In Case IQ, a portal is a reporting platform connected to your Case IQ application that allows people to submit incidents to your organization without accessing your main application. When someone adds a case via a portal, investigators can manage the case in Case IQ just like cases added via the main application (see Add a Case In Application) or email (see Add a Case via Email). 

You can configure two separate Case IQ portals for different kinds of reporters:

• An external portal for contractors, vendors, customers, and other third parties collaborating with your organization.
• An internal portal that your employees can access with Single Sign On (SSO).

System administrators can customize each portal separately. For example, your external portal could provide detailed guidance to help the public report incidents, while your internal portal could briefly introduce your company's compliance programs. This article covers how to manage your internal portal's settings on the Internal Portal Configuration page, located in Settings > System > Portal. To learn how to configure your external portal, see Configure Your Application's External Portal.

Activate or Deactivate your Internal Portal

You can activate your internal portal to make it available to reporters or deactivate it to prevent anyone from accessing it. To activate or deactivate your internal portal, click the "Activate Portal" toggle on the Internal Portal Configuration page. Then, click Activate Internal Portal or Deactivate Internal Portal on the pop-up.

When your internal portal is active, your internal portal's landing page will be available to your employees via SSO, so they can access it and submit cases via any available reporting options. If you have not configured SSO for the internal portal, your internal portal will still be inaccessible.

If you deactivate your internal portal:

• The link to your internal portal (e.g. https://[your company name].caseiq.app/internal-portal) will load a blank page that explains that the portal is not active, shown in the screenshot below. If you would like to customize the text on this page, see the Change Inactive Portal Default Text section of this article. 
• Reporters will no longer be able to access your internal portal or submit cases.
• Reporters will receive an email letting them know that they cannot access or receive updates on their case anymore. You can customize the notification sent to reporters, see the Change Inactive Portal Default Text section for details.
• In the main version of your application, a banner will be displayed on cases originally submitted via the internal portal, informing investigators that the reporter no longer has access to the case.

Update your Internal Portal's Configurations

To adjust your internal portal's settings:

1. If your application has multiple languages, use the "Language" field on the Internal Portal Configuration page to select the version of the internal portal to edit. 

2. Click the Edit button in the Portal Configuration section. 

3. You can now update your internal portal's configurations. See a description of all configuration options in the sections below.

4. You can save and preview your changes before publishing them to the internal portal. Click the Save button to put your portal configurations into "Pending Changes" status. 

Then, click Preview to open a preview of your internal portal with your pending changes in a new tab.

5. After previewing your changes, you can click Edit to make more adjustments or click Publish to use the new settings in your internal portal. If you publish your portal configurations while your internal portal is inactive, the portal will remain inactive. 

Configure Forms and Fields to Show on Online Form

You can configure the information that reporters provide about their concerns by choosing the fields available on the form. You can add fields from the case, party, and file forms, as well as any custom forms in your application to your internal portal's online intake form.

The internal intake form, hotline intake form, internal portal intake form, and external portal intake form are separate, so you can select different fields to appear on each form. In the example below, the "Department" case field appears on the internal intake and internal portal intake form but not the external portal intake form. However, fields from all intake forms will appear on the form's page after intake, unless you apply display rules to only show the field under specific circumstances (see Use the Form Builder: Set Up a Display Rule).

Choose the fields to show on the internal portal's online intake form using the following steps:

1. Navigate to Settings > Forms. Click the case, party, file, or custom form row in the Forms grid to open it in the Form Builder.

2. Click the Edit button on the Form Builder.

3. To show or hide an existing field on the internal portal:

1. Click a field on the form. 
2. On the field properties sidebar, use the “Show on the internal portal intake form” toggle to show or hide the field on the internal portal version of the form.
3. Click the Save button on the field properties sidebar to update the field.

4. To add a new field to show on the internal portal:

1. Click the + Insert Fields button or the right arrow icon to open the Field Type sidebar.
2. Select the type of field you want to add to the form in the Field Types sidebar. Click and hold the field type, drag it to the Form Builder page, and let go of your cursor over the “+ Insert Fields” section. 
3. Fill in the Field Type pop-up form (see details on all field properties in Use the Form Builder), making sure to turn on the “Show on the internal portal intake form” toggle.
4. Click Save in the pop-up.

5. Publish the form to make your changes available on the internal portal.

Show or Hide a Picklist Option on the Online Form

You can control the picklist options available on your internal portal, meaning you can choose to show some of a picklist's options to users on the portal but hide others. 

To manage the options shown for a picklist field on the external portal, use the following steps:

1. Navigate to Settings > Forms. Select the picklist's form to open it in the Form Builder.

2. Click the Edit button in the Form Builder.

3. Click the picklist field on the form.

4. Make sure the "Show on the internal portal intake form" toggle for the picklist field is turned on. If you needed to turn it on, click the Save button at the bottom of the form properties sidebar.

5. Click the Values tab on the field properties sidebar.

6. You can now manage the picklist's options in the Values tab:

• To show or hide an existing option for the picklist on the portal, click an option in the grid.

• To add a new option for the picklist to show on the external portal, type the text you want to show in the picklist dropdown menu and hit Enter or Return on your keyboard. 

7. Turn on the “Show on the internal portal intake form” toggle for the picklist option. Then, click the Save or Add button above the grid. 

8. Close the sidebar. Publish the form to make your changes available on the portal.

Hide Static Party Fields on Portal

Manage Dialing Instructions Options

Allow External Access to Records

After a reporter submits a case via the internal portal, your investigators will pick up the case and document their findings by updating and adding records to the case, like notes, parties, and files. Investigators can share those records with the case's reporter if they have "Set Reporter Access" permissions. To grant this permission to a user role:

1. Navigate to Settings > Access > User Roles. Select a user role in the User Roles grid.

2. Click the Edit button. 

3. Open the "Edit" permissions for files, notes, or parties. Then, click the "Set Reporter Access" permission. There are separate “Set Reporter Access” permissions for files, notes, and parties so you can choose the specific record types the role can share with reporters.

4. Click the Save button.

5. All users with this role will now see the “Allow Reporter Access” checkbox on an external case's parties, files, and notes forms.

Change Inactive Portal Default Text

When you deactivate your internal portal, the link that previously led to the internal portal will now load the following message: "The portal for this application is currently inactive. You cannot submit new cases or access previously submitted cases through this portal."

If you would like to change or add more information to this message, you can update its translation using the following steps.

1. Navigate to Settings > Data > Translations. In the Translations grid, search for the key "portal_disabled_text". 

2. You will see results for the landing pages on the internal and external portals. Check the "Subgroup" column to find the correct translation. The internal portal translation's subgroup is "internal_portal_landing_page"

3. In the "Translation" column, enter a new message to display on the inactive internal portal page. 

4. The system will automatically save your changes when you click outside the “Translation” text box. The text you entered will now be displayed on the inactive internal portal page.

FAQ