Participant Portal provides access to Forms/Surveys or Tasks for Portal or Mobile App users by logging in to the Portal from a web browser or a mobile application. Portal can be set up on the Portal tab:
The Participant Portal is available for every Contact Manager present in the account.
The list of the Contact Managers is available at the top of the Portal Settings page underneath the heading:
Portal URL: use this link to access the Portal in a browser.
Portal ID: is a unique ID of the Portal (also present in the Portal URL), which should be used when logging via our mobile apps.
View Impersonate: This feature allows you to view the Portal as a particular respondent.
To use this feature, click View Impersonate, type in the respondent's unique ID stored in the Contact Manager and press Ok:
You can customize your portal's behavior, functioning and appearance; for example, you are able to set up the Portal layout in accordance with your corporate colors.
Portal logo: Click 'Add portal logo' to add an icon for your portal. You may either use the images from the library or upload an image from your computer. The size of the uploaded images must not exceed 300 kbs.
Portal colors: You can change the color scheme of your portal by changing the colors of the portal's sections and components.
Also, you will be offered to change the colors of the portal to match the colors used in the custom logo you uploaded:
Available tabs: This section allows to give custom names to the forms, tasks and dashboard tabs that will be visible to the user on the Portal.
Click the pencil edit button to edit the name of a tab. Press 'Reset to default names' to reset the namings.
Links to be displayed on the portal: Use this section to add links to be shown on your Portal.
The Logout link is displayed by default; it can be renamed but cannot be removed. Pressing 'Reset to default names' clears the custom naming for the Logout.
Click 'Add new link' to add a link to either internal or external web pages or documents; you may also create a name for each link as well.
Portal languages: Use this section to set up additional languages to be used on the portal.
The default language is English; click the pencil edit button to change the default language to the one available on the language list.
To set up the additional supported languages for the portal, you must have the language column in your Contact Manager; you can add this column instantly in this section:
This column will be used to keep the users language preferences. After it is created, you may be able to select up to all supported languages to be supported on this Portal according to the values in the language column of the Contact manager.
After the supported languages are set, the Portal admins are able to translate the custom names for the Portal tabs if applicable.
See the complete list of the supported languages below:
Arabic - ar Czech - cs (cs_CZ) German - de Danish - da Greek - el Spanish - es English - en Estonian - et Farsi - fa Finnish - fi French - fr Hindi - hi Croatian - hr Hungarian - hu
Indonesian - id_ID Italian - it Hebrew - he Japanese - ja Georgian - ka Khmer km Korean ko Lithuanian - lt Latvian - lv Malay - ms Burmese - my Dutch - nl Norwegian - no Polish - pl Portuguese - pt Romanian - ro
Russian - ru Slovak - sk Slovenian - sl Serbian - sr Swedish - sv Tamil - ta Thai - th Turkish - tr Ukrainian - uk Vietnamese - vi Chinese simplified - zh_Cn Tagalog - tl Swahili - sw Lao - lo
See the Multilingual Forms Offline chapter for more information.
Login expiration settings for the offline apps: This feature allows you to control the duration of user login session in the app. This could be useful for users who get deleted from the contact manager and are not supposed to have access to the application any longer.
You may set the amount of time after which the user gets logged out from the application due to inactivity; note that the time set cannot be less than one minute and cannot be more than 90 days.
Keep uploaded forms and tasks on device: This feature allows controlling whether Completed and Uploaded responses and tasks should stay on the device after upload or not. Responses or tasks may be removed from the device either immediately after uploading to the server or after a specified number of days. If you choose the option 'Always' they will stay on the device.
Security Options: This feature is to be used in combination with the Delete after Upload / Delete after '_' days setting.
It removes the access to the submitted responses and completed tasks after they have been uploaded. Note that the feature doesn't affect the In Progress and the Completed (Not Uploaded) responses.
There are two Security Options available:
- Allow Users Access to Completed Responses - this setting in combination with 'Delete after Upload/Delete after N days' option works for the Offline App only and removes data from the device to save space, but does not delete response headers. Therefore, when the internet is available, the Portal user can still click on the header of the completed response and download it.
- Deny Users Access to Completed Responses - this setting in combination with 'Delete after Upload/Delete after N days' option applies to both Online Portal and Offline App, and does not allow the portal user to access completed and uploaded responses and tasks, as their headers are also removed from the portal.
- Security Options applies to the whole portal, not to individual forms/tasks and does not impact Task Management
- 'Always' option in Keep uploaded forms and tasks on device section is compatible only with Allow Users Access to Completed Responses security option
- As the Portal administrator, you are able to change the setting from Allow Users Access to Completed Responses to Deny Users Access to Completed Responses and vice versa when needed. Once the Security option is changed, Online portal users will immediately see the change reflected on their portal. Offline users will need to synchronize their portal for this change to take effect
- Pinned forms and tasks will NOT be accessible once Completed/Closed and Uploaded, unless 'Allow Users Access to Completed Responses and Closed Tasks' option is selected
For Responses, X days are counted from the day when response was created (on server); for Tasks, X days are counted from the day the task was Closed
For Tasks, it does not matter whether the form linked to the Task has been Completed. You will be able to access the form until that Task is Closed
Allow to Pin responses and tasks: Once a response or a task is pinned, its data with attachments will never be removed from the mobile device. The pinned response will be placed at the top of the list and all pinned responses will be sorted by submit date.
Portal page is personal per each participant and should be secured. Therefore when creating Contact manager, two of its fields should be set as Login and Password for accessing the Participant portal (for instance email address, users' names or personal ID). Contact manager fields that are used as Login and Password for the particular portal are listed under the Authentication type pane:
Require password change at first login for all new users If this option is checked, all new users added to the Contact manager after you configure the portal settings will be asked to change their passwords on their first login. If you need to apply it to existing Contact manager users, please use 'Require password change for all existing users' option.
Require password change for all existing users If this option is checked, all existing contacts will be asked to change their password upon logging into the portal for the first time or their next login.
Portal is available
Set up Portal activation date and time so the Portal is opened for respondents for a set period of time or make it accessible all the time by selecting the Always option.
Automatically download file attachments to Mobile app
For In progress responses and "Open" tasks you may specify whether the attached files should be downloaded back to the mobile device or not:
Autosave responses in Mobile app
New changes on the Portal will be periodically autosaved (every 5 seconds) if this feature is enabled.
You may turn it on for the whole Portal on this page or let the Portal user decide whether new data should be automatically saved on the background . A Portal user may enable this feature by going to Settings in Mobile app, or while filling out a form. By default, this option is disabled on the Portal Settings page.
Data Model filtering allows to limit the Data Model records that will be presented in the Object Lookup questions depending on the Contact properties. This feature is quite useful if you collect data in the offline mode. Data Model filters will reduce the amount of data that needs to be downloaded to the device during synchronization. As a result, the sync time may also decrease.
At the bottom of the Portal Settings page, you will see a list of Data Models currently used in Forms and Tasks which are published to the Portal:
You can also see the size of the Data Model, as filters will be useful for large Data Models in particular.
To filter Data Model records for a specific contact group, click the Add Filters button. You will be directed to the Data Model Filters page, where you will be able to select the contact group and set up filters for it.