Working with Portal-Only User Accounts
At times, you might to want to create a JICS account for a user who does not need to exist in the ERP system. To create such a user or to modify that user’s account, you use the Site Manager > Portal only accounts screen.
Before you can create a portal-only user, you must use Site Manager to specify your portal’s address. If you or another administrator has already done this once, you don’t need to do it again, but this must be done at some point before accounts can be created. This step ensures that the system can send automated emails that include the correct URL of your portal. The system sends messages to users when their accounts are created and when their accounts are modified.
Log in to the portal as someone with administrative privileges.
Click the user icon and select Site Manager from the drop-down menu.
The system displays the Site Manager screen, with the Site settings tab selected.
Locate the field labeled Portal Address. Make sure that this field represents the exact URL of your portal, using the following syntax:
http://myschool/ics
This field does not change the address to which your site is published. It exists solely as a way of telling the Account Creator the correct URL of your portal.
Click Save.
You might create a portal-only user account if you have a user who does not need to exist in the ERP system, or who only needs access to the system temporarily. In such cases, you should create a portal-only account using the following procedure.
Warning
The portal-only account creator is intended for creating accounts that will never need to exist in the ERP system. If there is a chance that a user will need an ERP account at some point in the future, you should create that person’s account in the ERP system instead of in JICS. If you create a duplicate account in the ERP for a portal-only account user, the DIS may fail. If this happens, there are methods for resolving the conflict (for details see Resolving Conflicts Between Portal-Only and ERP Accounts, but the ideal situation is to avoid duplicate accounts.
Log in to JICS as someone with administrative privileges.
Click the user icon and select Site Manager from the drop-down menu.
The system displays the Site Manager screen, with the Site settings tab selected.
Click the Portal only accounts tab.
The system displays the Portal only accounts screen. This screen lists all of the portal-only users that exist, if any.
Click Add account.
The system displays a form for adding an account.
Fill out the required fields, which are as follows:
First name
Last name
Email address
If desired, enter a value in the User name field. If you do not enter a user name, the system will create one. Because the automatically generated value would not necessarily be easy for the user to remember, you might want to supply one.
After you finish creating the account, the user will not be able to change the automatically generated user name (though you as an administrator can change it).
If desired, enter a value in the Password field. If you leave this field blank, JICS will email the user a link that allows them to set the password themselves.
If appropriate, enter text in the Admin note field. This text will be displayed on the Portal only account screen, which is viewable only to members of the Administrators role. So you might use this field to explain why the account is being created, or to list other details that might be important from an administrative perspective.
Use the Roles area of the screen to choose the roles to which the new user will belong.
After you create the account, the system will send an email to the new user about the creation of the account. This email has the subject line New account in Name Of Portal (where Name of Portal is the value that you set in the Posting Messages section.
This message explains that the account was created and provides the user’s login information and the URL of the site (as defined in the Portal Address field on the Site settings tab in Site Manager). If you want to add to this message, enter the desired text in the Personal Message field.
Click Save.
The system sends an email to the user about the account, and the user is now able to log in.
Log in to JICS as someone with administrative privileges.
Click the user icon and select Site Manager from the drop-down menu.
The system displays the Site manager screen, with the Site settings tab selected.
Click the Portal only accounts tab.
The system displays the Portal only accounts screen. This screen lists all of the portal-only users that exist, if any.
Locate the user account that you want to work with and click the user’s name.
The system displays a form for editing the account.
Change any of the values as appropriate. Note that if you want to change the User name or Password value, you must first select the corresponding checkbox. In response the system adds a field that lets you change the value in question.
Note
If you leave the Password field blank, JICS will email the user a link that allows them to reset their password.
Click Save.
The system sends an email notification to that user, stating that a change was made to the account and specifying any new authentication information. If appropriate, the system also disables the old authentication information.
If you need to delete a portal-only user account, use the following procedure.
Log in to JICS as someone with administrative privileges.
Click the user icon and select Site Manager from the drop-down menu.
The system displays the Site manager screen, with the Site settings tab selected.
Click the Portal only accounts tab.
The system displays the Portal only accounts screen. This screen lists all of the portal-only users that exist, if any.
Locate the user account that you want to work with and click the corresponding trash icon. Or, to delete multiple accounts, select the checkboxes next to the names and then click Delete selected.
The system displays a dialog asking if you’re sure you want to delete the account.
Click OK.
The account is removed, and the user can no longer log in.