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foundationConnect Reviewer Portal Configuration Guide

@salesforcedocs Last updated: August 12, 2019

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© Copyright 2000–2017 salesforce.com, inc. All rights reserved. Salesforce is a registered trademark of

salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of their respective owners.

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Overview 4

Prerequisites for Installation 4

Configuration 5

Custom Settings 5

Portal User Settings 5

Contact Settings 5

Opportunity Settings 6

Create a New Community 7

Guest User Profile 8

Configure User Registration Field Sets 9

Community User Profile 13

Configure Reviewer Assignment Functionality 13

LOI (Leads) 13

Request (Opportunity) 13

Restrict User Access to Internal SFDC Pages 14

Override Default Pages - Custom Objects 14

Create URL Redirects - Custom Objects 14

Custom Settings 15

Community Administration 15

Members 16

Tabs for Salesforce Tabs + Visualforce 16

Branding 17

To change the dashboard header, footer and color scheme: 17

Login & Registration 18

Login 18

Registration 18

Emails 19

Deactivate default “Welcome” email 19

Configure User Verification and Activation Emails 19

Email Verification 19

Account Activation 21

Configure Auto-activation for User Registration 22

Configure Profile Tabs 24

Contact and Organization Tabs 24

Create a Custom Profile Tab 25

Customize the External Review Object 25

Configure Dashboard Columns 25

RP Community Manager 26

Create a Review 26

Create a Portal Tab 27

Create a Question 27

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Registration and Sign In Pages 28

Use Centralized CSS to Customize Portal Pages 28

Create a New Static Resource 30

Create a “Community Static Resource” Custom Setting 31

Additional Text Customizations 33

Adding Instructional Text on Dashboard 33

Adding Instructional Text for Profile tab 34

Deployment and End User Instructions 34

Activate the Community 34

Assign a Reviewer to an LOI (Lead) or Request (Opportunity) 34

Reviewer Registration 36

Send an Email Via the Portal 38

Overview This guide was designed for Salesforce.com (SFDC) Enterprise instances without any foundationConnect (fC) managed packages installed. All instructions are only applicable to Communities (not .NET) and reference Salesforce Classic setup (not Lightning).

Installation

Prerequisites for Installation

These instructions presume the following:

● Salesforce.com (SFDC) Enterprise instance with the latest foundationConnect (fC) Base and Portal managed packages installed

● Grantee Community installed and configured ● Ability to create more than one community in your instance ● System administrator access to the instance ● Basic proficiency with SFDC and fC configuration

To install the Reviewer Community

1. Ensure the external access setting for the Opportunity object is set to “Private” a. Go to Setup > Security Controls > Sharing Settings. b. Click the Enable External Sharing Model button. c. In the Organization-Wide Defaults section click the Edit button. d. Change the Default External Access setting for Opportunity to "Private". e. Click the Save button. A message will display stating that you "will receive an email when

the organization-wide default update finishes". f. Wait for processing to complete before proceeding to the next step.

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2. Install the latest Reviewer Portal managed package.

Configuration

Custom Settings

1. Navigate to Setup > Develop > Custom Settings > ReviewerPortalConfiguration > Manage. 2. Click the New button - this will create a new record. 3. When the new record opens populate the following fields:

a. Name: Enter a name that reflects the community and, if applicable, the language. For example, “Reviewer Community - English”.

b. Assigned Reviewers Tab Label: If left blank the default caption is “Assigned Reviewers”. c. ReviewEditableStatus: Ready to Review;Review In Progress d. ReviewHistoryTab: Review Submitted;Deadline Passed e. ReviewStatusField: Enter “FC_Reviewer__Status__c” f. Reviewer Inbox Tab Label**: If applicable, enter the dashboard caption for the inbox, e.g.

“c”. 4. Click the Save button.

Populating these fields makes the tabs visible in your Community’s dashboard.

**Populating this field makes the inbox visible in your Community’s dashboard. As of version 2.24, leaving it blank will hide the inbox in its entirety. If you want to display the inbox but limit users’ ability to create messages see the Use Centralized CSS to Customize Portal Pages > Example: Show/Hide Inbox ‘Compose button' section in this guide.

Portal User Settings

1. Navigate to Setup > Create > Objects > Portal User. 2. Scroll down to the Custom Fields & Relationships section. Locate the User Profile field and click on

the field name. 3. When the Portal User Custom Field page opens scroll down to the Picklist Values section and click

the New button. 4. When the Add Picklist Values page opens:

a. Enter "Reviewer" into the text field b. Select (check) the “Current User” and “New User” record types. c. Click the Save button.

Contact Settings

1. Navigate to Setup > Customize > Contacts > Fields. 2. Scroll down to the User Profile field and click on the field name. 3. When the Contact Custom Field page opens scroll down to the Picklist Values section and click the

New button. 4. When the Add Picklist Values page opens:

○ Enter "Reviewer" into the text field

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○ Select (check) the “Current User” and “New User” record types. ○ Click the Save button.

Opportunity Settings

1. Navigate to Setup > Customize > Opportunities > Page Layouts. 2. Click the Edit hyperlink next to “FGM - Request”. 3. When the page opens select “Related Lists”.

4. Drag and drop “External Reviews” to the page layout. This will allow you to see all the external reviews related to a request.

5. Remove the “Reviews” related list from the page layout.

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6. If the Overwrite Users’ Related List Customizations dialog opens click the Yes button. 7. Click the Save button. This will close the page.

Create a New Community

1. Navigate to Setup > Customize > Communities >All Communities. 2. Click the New Community button. This will open Community Builder.

3. Select the “Salesforce Tabs + Visualforce” template and click the CHOOSE button when it appears.

4. Starting with the Spring ‘18 release (version 10.24 and higher), users can choose to create a Lightning Community. There are multiple Lightning templates available and foundationConnect functionality has been verified in each; however, roundCorner recommends using the Napili template for both Grantseeker and External Reviewer Communities in Lightning.

5. When the Name Your Community page opens populate the following fields a. Name: Reviewer Community b. Path: fcreviewer

i. Note: The path must be exactly as shown and spelled above. The portal will not function properly otherwise

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6. Click the Create button. 7. When the community is successfully created Community Workspaces will open.

Guest User Profile

1. When Community Workspaces opens navigate to Administration > Pages > Go to Force.com.

2. Click the Public Access Settings button. This will open the “Reviewer Community Profile”. 3. Click the Edit button. 4. Scroll down to the Standard Object Permissions section and set the following object permissions:

a. Accounts: Read b. Contacts: Read c. Documents: Read

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http://force.com/

http://force.com/

http://force.com/

http://force.com/

5. Scroll down to the Custom Object Permissions section and set the following object permissions: a. Portal Users: Read, Create, Edit, Delete, View All b. Community Configurations: Read, Create, Edit, Delete, View All

6. Click the Save button to commit the changes. 7. Scroll down to the Enabled Visualforce Page Access section and click the Edit button. This will

open the Enable Visualforce Page Access page. 8. Add the following pages from the Available Visualforce Pages picklist:

a. fC_Reviewer.RPCommunityForgotPassword b. fC_Reviewer.RPCommunitySignin c. fC_Reviewer.RPCommunitySignup d. fC_Reviewer.RPCommunitySignupConfirm

9. Click the Save button. This will return you to the profile page. 10. Navigate to Customize > Communities > All Communities. 11. Click the Manage hyperlink next to the community you just created. 12. When Community Management opens navigate to Advanced Customizations > Go to Force.com. 13. Click the Edit button and update the following site settings:

a. Active Site Home Page: RPCommunitySignin b. Inactive Site Home Page: RPCommunitySignin c. Self Registration Page: RPCommunitySignup

Configure User Registration Field Sets

1. Navigate to Setup > Create > Objects and select Portal User.

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2. When the object details page opens scroll down to the Field Sets section.

3. Click the Edit hyperlink next to RPCommunities Sign Up - Step 1. 4. When the edit page opens click the wrench icon next to Last Name.

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5. When the Field Set Item Properties dialog opens select the Required checkbox and click the OK button.

6. Repeat for as many fields you would like to make required. 7. To add a field to the layout click and drag a field from the list of available fields (fields already on

the layout are greyed out) to the In the Field Set section.

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8. To remove a field, click the minus icon next to it.

NOTE: Do not remove any of the fields in the screenshot below as they are needed for user registration. Only remove any other field you may have added to the field set.

9. Click the Save button.

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Community User Profile

1. Navigate to Setup > Manage Users > Profiles. 2. Locate the profile you created for the Grantee Portal based on the Partner Community user license

and click the Clone hyperlink. 3. When the Clone Profile page opens enter “fC Reviewer Community User” into Profile Name and

click the Save button.

Note: If your Organization has Login licences then clone the profile you created for the Grantee Portal based on the “Partner Community Login” user as well and name it “fC Reviewer Community Login User”.

4. After the profile has been cloned click the Edit button and modify permissions for the following objects:

a. Field-Level Security only i. Question Attachment (object) - External Review (field)

b. Object and Field-Level Security i. External Reviews

5. Scroll down to the Enabled Visualforce Page Access section and click the Edit button. This will open the Enable Visualforce Page Access page.

6. If necessary, add the following pages from the Available Visualforce Pages picklist: a. fC_Reviewer.RPCommunityDashboard b. fC_Reviewer.RPCommunityForgotPassword c. fC_Reviewer.RPCommunitySignin d. fC_Reviewer.RPCommunitySignup e. fC_Reviewer.RPCommunitySignupConfirm

7. Click the Save button. This will return you to the profile page.

Configure Reviewer Assignment Functionality

LOI (Leads)

1. Navigate to Setup > Customize > Leads > Search Layouts. 2. Click the Edit hyperlink next to Leads List View. 3. When the Edit Search Layout page layout opens, add the “Community Assign Reviewer” button to

the Selected Buttons picklist. 4. Click the Save button.

Request (Opportunity)

1. Navigate to Setup > Customize > Opportunities > Search Layouts. 2. Click the Edit hyperlink next to Opportunities List View. 3. When the Edit Search Layout page layout opens, add the “Community Assign Reviewer” button to

the Selected Buttons picklist. 4. Click the Save button.

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Restrict User Access to Internal SFDC Pages

Override Default Pages - Custom Objects

Update the default View action for following custom objects:

1. Go to Setup > Create > Objects > [Object] > Buttons, Links, and Actions. 2. Locate “View” and click the Edit hyperlink. 3. Change Override With by selecting "Visualforce Page". 4. When the picklist appears select the specified page defined in the table for the current object:

Object Page Name

External Review OverrideExternalReviewView[FGM_PORTAL__OverrideExternalReviewView]

Create URL Redirects - Custom Objects

1. In order to obtain the Source URL value for the custom objects in your instance you will need to open at least one of each record and make note of the first 3 characters of the record ID:

In this example, the prefix for the External Review object is ”a0m”. Use this table to capture those values.

Object Source URL

Amendment

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Note: If you set up Amendment redirects while configuring the Grantee Portal, you do not need to set up Amendment redirects again. If you try, you will receive a duplicate Source URL error.

1. Go to Setup > Communities > All Communities > Manage Grantee > Community Management > Go to Force.com.

2. Click the URL Redirects button. 3. When the Site URL Redirects page opens, go to the Add A New Rule section and populate as

follows: a. Source URL: Enter a value from the table above prefixed with a backslash, e.g. “/a0m”. b. Redirect Type: Leave as "Permanent (301)". c. Target URL: Enter "/fC_Reviewer__RPCommunityDashboard".


Custom Settings

This custom setting redirects a portal user to the dashboard if they attempt to access a record by modifying the portal URL by appending a record ID, e.g. “https://roundcorner-developer-edition.na17.force.com/006o000000ACLbvAAH”.

1. Go to Setup > Manage Users > Profiles. 2. Locate your reviewer profile. Open it and copy the record ID. In this example that value is

"00eo0000000bGIf".

3. Go to the Grantee Portal Configuration Guide > Restrict User Access to Internal SFDC Pages > Custom Settings for instructions on how to append this value to the existing grantee profile setting. In this example that value would be "00eo0000000bGIf:/fC_Reviewer__RPCommunityDashboard".

Community Administration

1. Navigate to Customize > Communities > All Communities. 2. Click the Workspaces hyperlink next to the community you just created.

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3. From the menu panel, click Administration. This takes you to a page with the following options in the left sidebar.

a. Members b. Tabs c. Login & Registration d. Emails

Members

1. Click on Members. 2. Under Select Profiles, change the Search value to “Portal”. This will update the Available Profiles

picklist. 3. Add the cloned community profile(s) (“fC Reviewer Community User” and, if applicable, “fC

Reviewer Community Login User”) from the Available Profiles picklist. 4. Add the System Administrator (if not already selected) as well as the profile of any users who will

manage and configure the Community settings. 5. Click the Save button to commit the changes.

Tabs for Salesforce Tabs + Visualforce

If you selected the Salesforce Tabs + Visualforce template, follow these steps to set up the available features in your Grantseeker Community.

If you selected Napili or other Lightning Community Template, these instructions do not apply to your Community. For information on building the look and feel of a Lightning Community, please refer to Salesforce documentation.

1. Click on Tabs. 2. Remove “Chatter” from Selected Tabs. 3. Add the following tabs from Available Tabs:

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https://help.salesforce.com/articleView?id=networks_resources.htm


a. Reviewer Dashboard b. Profile


Branding

Setting branding properties allows you to update Communities to better match your organization’s marketing collateral such as your website and brochures.

To change the logo on the sign in and registration pages:

NOTE: You can skip this step if you have already executed this process for the grantee portal.

1. Navigate to the Documents tab and go to the "Communities Shared Document Folder". 2. Click the New Document button. 3. When the Upload New Document page opens populate the following fields:

a. Document Name: Enter a name such as "fCLogo_ReviewerLoginPage". b. Document Unique Name: This will auto-populate based on the value entered in

Document Name. c. Externally Available Image: Select (check) the checkbox.

4. Click the Browse… button and select the replacement image. 5. Click the Save button. 6. Go to Setup > Create > Custom Labels and open "fC_Logo_Name". 7. Click the New Local/Translations/Overrides button. 8. Populate the following fields:

a. Language: Select “English” b. Translation Text: Enter the name of the new document, e.g. “fCLogo_ReviewerLoginPage”.


To change the dashboard header, footer and color scheme:

If you selected the Salesforce Tabs + Visualforce template, follow these steps to set up the header, footer, and color scheme in your Grantseeker Community.

If you selected Napili or other Lightning Community Template, these instructions do not apply to your Community. For information on building the look and feel of a Lightning Community, please refer to Salesforce documentation.

1. Go to Branding and select files to replace the Header and/or Footer. a. The files used for the Header and Footer must be uploaded to Documents as publicly

available files. b. The header can be .html, .gif, .jpg, or .png. c. The footer must be an .html file. d. The maximum file size for .html files is 100 KB combined. So, if you have a header .html file

that is 70 KB and you want to use an .html file for the footer as well, it can only be 30 KB. e. The maximum file size for .gif, .jpg, or .png files is 20 KB. f. The header you choose replaces the Salesforce logo below the global header. g. The footer you choose replaces the standard Salesforce copyright and privacy footer.

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h. Modify the color scheme to match your organization’s branding

Login & Registration

Login

1. In the picklist, select “Visualforce Page”. 2. Click on the lookup icon (magnifying glass), enter “RPCommunitySignIn” in the search box and

click the Go! button. 3. Select the form associated with the “fC_Reviewer” Namespace Prefix. This will return to you

Community Management.

Registration

If you want to allow visitors to self-register for access to the community then:

1. Check (select) Allow external users to self-register. This will display several registration properties.

a. Set the following properties: i. Choose a self-registration page

1. In the picklist, select “Visualforce Page” 2. Click on the lookup icon (magnifying glass), enter “RPCommunitySignup”

in the search box and click the Go! button. 3. Select the form associated with the “fC_Reviewer” Namespace Prefix.

This will return to you Community Management. ii. Assign registering users to

1. Profile: Enter “fC Reviewer Community User” 2. Account: Leave blank

2. Click the Save button to commit the changes.

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Emails

Deactivate default “Welcome” email

1. Navigate to Customize > Communities > All Communities. 2. Click the Manage hyperlink next to the reviewer community. 3. In the left-hand menu click navigate to Administration > Emails. 4. In the Email Templates section, deselect (uncheck) the Send welcome email checkbox. 5. Click the Save button.

Configure User Verification and Activation Emails

Before configuring the verification and activation emails you will need to create the following Email Templates:

● Email Verification - Reviewer: This is sent to reviewers who self-register on the site. ● Account Activation - Reviewer: This is sent to reviewers whose accounts have been approved and

set to Active by foundation staff.

Email Verification

1. Navigate to Setup > Communication Templates > Email Templates and go to the FGM Portal Email Templates folder.

2. Click the New Template button. 3. Select HTML (using Letterhead) and click the Next button. 4. When the New Template page opens, populate the following values:

a. Folder: Change this if you want to store the template in a different folder b. Available for Use: Check (select) this box. c. Email Template Name: Enter “Email Verification - Reviewer” d. Template Unique Name: Will automatically populate based on the value entered into

Email Template Name.

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e. Letterhead: If using a letterhead select it from the picklist f. Email Layout: Select “Free Form Letter” g. Description: Optionally enter a description for the template

5. Click the Next button. This will open the template edit page. 6. Enter a Subject value that will clearly identify to the recipient that the email is coming from your

organization. 7. Copy and paste the following into the content field:

Hi {!FGM_Portal__Portal_User__c.FGM_Portal__FirstName__c},

Thank you for registering! Before you can get started, please confirm

your email address by clicking the link below:

https://{!FGM_Portal__Portal_User__c.FGM_Portal__Domain__c}/fcreviewer/fC

_Reviewer__RPCommunitySignupConfirm?id={!FGM_Portal__Portal_User__c.Id}&c

ode={!FGM_Portal__Portal_User__c.FGM_Portal__Confirmation_Code__c}

Thanks,

{!Organization.Name}

8. If necessary, modify the content to meet your organization’s specific needs, e.g. include the community moderator’s contact information. Click the Next button.

9. If you want to create a text-only version of this template, click the Copy text from HTML version button.


In addition to the template you must create a workflow rule and email alert that will send the email to the intended recipient.

1. Navigate to Setup > Create > Workflow & Approvals > Workflow Rules. 2. Click the New Rule button. This will open Step 1 of the new workflow rule wizard. 3. Select “Portal User” as the Object and click the Next button. 4. In Step 2, enter “Email Verification - Reviewer“ as the Rule Name and optionally enter a

description. 5. Under Evaluation Criteria, select “created, and every time it’s edited” 6. Under Rule Criteria, change the picklist to “formula evaluates to true” and paste the following into

the formula field:

AND(NOT(ISBLANK(FGM_Portal__Email__c)),

NOT(ISBLANK(FGM_Portal__Confirmation_Code__c)), OR(ISNEW(),

ISCHANGED(FGM_Portal__Confirmation_Code__c)),

INCLUDES(FGM_Portal__User_Profile__c ,'Reviewer'))

7. Click the Check Syntax button to ensure there are no errors in the formula. a. If you get this error “Function ISNEW may not be used in this type of formula” go back to

Evaluation Criteria and ensure “created, and every time it’s edited” is selected. 8. Click the Save & Next button to go to Step 3. 9. At Step 3, expand the Add Workflow Action picklist and select “New Email Alert”.

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10. When the New Email Alert page opens, populate the following fields: a. Description: Email Verification - Reviewer b. Unique Name: This will auto-populate based on the value entered into Description. c. Email Template: Enter or select the email verification template you just created, “Email

Verification - Reviewer”. d. Recipient Type

i. Change the Search value to “Email Field”. This will update the values in the Available Recipients picklist.

e. Selected Recipients: Add “Email Field: Email” f. Additional Emails (if applicable)

11. Click the Save button to return to Step 3. 12. Click the Done button. 13. When the workflow rule detail page opens, click the Activate button. The Active checkbox should

now be selected.

Account Activation

1. Navigate to Setup > Communication Templates > Email Templates and go to the FGM Portal Email Templates folder.

2. Click the New Template button. 3. Select HTML (using Letterhead) and click the Next button. 4. When the New Template page opens populate the following values:

a. Folder: Change this if you want to store the template in a different folder b. Available for Use: Check (select) this box. c. Email Template Name: Enter “Account Activation - Reviewer” d. Template Unique Name: Will automatically populate based on the value entered into

Email Template Name. e. Letterhead: If using a letterhead select it from the picklist f. Email Layout: Select “Free Form Letter” g. Description: Optionally enter a description for the template

5. Click the Next button. This will open the template edit page. 6. Enter a Subject value that will clearly identify to the recipient that the email is coming from your

organization. For example, “Activate Your Foundation Reviewer Community Account!” 7. Copy and paste the following into the content field:

Hi {!FGM_Portal__Portal_User__c.FGM_Portal__FirstName__c},

Your registration request has been approved! The next (and final) step is

to activate your registration by clicking the link below.

https://{!FGM_Portal__Portal_User__c.FGM_Portal__Domain__c}/fcreviewer/fC

_Reviewer__RPCommunitySignupConfirm?id={!FGM_Portal__Portal_User__c.Id}&c

ode={!FGM_Portal__Portal_User__c.FGM_Portal__Confirmation_Code__c}

Thanks,

{!Organization.Name}

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8. If necessary, modify the content to meet your organization’s specific needs, e.g. include the community moderator’s contact information. Click the Next button.

9. If you want to create a text-only version of this template, click the Copy text from HTML version button.


In addition to the template you must create a workflow rule and email alert that will send the email to the intended recipient.

1. Navigate to Setup > Create > Workflow & Approvals > Workflow Rules. 2. Click the New Rule button. This will open Step 1 of the new workflow rule wizard. 3. Select “Portal User” as the Object and click the Next button. 4. In Step 2, enter “Account Activation - Reviewer“ as the Rule Name and optionally enter a

description. 5. Under Evaluation Criteria, select “created, and any time it’s edited to subsequently meet

criteria”. 6. Under Rule Criteria add the following criteria:

a. Criteria 1 i. Field: Portal User: Approval Status ii. Operator: equals iii. Value: Approved

b. Criteria 2 i. Field: Portal User: User Profile ii. Operator: equals iii. Value: Reviewer

7. Click the Save & Next button to go to Step 3. 8. At Step 3, expand the Add Workflow Action picklist and select “New Email Alert”. 9. When the New Email Alert page opens populate the following fields:

a. Description: Account Activation - Reviewer b. Unique Name: This will auto-populate based on the value entered into Description. c. Email Template: Enter or select the email verification template you just created, “Account

Activation - Reviewer”. d. Recipient Type

i. Change the Search value to “Email Field”. This will update the values in the Available Recipients picklist.

e. Selected Recipients: Add “Email Field: Email” f. Additional Emails (if applicable)

10. Click the Save button to return to Step 3. 11. Click the Done button. 12. When the workflow rule detail page opens click the Activate button. The Active checkbox should

now be selected.

Configure Auto-activation for User Registration

In the standard user registration process outlined in the Reviewer Registration section, once the system administrator sets the Approval Status to “Approved” on a new registrant’s Portal User record the registrant is directed to a web page where they must click the Activate button. This activation process

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creates an account (if one doesn’t already exist), a contact record and corresponding Salesforce user. They are then directed to a web page with a Go to Login Page button that directs them to the portal’s home page.

The auto-activation feature automatically executes the activation process on approval. The registrant is no longer directed to the page with the Activate button; instead they go directly to the web page where they can click the Go to Login Page button.

To Implement

1. Navigate to Setup > Develop > Custom Settings > Community Setting and click the Manage link. 2. Click the New button - this will create a new record. 3. When the new record opens populate the following fields:

a. Name: Enter “AutoActivateReviewer”. b. IsEnabled: Check (select) the box.

4. Click the Save button. 5. Copy the profile ID of the user profile that will be assigned to the registrant once they are activated

a. Go to Setup > Manage Users > Profiles > fC Reviewer Community User’s Profile b. Copy the 15-digit ID at the end of the URL

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6. Navigate to Setup > Develop > Custom Settings > Global Portal Settings and click the Manage link.

7. Click the Edit button. 8. When the record opens in edit mode populate the following fields:

a. Reviewer Community ProfileID: Paste the profile ID of the user profile that will be assigned to the registrant once they are activated.

i. NOTE: This is a required field for auto-activation. The system will throw an error when the portal user is approved if this field is not populated and auto-activation is enabled.

b. Reviewer Site ContactID: Set to the contact ID of the Site Contact associated with your reviewer portal (Communities > Pages > Go to Force.com > Site Contact).

NOTE:

● If auto-activation is enabled and a registrant’s Approval Status is changed to "Approved" they will be directed to the landing page with the Go to Login Page button.

● If auto-activation is not enabled and a registrant's Approval Status is changed to "Approved" they will be directed to the landing page with the Activate button.

● If the user associated with the Site Contact is deactivated (the contact whose ID is referenced in Reviewer Site ContactID) then the current system admin will be the owner of the registrant’s account and contact records.Portal User

● The IsAutoActivated field on the object will remain unchecked after conversion and any corresponding workflow rules have fired - this is not a bug.

Configure Profile Tabs

The administrator can determine whether the Contact, Organization or a custom Profile tab is displayed to a specific type of user based on the Profile Type value on the user record when User Profile Grantee = “Reviewer”.

Contact and Organization Tabs

The following Community Setting custom setting controls access to these tabs:

Profile Type Organization Tab Contact Tab

Organization ShowOrganizationTabToReviwerOrg ShowContactTabToReviwerOrg

Individual ShowOrganizationTabToReviwerInd ShowContactTabToReviwerInd

1. Navigate to Setup > Develop > Custom Settings > Community Setting and click the Manage link. 2. Click the New button - this will create a new record. 3. When the new record opens populate the following fields:

a. Name: Enter the applicable setting from the table above. Exactly as shown and spelled. b. IsEnabled: Check (select) the box.


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5. Repeat as necessary.

Create a Custom Profile Tab

The following settings control access to custom Profile tabs:

● Show Tab to Individual Users ● Show Tab to Organization Users

Customize the External Review Object

The External Review object should be updated with custom fields to capture the feedback you expect to receive from your reviewers. Adding custom fields is standard SFDC functionality so please see Help & Training in your instance for details on how to create them.

Configure Dashboard Columns

To configure which fields portal users see on the External Review dashboard:

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1. Go to Setup > Create > Objects> External Review. 2. Scroll down to the Field Set related list and click the Edit hyperlink next to the

ReviewerDashboardFields fieldset. 3. Add or remove fields as necessary and click the Save button to commit your changes.

RP Community Manager

Now that the basic Community configuration has been completed it is time to construct the reviews the reviewers will see in the community.

The RP Community Manager allows you to control the following functionality:

● Page Layout Configuration ○ Design PageLayout/View existing page layout

To access RP Community Manager:

● Click the + sign on the tab bar ● When the All Tabs page opens scroll down to RP Community Manager and click on the hyperlink.

Create a Review

1. Open RP Community Manager. 2. Click on Design PageLayout/View existing page layout. 3. When the Design Page Layout page opens populate the following fields:

a. Select Object: Select "External Review" b. Select Portal Type: Select "Reviewer" c. Select Record Type: Select "Initial Review"

4. Click the Create New button.

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5. An initial tab labeled Application Details will be automatically created with a Tab Sort Order of 0 and displayed on the Portal. This tab must stay in the first position to display the submitted application.

6. Administrator can choose to hide certain questions and attachments from the Reviewer’s view. To do this:

a. Navigate to the Community Manager tab (you may need to click the + to the right of all tabs and find the Community Manager from the list)

b. Click the Design an Application/View existing Application link c. Open an existing application or create new d. On all salesforce Data Type and Attachment questions, there is a checkbox called “Hide

question from Reviewers?” Select this box to hide the question or attachment from the Reviewer’s view of the grant application in the Reviewer portal.

Note: Related List Tab Questions can be hidden from Reviewers using the above steps. However, note that if a question is marked as hidden from the Reviewer, but is included in the tab’s table, the reviewer will see a table with a blank column.

Create a Portal Tab

NOTE: This tab with contain the fields into which the reviewer will enter their feedback.

1. Click the Add Tab button and select “Portal Tab” to create a new tab. 2. When the Portal Tab dialog opens populate the following fields:

○ Tab Name: The caption displayed to the user, e.g. “Reviewer Feedback” ○ Tab Sort Order: Order in which this tab will be shown, e.g. “1” ○ Object Name: This will be defaulted to “External Review” and cannot be changed.

3. Click the Save button to return to the Page Layout Designer. Note that the tab is now displayed.

Create a Question

NOTE: Questions will correspond to the custom fields created on the External Review object to capture the reviewer’s feedback.

1. To add a question to the review select the New option to open a new question record. 2. Populate the following fields:

a. Question: Text of the question, e.g. Does the content of the essay answer the question and has a viewpoint thesis that is central to the question, interesting, original, striking, and substantial?

b. Pre-Text (optional): Text that will appear above the question. c. Post-Text (optional): Text that will appear below the question. d. Type

i. Salesforce Data Type: The value entered by the end user will be automatically populated into a specified External Review custom field.

ii. Instruction: Used to display instructional text to the end user and does not accept any input.

iii. Attachment: Allows the user to upload one or more attachments. e. Field: The custom External Review field to which the response will be saved

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i. NOTE: 1. Is only displayed when “Salesforce Data Type” is selected as the Type 2. Is required when visible

3. Click the Save button. Note that the question is displayed on the tab in the first position. 4. The saved question can be modified in the following ways:

a. Type and, if applicable, Field can be changed b. Click the Edit hyperlink to make the following modifications (This will take you out of RP

Community Manager) i. Change the question Sort Order ii. Determine the Language in which the question will appear to the user (?)

c. Click the Delete hyperlink to delete the question. d. Click the View Question hyperlink to see the full SFDC Question record

i. NOTE: This will take you out of RP Community Manager e. You can make the question required by selecting (checking) the Required? checkbox.

5. If the question Type is “Attachment” then you also have the ability to create a Naming Formula. Please see the Grantee configuration document for more information on this feature.

6. Repeat the process of creating tabs and questions until you have completed your review. So long as there is at least one review and one question defined:

a. you can clone existing reviews and questions for use in other reviews. b. additional tab types “Related list with Tab” and “iFrame” tab are now available.

i. Please see the Grantee configuration document for more information on these features.

Registration and Sign In Pages

Use Centralized CSS to Customize Portal Pages

The Centralized CSS functionality has been implemented so that foundationConnect clients can control the look and feel of identified pages.

The following instructions presume:

● the installation of Reviewer Portal Managed Package 2.11 or higher

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● if applicable, Cascading Style Sheet (CSS) located on an external server ● expert proficiency with CSS code and HTML syntax

The portal package has a Static Resource named RPCommonResource that governs the branding of the dashboard and related components such as buttons, tabs and font color. Below is an example of changes made to the dashboard by updating the static resource.

This document provides an example of how to use CSS to hide the standard SFDC copyright footer.

Update the default foundationConnect Static Resource

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1. Go to Setup > Develop > Static Resources and click on "RPCommonResource". 2. When the resource opens click on the View file hyperlink and download the

“fC_Reviewer__RPCommonResource“ file to a folder. 3. Update the file name with ".zip" as the extension, e.g. “fC_Reviewer__RPCommonResource.zip”. 4. Extract the files and locate the "application_css” folder. 5. Locate the “application.css” file in that folder. 6. Locate the following lines of code:

/*.zen-pageFooter {

margin-top: 10px;

text-align: center;

display: none;

}*/

7. Modify the code by removing “/*” and “*/” and save the file. The lines of code should now look like this:

.zen-pageFooter {

margin-top: 10px;

text-align: center;

display: none;

}

8. Navigate up to the "application_css” folder and compress the folder into a new zip file.

Create a New Static Resource

1. Log into SFDC and navigate to Setup > Develop > Static Resources and click on the New button. 2. When the Static Resource Edit page opens populate these fields as follows: 3. Name: Enter a name such as "fCCommonResource_Modified". 4. Cache Control: Select "Public" 5. Click the Browse... button and select the newly created zip file, “application_css.zip”. 6. Click the Save button.

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Create a “Community Static Resource” Custom Setting

1. Go to Setup > Develop > Custom Setting and locate “Community Static Resource”. 2. Click on the Manage link. 3. Click the New button to open the Community Static Resource Edit page. 4. Populate the following fields: 5. Name: Enter “CommunityResource_GranteePortal”. 6. File Relative Path: Enter the file path. In this example that would be

“/application_css/application.css”. 7. Static Resource Name: The name of the newly created static resource. In this example that would

be “fCCommonResource_Modified”. 8. Click the Save button.

Update the “RP_Static_Resource_Record_Label” Custom Label

1. Go to Setup > Create > Custom Labels and click on “Community_Static_Resource_Record_Label”. 2. When the record opens click the New Local Translations/Overrides button.

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3. When the Translation Edit page opens populate the following fields: 4. Language: Select "English". 5. Translation Text: Enter the name of the newly created custom setting, EG.

“CommunityResource_ReviewerPortal”. 6. Click the Save button.

Example: Show/Hide standard Salesforce footer

User can show / hide standard salesforce footer from all reviewer portal pages using centralized css file. Below are the steps that need to be followed for hiding / showing std. salesforce footer -

1. If user is using his/her own custom css file, then he/she needs to add below style class in css file and upload this updated css file in static resource in order to hide std. salesforce footer from the pages -

/*Hide Footer start*/

.zen-pageFooter {

margin-top: 10px;

text-align: center;

display: none;

}

/*Hide Footer end*/

2. If user wants to show std. salesforce footer for reviewer portal pages, then he can do so by commenting /removing above class from his css file and uploading back updated css file in static resource.

Example: Show/Hide Inbox ‘Compose button’

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User can hide Compose button from Reviewer inbox by using centralized css file. Below are the steps that need to be followed for hiding / showing compose button -

1. If user is using his/her own custom css file, then he/she needs to add below style class in css file and upload this updated css file in static resource -

/* Start of Hide Compose Button */

.btnCompose_hide {

display : none !important;

}

/*End of Hide Compose Button */

2. If user wants to show Compose button for Reviewer inbox, then he can do so by commenting /removing above class from his css file and uploading back updated css file in static resource.

Additional Text Customizations

Hiding Pre-Text and Post-Text after Review Submission

NOTE: If you are upgrading from a previous version of the Communities portal please make the following updates after upgrading:

● Set Field Level Security for your reviewer profile by checking Visible on the Hide Pre Text and Hide Post Text check boxes on the Quiz Question object. There are two of each check box - one for the Grantee and one for the Reviewer portal. Select all four.

● Update any existing questions in the Reviewer Community Manager on which you want to hide the pre- or post text by checking Hide PreText? and/or Hide PostText?.

Hiding Pre-Text and Post-Text after External Review Submission

1. Go to RPCommunity Manager > Design / View Existing Page layout. 2. Select Object and open its corresponding page layout for which you want to show/hide pre-text

and/or post-text for the questions after record submission. 3. Check ‘Hide Pre-text?’ checkbox to hide pre-text and ‘Hide Post-text?’ checkbox to hide post-text

for the Questions on record submission. 4. Save page layout by saving Questions.

Adding Instructional Text on Dashboard

1. Go to Setup > Develop > Custom Settings. 2. Click the Manage hyperlink next to Community Setting to open the Custom Setting page. 3. Click the New button to open the Custom Setting Edit page. 4. Populate the following fields:

1. Name: Enter "RP_DashboardInstructionalTextEnabled".

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2. IsEnabled: Check (select) the box. 5. Click the Save button. 6. Go to Setup > Create > Custom Labels. 7. Locate and click on RP_DashBoardInstructionalText to open the custom label record. 8. Click the New Local Translations/Overrides button to open the New Translation Page. 9. Populate the following fields:

1. Language: Select "English" 2. Translation Text: Enter the text you want displayed on the dashboard. NOTE: This field

supports HTML tags. 10. Click the Save button.

Adding Instructional Text for Profile tab

1. Go the the fC Portal Management app and click on the CustomHTML Records tab. 2. Click on the New button to open the CustomHTML Edit page. 3. Populate the following fields:

1. CustomHTML Name: Enter "ReviewerProfile". 2. Description: Enter the text you want displayed. NOTE: This supports HTML tags. 3. Language: Select "en_US". 4. Location/Position: Select "Header". 5. Associated fC Portal Type: Select "Reviewer".


Deployment and End User Instructions

Activate the Community

1. Navigate to Customize > Communities > All Communities. Click the Manage hyperlink next to the Reviewer community.

2. Click the Activate button. 3. Disseminate your community’s URL on your website, in an email, via a social networking tool such

as Facebook, or via any other means you use to distribute a URL to your constituents.

Assign a Reviewer to an LOI (Lead) or Request (Opportunity)

1. Click on the Lead or Opportunity tab. 2. Select the record(s) to be assigned to a reviewer. 3. Click the Assign Reviewer button.

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4. When the assignment page opens enter the name of the reviewer into the search field and click the Search button.

5. If a matching reviewer is found the Search Result dialog will open. Select the checkbox next to the reviewer’s name and click the Add button. This will close the dialog

6. Repeat for as many reviewers as you want to assign to the opportunity(ies). 7. Select the checkbox next to the reviewer name(s) and click the Assign button.

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8. The selected reviewers are now assigned to the opportunity. Click the Close button.

Reviewer Registration

1. Open a browser and go to the Reviewer Community URL provided by the foundation. 2. Click on the New User? link to open the Portal Sign Up page.

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3. Click the Next button. Populate all the requested fields 4. The system will pre-populate Username with a value based on your email address. You can accept

this default or overwrite it with another value. 5. Enter a passwordinto Password and Confirm Password. 6. Click the Register button. 7. You will see the following page saying your request to join the community has been received and

an email will be sent to the email you supplied:

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8. Upon receipt of the email click the URL supplied at which point you will see the following confirmation:

9. Once the foundation has approved your registration an email will be sent to the email address you supplied. Upon receipt of the email click the URL supplied at which point you will see the following confirmation:

10. Click the Activate button at which point you will see the following confirmation:

11. Click the Go to login page button which will take you to the community log in page.

Send an Email Via the Portal

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Portal users can send email messages in regards to specific requests using Compose Message.

1. Click the Compose Message button. 2. Populate the following fields

1. RFP/Competition: Select the Campaign of the request 2. Request: Select the specific request. This will only display requests to which the user has

access. 3. Subject: Enter the email’s subject 4. Body: Enter the message.

3. Click the SEND button. 4. The email will be sent to the Email Contact defined for the RFP/Competition and to the user

sending the message. It will also be attached to the request in the Activity History related list.

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