Set up a New User or Contact and Grant Access to Locations

To sign in to Customer Portal, a user must be set up as a contact in Service Management. The user must then be granted access to a location in Service Management in order to have access to that location in Customer Portal.

You can set up contacts as local or agency contacts:

• Local contacts – Users who need access to only one customer or location.
• Agency contacts – Users who need access to multiple customers or locations. If you don't set up these users as agency contacts, you'll need to set up multiple local contacts for the same user – one for each customer or location.

The order in which you perform the first two tasks in this section depends on whether you're adding an agency or local contact:

• To set up an agency contact, complete Set up the User as a Contact, followed by Grant a User Access to a Location below.
• To set up a local contact, complete only Grant a User Access to a Location below. Local contacts are set up when you assign a user access to a location.

Set up the User as a Contact

1. Select Cards > Service Management > Contact Management. 
2. In the Service Contact Management window, you can search to see if the contact already exists. 
3. To create a new contact, select the New Contact button on the toolbar to open the Contact Setup window. Any information that you entered in the previous window will default into the Contact Setup window.

4. Select the Contact Type:

   • Agency
     Agency contacts can be assigned to any number of contracts or locations, for example, within a fire or police department. 

   • Local
     Local contacts are specific to one location. If you are using Signature Customer Portal, this is where you set up your customers to use the portal. You can create a local contact from this window; however, keep in mind that you cannot attach a local contact to a location or maintenance contract from the Contact Setup window. We recommend that you create local contacts at the location and contract record levels.
5. Enter the following information:
   • Contact Name
     Enter the contact name.
   • Primary Telephone
     Enter the contact's primary telephone number.
   • Phone Type
     Select the phone type. See Labeling contact setup user-defined fields in the Signature User Guide.
   • Contact Organization
     Enter the contact organization.
   • Address, City, State, ZIP Code
     Enter the address information.
   • Default Role Type
     Select the role type from the lookup window.
   • Email Address/PIN Number/Customer Portal Report Folder
     This provides login information and application data if this contact is a Customer Portal user.
   • USER-DEFINED
     Enter any user-defined information.
   • Quick Note
     Use the Quick Note window to enter notes and other information. Unlike attached notes created with the notepad button, a quick note is always visible in the Contact Setup window.
6. Select Save.

Grant a User Access to a Location

When you assign a contact to a location, the date must fall within the effective and expiration dates of the group that the contact is assigned to. For more information on Contact Management, see Using Contact Management in the Service Management User Guide.

1. In Microsoft Dynamics GP, select Cards > Service Management > Service Manager.
2. On the Service Manager window, select the customer ID and location address ID to grant access to.
3. Select the Location Address ID zoom link.
4. On the Location window, select the Contacts button in the top navigation.
5. On the Location Contacts window, select Attach Agency or Add Local.
   • If you're attaching an agency contact, On the Agency Contacts window, select the contact and select Select. The agent contact is granted access to the location.
   • If you're adding a local contact, on the Location Contact Setup – Local window, continue on with step 6.
6. Enter the user's telephone number and select Redisplay.
   • If you're assigning a contact that is already set up, you'll receive a message stating that the phone number has been used. Select Current to select that contact.
   • If you're assigning a new contact, select the New Contact button in the top navigation. the Contact Phone Setup window opens, where you can add details for the phone number. When you select Save, the contact is assigned to the customer.
7. When you return to the Location Contact Setup - Local window, complete the contact record.
8. Select Save.

Mass Assign User Access

If a user is set up as an agency contact, and that contact needs access to multiple customer locations, contracts, or both, you can mass-assign access to a range of customer locations and contracts at one time.

To mass assign to locations

1. Select Cards > Service Management > Contact Management. 
2. In the Service Contact Management window, search to find the existing contact. 
3. Double-click the contact name in the results list or right-click and select View Contact to open the Contact Setup window.
4. In the Contact Setup window, select Mass Assign.
5. In the Mass Assign Contacts window, select Locations from the Assign to drop-down.
6. Use the Customer and Location filters as needed to narrow the display results and then select Redisplay.
7. The scrolling window displays the customer locations/contracts. If a location/contract already is marked, the contact is already assigned to that location/contract.
8. Use the Mark All/Unmark All buttons in the menu bar or individually mark/unmark the Assigned checkboxes.
9. Select Process to assign the contact to the marked locations or contracts or to unassign the contact if you've removed the checkmark.