Transition to the Portal With Fund Advisor Access

The legacy fund advisor portal will sunset April 1, 2025. Use the guide below to implement fund advisor access to the Portal which has an updated look and feel but retains the functionality of the legacy fund advisor portal. All current fund advisor tab permissions remain the same.

The Portal also offers functionality and access to different groups that did not exist in the legacy fund advisor portal. This access can be set up at any time; however, fund advisors will be switched over to the Portal on April 1, 2025 so focusing on that group first is recommended. Portal provides more guidance.

Step 1: Configure the Portal Style 

Styles provides guidance on customizing the Portal. Styles created for the Giving Hub can be applied to the Portal. If no style is created, then the Portal will use the default style until a customized one is configured and applied. The image below uses the default style.

 

Styles can be applied to the following areas of the Portal: 

• Portal Style
• Portal Affiliate Style
• Portal Fund Style

Step 2: Review and Select Portal Settings

1. Navigate to Portal Options, and click Portal Settings in the left-side menu.
2. Click Edit.
3. Check Enable Portal, and then click Update.
4. Review and select the settings needed in the Profile tab and Fund Advisor tab. 
   • These are the specific tabs needed to provide access to your fund advisors.
   • Any settings previously configured for profiles or fund advisors will remain the same.
   • The additional settings in the remaining tabs can be reviewed and set at a later time when Portal access to that group is provided.
      
   • The Portal Settings section of Portal Options Settings provides additional guidance.
5. Once settings have been reviewed, click the Fund Advisor tab.
    
6. In the Fund Advisor section, click Edit Fund Advisor.
7. Check Enable Fund Advisor Portal, and then click Update.

Step 3: Review and Select Portal Content

1. Navigate to Portal Options, and click Portal Content in the left-side menu.
2. Review and update the content needed in the Profiles tab and the Fund Advisor tab.
   • Rich text options exist in several fields.
      
   • The Portal Content section of Portal Options Content provides additional guidance.

Step 4: Review and Select Notifications 

1. Navigate to Portal Options, and click Portal Notifications in the left-side menu.
2. Review and update the notifications related to the profiles and fund advisors.
   • Profiles - Review Profiles Updates tab.
   • Fund Advisors  - Review Recurring Grants tab, Grant Requests tab, and Voucher Requests tab.
   • The Portal Notifications section of Portal provides additional guidance.

Step 5: Review Profile Login and Access

Portal Login for Existing Fund Advisors

• Fund advisors who already have access to the legacy fund advisor portal will be able to seamlessly access the Portal once they have the new url and/or the Redirect Legacy Fund Advisor Portal Login setting has been enabled. They will not need to update their username and password to the Portal.
• Current, correct email addresses in the system are an important part of the login process. If profiles share a primary email address, then the user will have multiple profiles to select from when they log in to the Portal.

Portal Login for New Fund Advisors

When setting up a new fund advisor, there are options for giving them login access to the Portal.

• Provide the url for the Portal via an external email and allow the new fund advisor to login using their email address and an authentication PIN number. 
  • Option 1 in the Login section of Portal provides additional guidance.
• Set a username and temporary password for the new fund advisor and provide the login credentials via external email.
  • Login Setup for Portal Users and Fund Advisors provides additional guidance.

Step 6: Test Profile Access and Permissions

Once styles, settings, content, notifications, and access have been configured, testing the access your fund advisors will have in the Portal is recommended.

Below are the steps for admins to use to sign into the Portal as a fund advisor from the fund advisor Profile page.

1.  
   1. Navigate to the fund advisor's profile page. This is different from their fund advisor designation page.
   2. Click the Login Info tab.
       
   3. Locate the Login Information section, and then click Login As. 
      • When a user logs in as fund advisor, they are logged out as admin in the system.
        • To maintain access to your CommunitySuite admin account and utilize the Login As functionality for fund advisors, the use of two different browsers or an incognito browser when proxying in as another profile to view their Portal access is recommended. 

Step 7: Develop Communication Materials for Portal Changes

• Trial Run - Consider having a small group of fund advisors test out the new Portal and provide feedback prior to launch/switch over.
• User Guides/Resources - If organizations use custom instructions/screenshots/videos that are shared with fund advisors, update these to include the new look of the Portal and the location of items in the left navigation and secondary navigation menus.
• Communications - Consider what methods of communication will be used to inform existing fund advisors about the upcoming changes: email, social media, in-person training, etc. If access is being given to new users and new tabs in the Portal, then consider segmenting these communications to focus on each group - existing versus new Portal users.

Step 8: Enable the Portal

Once all settings and content have been set up and verified and a launch plan is in place, enable the Portal.

Enable the Portal in Your CommunitySuite Live Site

1. Navigate to Portal Options, and click Portal Settings in the left-side menu.
2. Click Edit.
3. Check Redirect Legacy Fund Advisor Portal Login, and then click Update.

Update Portal URL on Your Organization's Webpages and/or Social Media Channels

• Remove the legacy Fund Manager Login link and replace with the Portal Login link.
  1. To access this link, navigate to the Home page.
  2. Click System URLs in the left-side menu.
  3. Copy the Portal Login link.

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