Knowledge Base

Registration Form and Managing Access Requests

The registration form on the login page of your portal allows users to request for an account with your portal. The form can be customized, so that you can receive all the user information you need in order to approve the requests.

Find out below how you can enable the registration form and how you can manage access requests.

request-access-button.png
registration-form.png

The request form can help you to centralize the access requests and provide you with the user information you need to determine whether the requests should be approved.

Users send their requests using the registration form on the login page. The requests are sent for approval to a selected approver and users will receive a confirmation email that their request has been submitted.

You can choose to whitelist certain email domains, such as the domain of your organization or trustworthy partners you frequently work with. When a user submits a request with a whitelisted domain the account will be created automatically. Contact your Customer Success Manager if you would like to have whitelisting enabled, since you can't set this up yourself. We will be happy to further assist you in setting this up.

When the request is whitelisted or approved, a user account will be created automatically. To make sure that the users have access to the entered email address, they will receive an email with a link to finalize the account by setting up their password.

The registration form offers multiple flows allowing users to choose from different account types each requesting different information and mapped onto a specific permission profile. You can for example set up an external account type mapped to a light profile, which can only view assets, whereas an internal account type is mapped to a permission profile with upload and download rights.

To make the access management flexible, you can decide if the approver should be a specific email account, user, user group or permission profile.

The registration form can be customized in terms of the required personal details, account type or mapping the new user onto a user group. The information the user provides, is displayed to the auditor as well as in the User information column on the User Access Requests page.

You can follow the steps below to set up the registration form for your portal. Do you want to enable whitelisting? Contact your Customer Success Manager instead, since you can't set this up yourself. We will be happy to further assist you in setting this up.

  1. Go to settings_menu.pngSettings > Advanced settings > Portal settings.

  2. In the left sidebar click User access request. Contact your Customer Success Manager in case you get to see the below message, who can further assist you with this.

    request_form_message.png
  3. Click the + Add account type button in the Registration forms section.

  4. Enter a name for the account type in the Label field.

  5. Use the Permission profile dropdown to select the permission profile that you want to assign to users requesting this account type.

  6. Set up the registration form by adding and removing fields in the Registration form field. Add a field by clicking on it or remove a field by clicking the X button.

  7. Toggle the Require approval switch if you want the requests to be automatically approved. By default, approval is required.

    Note

    If you don't require approval the user requests of that request type will be automatically approved and assigned to the configured permission profile. This may be a security risk for your portal.

  8. (Optional) Add specific approvers by entering their name in the Notify specific approvers field and click one of the returned results to add that person. These users will receive an email notification when a request of this request type is submitted.

  9. Click Add account type to add the account type.

  10. (Optional) Click Edit fields to modify the form fields and click Done when you're ready.

  11. (Optional) Give additional information to the users who will use the form by entering text in the Form information section. You can enter a maximum of 255 characters.

  12. Click Save changes to save the form.

Go to settings_menu.pngSettings > Advanced settings > Portal settings and click User access request in the left sidebar. Check the information below for what you can modify.

Registration Forms

Follow the steps below to add, modify or delete registration forms.

Select Default Registration Form

Click the hamburger_menu.png button of the registration form you want to set as default and click Select by default. When users open the registration form this form will now be selected by default.

Add Registration Forms

Follow steps 3-9 in the above section for more instructions on adding registration forms.

Modify Registration Forms

  1. Click the hamburger_menu.png button of the registration form you want to edit and click Edit form.

  2. Make the necessary modifications. You can check steps steps 3-9 in this section for more information on the available fields and options.

  3. Click Done and Save changes to save the changes.

Delete Registration Forms

Click the hamburger_menu.png button of the registration form you want to delete and click Delete form.

Form Fields

Follow the instructions below to make specific form fields required. Users can only submit the request form if all required fields are filled in.

  1. Click the Edit fields button to manage the form fields.

  2. Click the edit_icon_artboard.png button of the field that you want to modify.

  3. Toggle the Required field switch if you want to make the field required.

  4. Click Done to save the changes.

General form configuration

Form information

  1. Modify the text in the Form information section. You can enter a maximum of 255 characters.

  2. Click Save changes to save the changes.

Administrators can set up and manage the registration form themselves. Some legacy options, such as whitelisting and disabling sending an email to the email contact person are not available on the self-service page.

If a client needs this features you can follow the steps below to set up the registration for them in pysettings.

Note

  • Registration forms that are set up in pysettings can't be managed by clients themselves. When a client wants to use the self-service page the requestAccess pysetting needs to be removed, which means they can no longer use any legacy options.

  • Be aware of any security risks. If an external user enters a light user as a contact person to receive access to the portal, then this light user will be able to give that user access to the portal.

  1. Go to https://ClientPortalURL.com/pysettings and add requestAccess as a new setting.

  2. Enter the customized JSON. Decide on the account type and the information you want the new user to provide based on his selection of the type. You can also map the new users onto specific permission profiles by entering the profile ID value in the profileId tag. See the example code below

    Example code

    {"whitelist": ["bynder.com"],
                    "accounttypes" : [
                    {
                   "mapping": {
                   "businessunits": "department"
                   },
                    "isDefault": true,
                   "profileId": "AB8041D0-A8E2-43FA-AF125C1E43A0EF2F",
                    "approve": false,
                    "type": "internal",
                    "label": "Bynder staff (including consultants)",
                    "fields": "employeeNumber,departmentCode,firstname,infix,lastname,email,country,businessunits"
                   },{"isDefault" : true,"type" : "press","label" : "Press","fields" : "firstname,infix,lastname,email,companyname,country","profileId" : ""},{"type" : "internal","label" : "Internal","fields" : "firstname,infix,lastname,email,country","profileId" : ""},{"type":"external","label":"External","approve": true,						"profileId": "B0114ECF-AE8F-4140-810AFCFABCAED110",						"approvers": [
    						"mike@bynder.com"
    		],fields":"firstname,infix,lastname,email,companyname,country,namecontactperson,emailcontactperson,reason",}],"fields" : {"firstname" : {"required":true},"infix" : {"required":false},"lastname" : {"required":true},"email" : {"required":true},"companyname" : {"required":true},"country" : {"required":true},"state" : {"required":false},"namecontactperson" : {"required":true,"label":"Name Bynder contact"},"emailcontactperson" : {"required":true,"label":"Email Bynder contact"},"reason" : {"required":true},"terms" : {"required":true,"label":"I have read and accepted the T&Cs"}},"useterms" : false}{"whitelist": ["bynder.com"],
                    "accounttypes" : [
                    {
                   "mapping": {
                   "businessunits": "department"
                   },
                    "isDefault": true,
                   "profileId": "AB8041D0-A8E2-43FA-AF125C1E43A0EF2F",
                    "approve": false,
                    "type": "internal",
                    "label": "Bynder staff (including consultants)",
                    "fields": "employeeNumber,departmentCode,firstname,infix,lastname,email,country,businessunits"
                   },
    {"isDefault" : true,
    "type" : "press",
    "label" : "Press",
    "fields" : "firstname,infix,lastname,email,companyname,country",
    "profileId" : ""},
    {"type" : "internal",
    "label" : "Internal",
    "fields" : "firstname,infix,lastname,email,country",
    "profileId" : ""},
    {"type":"external",
    "label":"External",
    "approve": true,
    						"profileId": "B0114ECF-AE8F-4140-810AFCFABCAED110",
    						"approvers": [
    						"mike@bynder.com"
    		],
    fields":"firstname,infix,lastname,email,companyname,country,namecontactperson,emailcontactperson,reason",
    }],
    "fields" : {
    "firstname" : {"required":true},
    "infix" : {"required":false},
    "lastname" : {"required":true},
    "email" : {"required":true},
    "companyname" : {"required":true},
    "country" : {"required":true},
    "state" : {"required":false},
    "namecontactperson" : {"required":true,"label":"Name Bynder contact"},
    "emailcontactperson" : {"required":true,"label":"Email Bynder contact"},
    "reason" : {"required":true},
    "terms" : {"required":true,"label":"I have read and accepted the T&Cs"}},
    "useterms" : false}
  3. (Optional) Pay special attention to the emailcontactperson value.

    Note

    • Make sure that when "approve" is set to true, you need to enter an array of approvers.

    • If "approve" is set to false, make sure you specify the domain in the whitelist. The requests coming from this domain will then be automatically approved.

    • Instead of setting an array of emails as approvers, you can select one of the parameters and, for example, set the whole permission profile as approver. Add one of the three parameters to the JSON:

    "approvers": {
    
    "users": ["826D5942-020E-429C-8D102CE70B6C9813"], (users whose IDs are listed receive an email notification on their registered emails)
    
    "groups": ["73432E85-AC84-4233-A68899D06D2CB577"], (user groups whose IDs are listed receive an email notification )
    
    "profiles": ["47BF006C-252C-4960-8F674D7D4C79CF8D"] (all users that belong to the permission profiles listed receive an email notification on their registered emails)
    
    }

As an admin you can monitor the requests from users who do not yet have access to the brand portal by following the steps below.

  1. Go to settings_menu.pngSettings > Users & rights > User Access Requests. Use the search bar and the available filters to find the request you want to audit.

  2. Click the access request to audit it.

  3. Check the user information carefully to decide whether the user should have access to the portal or not.

  4. Click the Activate user button if you want to approve the request or click the Reject button if you don't want to grant access.

The user will receive an email with a link to set up a password for their account.