO Espresso Development Plugin and the

  • SYSPRO Avanti Web Service to obtain information for the password reset and forgot password functionality.

• The __POS service operator is used by the SYSPRO 8 Point of Sale Services to determine and validate the setup options and required credentials at start up, update the required databases and post to SYSPRO (if the Point of Sale operator doesn't have access to SYSPRO).

• The __RUL service operator is used by the SYSPRO 8 Rules Engine Service and the SYSPRO 8 Rules Data Service.

• The __SA service operator is used by the SYSPRO 8 Analytics service to make business object calls.

• The __SAI service operator is used by the SYSPRO 8 Machine Learning service.

• The __SRS service operator is used by the SYSPRO 8 Reporting Host Service and the SYSPRO 8 Cognitive Service to manage client-side report printing.

Template operators are blue print operators that can be used to create other operators. The configurations or settings applied to the template operator, will then be applied to all operators that are created from the template operator.

• You can't log into SYSPRO using a template operator.

• Portal users are created from a template operator, i.e. you have to create the template operator first using the Operator Maintenance program, before you can create a portal user.

Portal users are created by system administrators and are used to log into the SYSPRO Supply Chain Portal. Portal operators can't log into the SYSPRO Desktop or SYSPRO Web UI (Avanti).

• Portal users are created from a template operator, i.e. you have to create the template operator first using the Operator Maintenance program, before you can create a portal user.

• Portal users are created using the Add Portal User program.

The following describes how to create the operator Template that is required for the creation of portal users in the Portal User Management program.

1. Open the Operator Maintenance program (SYSPRO Ribbon bar > Setup > Operators).

   Reset your toolbar to ensure that all the latest functions and options are visible.

2. From the Edit menu, select Maintain templates.

3. From the toolbar, enter the template code in the Template field and press tab.

4. From the Operator Details pane, enter the following mandatory fields:

   • Operator name
   • Operator group

   For the remaining fields, enter any other information you require for the template, or accept the defaults provided.

5. Save the operator template.

6. Exit the Operator Maintenance program.

Template operator codes are prefixed with __Template_ and their operator type records as Template.

The following indicates the steps required to create a Portal user that can use the SYSPRO Supply Chain Portal:

1. Open the Portal User Management program (Program List > Administration > Security).

2. Select the Add Portal User function.

   The Add Portal User window is displayed.

3. Select the hyperlink of the required operator template from the Templates listview to populate the Copy from template field in the Add Portal User pane.

4. Configure the following fields for the portal operator:

   • Email

     This must be unique amongst all operators.

   • Name

   • The following is determined by the functional role you require:

     Supplier (When creating a portal user for the Supplier Account Management role)

     This supplier code is used as the default Portal supplier in the Operator Maintenance program when you save the operator record.

     Customer (When creating a portal user for the Customer Account Management role)

     This customer code is used as the default Portal customer in the Operator Maintenance program when you save the operator record.

   • Location

     Optionally enter the physical location of the operator.

   • Default company

     This must be specified to ensure that only a single company can be used to login to the portal.

   • Initial Password

     This is automatically populated and based on the email address entered in the Email field, but can be changed as required.

5. Select the Save and Close function to save the portal operator and exit the Add Portal User screen.

   Alternatively, select the Save and Edit function to save the details entered and open the Operator Maintenance program to make additional changes to the operator record.

6. Activate the new portal operator by highlighting the operator entry and selecting the Activate Users option from the toolbar.

7. Exit the Portal User Management program.

1. Open the Portal User Management program (Program List > Administration > Security).

2. Navigate to the portal user to which you want to assign a functional role.

3. Select the Maintain role hyperlink in the Role action column to launch the Portal User Role Management program.

   This column is hidden by default and can be added using the Field Chooser function.

4. Indicate which functional role(s) must be assigned to the portal user by selecting the appropriate checkbox in the Select column.

5. Select the Save function.

6. Exit the Portal User Management program.

In a multi-company environment, the following steps explain how to configure a customer and/or supplier account against a SYSPRO operator (configured as a portal user) per company:

1. Open the Operator Maintenance program (SYSPRO Ribbon bar > Setup > Operators).

2. Select the operator code for the portal user you want to configure.

3. Navigate to the Portal user section within the Options pane.

4. Select the Configure portal operators per company link.

   The Configure Portal User per Company program is launched.

5. Within the Customer and Supplier columns of the listview, indicate the specific customer code and/or supplier code for each company listed.

6. Select the Save function.

   You are returned to the Operator Maintenance program.

7. Exit the Operator Maintenance program.

You have now managed the portal user's specific customer and supplier accounts for access to the portal (i.e. the supplier/customer doesn't need to have the same key in all companies from which they transact).

When first creating a portal operator, the password is automatically created using the operator's email address.

You can then notify the portal user of the login credentials and advise them to change this password (using the Change Password option) when they first access the SYSPRO Supply Chain Portal.

From within the Portal User Management program, select the Disable option against the operator and enter a reason at the Reason Code field.

From within the Portal User Management program, select the Delete option against the operator and enter a reason at the Reason Code field.

Only portal users created within the Portal User Management program can access the SYSPRO Supply Chain Portal.

Portal users are designed to have limited access to portal-specific functions, whereas regular SYSPRO operators have access to a much wider range of functionality.

If you had already installed the SYSPRO Supply Chain Portal prior to SYSPRO 8 2021 R2 and the introduction of functional roles, then your system administrator must assign the appropriate portal roles to your portal operator record within the Portal User Management program.

The following additional parameter defaults can be defined against the SYSPROPortalARStatementParameter XML parameter using the Custom Configuration program:

• Balance Type

• Minimum Balance

• Sales Message

You can define these parameters as follows:

1. Open the Custom Configuration program (Program List > Administration).

2. Within the Configuration Items pane, expand the folder structure as follows:

   Available Configurations > SYSPRO > XML Parameters

3. Navigate to and select the SYSPROPortalARStatementParameter item.

   This populates the XML parameters pane.

4. Define the parameters as required within the Store data column.

5. Select the Save function

   The Custom Configuration Options program is launched.

6. Under the Configuration item details section, define the Item level as required and enter the supporting field where applicable.

   For example:

   If you define the Item level as Company, then you must indicate the relevant company code within the Company field.

7. Select the Save function.

   This returns you to the Custom Configuration program.

The following steps detail how to define and customize a dynamic landing page for each of your functional roles, per company.

1. Open the Portal Role Application Configuration program (Program List > Administration > Setup).

2. At the Company toolbar field, indicate for which company you want to create a dynamic landing page.

3. At the Landing page toolbar field, indicate a unique name for the landing page you want to create, and tab off your entry.

4. Within the Assign column of the Portal Landing Page listview, select the functional role(s) you want included within your landing page.

5. Within the Section title column, accept the default title provided or change this according to your requirements.

6. Use the check box within the Collapsible column to indicate if you want the section to be collapsible within the landing page.

7. From the Action column, select the Configure applications link.

   This opens the Landing Page Properties window, which lists the applications available for the selected functional role.

   1. Using the check boxes within the Assigned column, indicate which applications you want included on the landing page.

   2. Customize your landing page further by using the drop down or browse icons against the following columns:

      • Width

      • Icon

      • Icon color

      • Background color

      • Foreground color

   3. Select the Save function.

   If you selected more than one functional role for your landing page, repeat this step for each role.

8. Exit the Portal Role Application Configuration program.

You have successfully created a dynamic landing page for your portal users.

The following steps detail how to assign a dynamic landing page to a portal user:

1. Open the Portal User Management program (Program List > Administration > Security).

2. Locate the portal user you want to maintain and select the Maintain role link within the Role action column of the listview.

   The Portal User Role Management program is launched.

3. Select the Use Dynamic Landing Page toolbar function.

   Selecting this option only occurs once. Selecting the Maintain role link on subsequent returns to the Portal User Management program will take you directly to the Assign Portal Landing Page to Operator program.

   Currently, you can't revert back to using the static landing page once you select the Use Dynamic Landing Page option.

4. The Assign Portal Landing Page to Operator program is launched.

   Proceed as follows for each company listed against the portal user:

   1. Select the browse icon from the Landing page column.

   2. Select the applicable landing page from the list displayed to be used for this portal user, for the specified company.

   3. Select the Save function.

5. Exit the Portal User Management program.

Your newly assigned landing page will be presented to the portal user when they next log into the portal.