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Business Portals Module Setup

The portal setup forms the basis for the technical and functional configuration of the Business Portal. In this area, central parameters are defined that are relevant for client selection, email communication, security, and general portal behavior.

Setting Up the Document Number Series

The document number series determines how automatically consecutive numbers are assigned for transactions such as orders or inquiries in the portal. This ensures that each transaction can be uniquely identified. The number series can be adjusted in the portal setup to fit the internal processes of your company.

Follow these steps to set up a document number series:

  1. Start in the Business Portals - Administrator Role Center.
  2. Open the module setup by clicking on Setup.
  3. In the General section, you will find the configuration for the Document Number Series.
  4. You can select an existing document number series from the dropdown menu.
  5. If you want to create a new series, click on + New.
  6. Assign a unique code and a meaningful description.
  7. In the Start No. column, specify the number with which the series should begin.
  8. Optionally, you can also define an End Number to limit a document number series.

URL Endpoint

Specifies the endpoint, i.e., the external web address (URL) through which the Business Portals website is accessible. This URL is used to open the portal from Microsoft Dynamics 365 Business Central.

App Registration

In the App Registration area, it is displayed whether the app registration has been configured correctly. You can jump to the app registration to view the expiration dates of the client secrets or certificates or to check if consent has been granted.

Info

The renewal of the app registration or the client secret can only be done through the corresponding actions in the module setup of the respective product.

Company Selection

The company selection controls whether portal users can select a company when logging in. If the feature is active, multiple companies are available for selection depending on the configuration. Additionally, it can be specified which popup is used for display and whether the user is automatically logged in to the last used company.

Activating Company Selection

If the feature is active, the web user can select a company when logging in, provided that more than one company is assigned to them in the Business Mapping configuration.

Follow these steps to activate the company selection:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Company Selection section.
  4. Activate the toggle for Activate Company Selection.

Last Company Login

The Last Company Login option controls whether portal users are automatically logged in to the last used company after their first login. If this feature is active, the company selection is only displayed at the first login. After that, the user is directly redirected to the last selected company.

Follow these steps to activate the Last Company Login:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Company Selection section.
  4. Activate the toggle for Last Company Login.

Company Popup

The company popup defines which popup is used to display the information in the company selection.

Follow these steps to activate the company popup:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Company Selection section.
  4. Activate the toggle for Company Popup.

Setting Up a Company Popup

Follow these steps to create a company popup:

  1. Click on the dropdown menu for Company Popup.
  2. Click on + New to create a new popup.
  3. Enter a meaningful code in the Code field.
  4. Select 79 for Table. This table contains the company information.
  5. Navigate to the Lines section.
  6. In the first line, select Name in the Field field. The name of the company will then be displayed in the company selection.
  7. Additional fields can be added as desired.
  8. If you scroll to the right in the list, further customizations are available, e.g., displaying text in bold.

Labels for Company Selection

Different descriptions can be defined for the company selection. These descriptions change dynamically depending on the user's set language.

Email Configuration

In the Email Configuration area for general notifications, you can store email templates that automatically send an email for certain actions, such as a new registration in your portal. You can also specify whether the email should be sent via a task queue or directly. Additionally, you can select which email account the notifications should be sent from.

Email Sending via Task Queue

The Email Queued Sending option determines whether email notifications are sent via the task queue. If the feature is active, the system uses the task queue with the parameter string SENT_EMAILS to automatically send emails for events such as password changes or user actions in the Business Portal.

Follow these steps to activate email sending via the task queue:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Email Configuration – General Notifications section.
  4. Activate the toggle for Email Queue Sending.
  5. In the Delayed Email Sending field, you can specify how much time should elapse between sent emails.
  6. Specify from which email account the notifications should be sent. This is defined in the Email Account Name field.

Info

Read about Automatic Email Sending to find out which template code is used for the respective sending scenario and how to set up the email templates.

Document Management System

In the DMS area, you can specify how documents are processed in the portal. The options available are Document Central, File, and Custom. Depending on the selected option, either the integrated functions of Document Central are used, files are stored directly in the file system, or a custom upload and download logic is provided through custom code units.

File

When selecting the File option, documents are stored directly in the file system or loaded from it.

Custom

The Custom option allows the use of custom upload and download code units. This makes document management flexible to adapt to specific customer requirements or external DMS systems. Both the import and export of documents are executed through the stored code units.

Document Central

This option uses the integrated document management of Document Central. Upload and download processes are automatically executed through the standard functions of the module.

Deleting Business Portals Users via Task Queue

The settings for delayed deletion determine how user accounts in the system are handled after a deletion flag has been set. The corresponding parameters can specify how long a user remains before being removed. The task queues with the parameter string USER_EXPIRED and USER_DELETE take over the automated deletion process.

Retention Period – Delayed Deletion of Users

The settings for delayed deletion specify the period after which users marked with a deletion flag will be deleted. The duration is controlled by a date formula. Notifications are sent to the user before and after deletion.

Follow these steps to set up a delay for the deletion of a user:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Business Portals – User Deletion Task Queue Entry section.
  4. Enter a time format in the Retention Period – Delayed Deletion of Users field that defines how long a user is marked for delayed deletion.
    An example of a time format is 5D (for 5 days).

Info

This date formula defines how long the user is retained after their last login in the portal before being marked for deletion. A negative value must be specified here, e.g., –6M (–6 months), as the user's last activity is in the past.

Deadline – Delayed Deletion of Users

The setting Deadline for Delayed Deletion specifies how much time must pass after a deletion flag has been set before a user is permanently deleted. The deletion occurs automatically once the specified deadline has expired.

Follow these steps to set a deadline for delayed deletion:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Business Portals – User Deletion Task Queue Entry section.
  4. Enter a time format in the Deadline – Delayed Deletion of Users field that specifies the period until final deletion. An example of a time format is 5D (for 5 days).

Password Policy

A password regular expression (RegEx) defines rules that a password must meet. This pattern checks whether a password contains certain requirements such as minimum length, letters, numbers, or special characters.

Follow these steps to set up a password policy using a RegEx:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Password Policy section.
  4. You can enter the RegEx formula in the field next to Password Regular Expression.

Info

A standard RegEx formula that is inserted with the default configuration is: ^(?=.[A-Za-z])(?=.\d)(?=.[@\(!%*#?+_-])[A-Za-z\d@\)!%#?+_-]{6,}$

Setting Up the Password Policy

The password policy specifies what requirements a password must meet to ensure security in the portal. This includes minimum length, complexity (e.g., uppercase/lowercase letters, numbers, special characters), validity period, and restrictions on reusing previously used passwords.

Follow these steps to set up a password policy:

  1. Start in the Business Portals - Administrator Role Center.
  2. Open the module setup by clicking on Setup.
  3. Navigate to the Password Policy section.
  4. Here you can define the password validation rule.
  5. In this area, you can also configure messages when a user does not meet the password policy.

Labels - Importing Standard

Follow these steps to import standard labels:

  1. Open your dataset via the Global Search or through Portal Setup and then Datasets.
  2. Click on the name of your dataset to open it.
  3. Click on Actions in the menu bar.
  4. Execute the action Fill from Standard Dataset.
  5. The labels will now be filled with the standard labels.

Authentication

Authentication ensures that only authorized users gain access to the portal. The identity of the user is verified before functions or data are released.

Important

For multi-factor authentication, an email template must be set up that contains the placeholder %Customer1%. This placeholder will be automatically filled with the authentication code in the email.

Multi-Factor Authentication (with Device Storage)

When multi-factor authentication is enabled, the web user must enter an automatically generated one-time password in addition to their password, which is sent via email during login. The device can be saved by the user so that authentication is not requested again at each new login.

Follow these steps to activate multi-factor authentication:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Authentication section.
  4. Activate Multi-Factor Authentication using the toggle.

Multi-Factor Authentication without Device Storage

This setting determines whether multi-factor authentication is used without device storage. If the option is active, the user's device is not saved. As a result, the one-time password generated during login and sent via email must be entered again at each login.

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the Authentication section.
  4. Activate Multi-Factor Authentication without Device Storage using the toggle.

App Settings

In the app settings, basic display and greeting options for the portal can be configured. This includes enabling the app view, positioning the portal logo, and defining greeting messages for different times of the day. Additionally, it can be specified whether the username should be automatically included in the greeting.

App View

Follow these steps to activate the app view:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the App Settings section.
  4. Activate Enable App View using the toggle.

Logo Positioning

Follow these steps to move the logo in the app view to a specific position:

  1. Start in the Business Portals Admin Role Center.
  2. Open the Module Setup by clicking on Setup.
  3. Navigate to the App Settings section.
  4. Select the desired position from the dropdown menu next to Portal Logo Positioning.

Welcome Message

For Good Morning, Good Afternoon, and Good Evening, a separate label can be defined for each that is displayed in the app view. Depending on the time of day, the appropriate greeting will be automatically displayed. Additionally, the username can be automatically included in the greeting if the corresponding option is activated.

See also