Best way to mass assign portal user accounts?

Hi everyone.

We are starting to use the Sugar Portal for case management. But we have 40,000 contacts in the system, most of which will need to be setup with a portal login.

Is there any way to mass automate the signup process? We do not allow them to register on the site (as they typically already have a contact) but would need to assign them a username/password.

Thanks!

  • hi  

    The fields are available to use standard csv import into Contacts, probably 5,000 at a time?

    Otherwise via API should be doable, but as you know I can't help with that Grinning

    .

    CRM Business Consultant

  • Hi  ,

    Are you referring to this default enterprise portal https://support.sugarcrm.com/documentation/sugar_versions/13.1/serve/administration_guide/developer_tools/sugar_portal/ ?

    Yes, you would be able to set contacts up via API, as every action completed via the UI can be achieved via API one way or another. I am one of the people who actually helped re-factor that portal a few years ago.

    You would need to architect that as a batched update, and then most likely you would want to send emails to customers letting them know that they are active as well, and how to reset their passwords.

    Or maybe the other way around, ask the customers first if they want an account, and enable that for them as you receive responses back.

    I would be more than happy to help you through an engagement if you would like.

    Feel free to reach out!

    --

    Enrico Simonetti

    Sugar veteran (from 2007)

    www.naonis.tech


    Feel free to reach out for consulting regarding:

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  • Hi  . Thanks for that, because of it being a password I wasn't convinced it could work that way, however that's good news to know.

  • Thanks Vincent! Will try the API Way :) 

  • No problem  !

    --

    Enrico Simonetti

    Sugar veteran (from 2007)

    www.naonis.tech


    Feel free to reach out for consulting regarding:

    • API Integration and Automation Services
    • Sugar Architecture
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    • Sugar Consulting, Best Practices and Technical Training
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    • CTO-as-a-service
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    • and more!

    All active SugarCRM certifications

    Actively working remotely with customers based in APAC and in the United States

  •  ,

    an alternative to not set a temporary password could be:

    1. Enable the contact(s) as portal user(s) and set their unique username and correct email address(es) - through the api
    2. Send all the contacts an email externally from Sugar, telling your customers to set their password (with the provided username and email address)
    3. They set the password themselves whenever they feel appropriate

    Hope it helps

    --

    Enrico Simonetti

    Sugar veteran (from 2007)

    www.naonis.tech


    Feel free to reach out for consulting regarding:

    • API Integration and Automation Services
    • Sugar Architecture
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    • Sugar Consulting, Best Practices and Technical Training
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    • Solutions-as-a-service
    • and more!

    All active SugarCRM certifications

    Actively working remotely with customers based in APAC and in the United States

  • Hi  . As far as I can tell, this would be the best option. But the poral users need to enter a password to sign in, so without setting one initially how would they set their own?

  • Hey  

    My previous points 2 and 3 are exactly what you are referring to. You would send your customers their username, to their email address.

    Customers can then reset their password by entering their username and then receiving an email from Sugar to their email address (as long as you have emails setup). Once they receive the email, they click on the link which will confirm it is them, and allow them to reset their password (in this case set for the first time).

    Try it out! I made sure the whole process worked in a test environment, before proposing it here

    Cheers!

    --

    Enrico Simonetti

    Sugar veteran (from 2007)

    www.naonis.tech


    Feel free to reach out for consulting regarding:

    • API Integration and Automation Services
    • Sugar Architecture
    • Sugar Performance Optimisation
    • Sugar Consulting, Best Practices and Technical Training
    • AWS and Sugar Technical Help
    • CTO-as-a-service
    • Solutions-as-a-service
    • and more!

    All active SugarCRM certifications

    Actively working remotely with customers based in APAC and in the United States

  • Hi  .

    So interestingly, my portal doesn't let me reset password. I enabled the "new users signup" but we don't want them to create new users. But I cannot reset password via the portal, nor find an option in the settings.

    Thanks,


    Daniel

  • Do you have outbound emails setup and working correctly, within the admin area?

    Based on the behaviour you described and by looking at the code, I believe that might not be the case right now:

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    js view:
    ...
    this.showPortalPasswordReset = false;
    if (app.config.smtpServerSet === true) {
    this.showPortalPasswordReset = true;
    }
    ...
    hbs template
    ...
    {{#if showPortalPasswordReset}}
    <a href="#forgotpassword" class="btn btn-link btn-invisible">{{str "LBL_PORTAL_FORGOT_PASSWORD"}}</a>
    <br>
    {{/if}}
    ...
    XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

    You can find the instructions here

    If you have problems with that specific process, I would contact Sugar's support and they should be able to guide you through the process of setting up your mail server

    --

    Enrico Simonetti

    Sugar veteran (from 2007)

    www.naonis.tech


    Feel free to reach out for consulting regarding:

    • API Integration and Automation Services
    • Sugar Architecture
    • Sugar Performance Optimisation
    • Sugar Consulting, Best Practices and Technical Training
    • AWS and Sugar Technical Help
    • CTO-as-a-service
    • Solutions-as-a-service
    • and more!

    All active SugarCRM certifications

    Actively working remotely with customers based in APAC and in the United States

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