Service Portal

With ELMA365 you can collaborate seamlessly not only with coworkers but with partners and clients as well. Use the Service Portal feature to create a shared information space for interaction with customers, and include partners and clients into your business processes.


Service Portal is one or several isolated pages in the ELMA365 system the external users can access. You can fill the pages with necessary data from ELMA365, place input forms, widgets, and buttons for launching business processes.

For example, on a portal you can collect and track customer’s requests, organize customer support services, or run the reclamation process.  

Portal setup

The portal is always associated with a certain workspace.

начало внимание

Only users included in the Administrators group can enable and activate the Service Portal, and configure its pages.

конец внимание

To enable the portal:


  1. Click the gear icon next to the workspace name and select Portal settings.


  1. On the page that opens, click Enable.
  2. You’ll see the Enable Portal window, where you can select one of two ways of portal configuration. Either use a template to set it up, or create an empty portal and set it up from scratch.



After that, a new Portal will appear in the workspace menu.


  1. To activate the portal, click the Activate button. It makes the app accessible for external users.


When the portal is deactivated, you can customize pages or add users. However, invited users will not be able to view pages until the portal is activated.


You can also disable the portal if necessary. It will no longer appear in the app list. If you re-enable the portal later, all pages previously created in the portal will stay intact.


Customize Portal pages


If you selected the Empty option when enabling the portal, you can configure its pages from scratch.


Portal pages are a set of widgets used to display various data. The portal pages are configured in the same way as system pages.


You can customize pages so that users can easily interact with them: add app lists, buttons to create app items or start processes, activity streams, etc.


By default, the portal comes with an empty Main Page that cannot be deleted. You can also create additional pages. To do this:


  1. Click the +Page button in the top right corner.


  1. Come up with a name and specify the number of columns that will display the data.


The page URL is generated automatically and is used for quick access to the page.  


  1. Click Create to complete the configuration. After that, a new page will be created, which you should fill with widgets.
  2. To create a widget on the page, click the +Add widget button.


  1. In the window that opens, select how you want to add the widget to the page. You can either select a widget from the list of existing widgets or create a Text widget.


  1. If you want to fill the page with your custom widgets, click the Widget Builder button. The interface designer opens, where you can create the page from scratch.


For more information on how to customize widgets, see the Widget Builder for pages article.


After you have filled the page with widgets, you can see how it will look for external users. To do this, click the Preview button in the upper right corner of the portal page or the eye icon to the right of the page title.


If necessary, you can edit the page settings, change the name and number of columns, copy or delete the page. To do this, click on the Gear-icongear icon to the right of the page name.


Set up Portal by template


The portal template includes one empty main page and three pre-configured pages. By default, each page contains the Page header widget. The Portal navigation widget is used to quickly switch between portal pages. The page header contains the Exit button and your company logo.

To use the template, after enabling the portal, select the Use template option.


In the window that opens, specify the name for each page and then click Save. The portal management page appears.


You can create additional pages by clicking the +Page button in the upper right corner. In the opened window enter the page name. Select the Create from a template checkbox to make the new page contain the same widgets and elements as the default pages. Save the settings by clicking the Create button.

To edit page settings, click the Gear-icon icon to the right of the page’s name in the list.


In the menu that opens, you can change the settings, copy or delete the page, and use the Widget Builder option. By clicking on Widget Builder, you will switch to the interface designer. You can also quickly open the designer by simply clicking on the page’s name in the list.


In the interface designer, you can fill the page with various widgets. For more information on how to customize widgets, see the Widget Builder for pages article.


Using the designer, you can also hide the items added to the page by default. To do this, click the Settings button in the toolbar and uncheck the checkbox next to the item's name.



Once you have finished the setup and saved your changes, you will be able to see how the page will look for portal users. To do this, click the Preview button in the upper right corner of the portal page or the eye icon to the right of the page name.


Configure Portal design

You can change how the portal looks, for example, add the start and registration page messages or change the background color of these pages. To do this, in the workspace where the portal is created, click the gear icon next to the Portal word.



Add external users

After you have configured the portal and its pages, add and invite external users to the system. These users are not employees of your company yet will have limited access to the data and system features through the portal.


To add and manage external users, use the System Apps workspace. Read more about this in the Adding external users article.

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