Portal customer record requirements

Portal customer users can be added to your system in several ways:

A portal data administrator can add them on the portal User Account Management Utility page
A portal partner user with Can Create Users permissions can add them on the portal Customers or Account Management page
An Infor Service Management user can add them using the back office forms

This topic describes all records that must exist for customer users regardless of which method is used. You can refer to this information to make sure they are set up correctly.

A customer record on the Customers form. The record must include this information:
- Company Name
- Address, including county and country
- Language
- Currency
Billing and shipping contacts on the Contacts form.
- For the billing contact, the record must include this information:
  - Name
  - Business Phone
  - Mobile Phone
  - Home Phone
  Also, on the Contacts tab of the Customer Ship-Tos form, this contact should be set as the primary contact for the ship-to record 0, which is the billing address.
- For the shipping contacts, the record must include this information:
  - Name
  - Business Phone
  - Fax Number
  Also, on the Contacts tab of the Customer Ship-Tos form, a contact should be set as the primary contact for the ship-to record that should be used for shipping information.
Note: The customer’s company information is displayed on the portal Account Management page. Portal users (customers and partner-customers only) can update billing and shipping address information, add new shipping addresses, and add new contacts.
If a portal user changes billing or shipping address information, a notification email is automatically sent to the primary contact, informing them of the address change. The portal user also receives a copy of the email. No setup is required for this notification; however, the primary contact and portal user must both have an email address specified on their user account record in the back office.
Ship-to addresses on the Customer Ship-Tos form. The records must include this information:
- Ship-to name, because Service Portal users can select different addresses by name.
- Ship-to address, including county and country.
- Ship-to contact. On the Contacts tab, add contacts for the ship-to address. In the Primary Contact field, specify the number of the contact whose information should be displayed on the portal.
- Service partner. On the Codes tab, the Service Partner field is used to set the preferred partner for this customer.
Note: If a customer adds a ship-to address on the portal, the information is added to the customer’s ship-to records in the back office. If a contact is specified by the customer, that contact is automatically set as the primary contact for the ship-to record.
To support the use of Send External Notifications, the Forms Database Name field on the back office Sites/Entities form must be set to a default forms database name from which to retrieve translated strings for messages sent from and within each application database. See the back office online help for more information.
A user record on the Portal Users form, with the associated customer number. Row-level authorizations (IDO filters) are already set up that limit the access portal users have to Infor Service Management. The filters expect each Service Portal user to be associated with only one customer number.
1. Specify the back office user name and then select the customer associated with that user.
2. If this user should be able to create new users on their own account, select Can Create Users. For more information about this option, see Allowing users to create additional users.
3. To require authorization of this portal user’s warranty claims before service orders can be created for the claims, select Claim Authorization Required. This is necessary only in the Primary Site. See Setting up for warranty claims.