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Salesforce: Configure Project Roles & Invite Portal Users
Process Overview
Project Manager - Search & Enable Accounts
Existing Account
Access Salesforce, click on the Accounts tab to access the Account Record.
Search for your Accounts Record by using the Search Bar. Validate if the Account is a Partner Account. There will be a checkmark on the Partner Account Checkbox.
In the Account Record under the Account Detail section, validate if the Accounts is set up as a Partner Account. If the View Partner Scorecard button is available this means it is a Partner Account.
If the View Partner Scorecard button is NOT available click the Manage External Account drop-down and select Enable as Partner.
A pop up will be displayed to confirm your selection of Enabling as Partner Account, click the OK button.
Next, Scroll down to validate the Supplier ID and Company Address Information.
Proceed to Step 2: Add Primary Contacts.
New Account
Access Salesforce, click on the Accounts tab and click the New button.
Click the Record Type of new record dropdown and select Business Account , then click Continue.
Complete the Account Name and Supplier ID (obtained from NEIS if the company already exists in NEIS) fields. Then, click the Save button when complete.
Then, from the newly created record, under the Account Detail section, click on the Manage External Account drop-down and select Enable as Partner .
A pop up will be displayed to confirm your selection of Enabling as Partner Account, click the OK button.
Proceed to Step 2: Add Primary Contacts.
Project Manager - Add Primary Contacts
In the Account Records page, scroll down to the Project Roles section and click the New Project Role button.
Select Contractor in the Role dropdown menu.
Check off the Primary Contact checkbox if this person will be the Primary Contact of this project.
Search for the Contact Name by clicking on the Magnifier Glass icon and use the Search Bar to add the contact.
Select the appropriate Contact after validating the Email or Phone Number and determining whether or not the Contact is a Partnered User by looking at the Checkbox.
After the contact is added, scroll to the Right of the page to search for the Project by clicking on the Magnifying Glass icon and use the Search Bar to add the project. Then click the Save button and a new window will be open automatically with the Project Role Detail.
In the Project Role Detail page, check if the if the Contact has Portal Access. After saving the record, click on the Contact Name Hyperlink from the Project Role Detail page.
A new window will open, redirecting you to the Contact Detail page. Click the Manage External User drop-down menu and select the Enable Partner User button, this will open the New User page.
On the New User page, append .nyserda to the end of the Username. Choose the Partner User option from the User License dropdown, and choose NYSERDA Portal User - by Login from the Profile drop-down. Then click the Save button.
A pop up will be displayed to confirm your selection, click the OK button. This will initiate an automated email to the new Contact with instructions on how to set a password for the Portal Login.
Project Manager - Create & Enable New Contacts
Back on the Account Record page created following the instructions in the Step 1 section above, scroll down to the Contacts section and click the New Contact button.
On the New Contact page, enter in at least the Contact's Last Name and Email Address. Then click Save.
Once the Contact Record is created, click on the Manage External User drop-down at the top of the record and select Enable Partner User. This will open the New User page.
On the New User page, append .nyserda to the end of the Username, and choose NYSERDA Portal User - by Login from the Profile drop-down. Then click the Save button.
A pop up will be displayed to confirm your selection, click the OK button. This will initiate an automated email to the new Contact with instructions on how to set a password for the Portal Login.
Project Manager - (as needed) Reset Portal Login Password
If a user requests to have their Portal Login password reset, access their Contact Record in Salesforce and choose View Partner User from the Manage External User drop-down.
On the new screen, click Reset Password. This will send another automated email to the Contact with instructions on how to reset their password.
If set up correctly, Portal Users will display Partner Community Login for the User License field and will be linked to the contact shown in the Contact field.
Overview
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