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Portal setup: add terms for your portal

Elizabeth
  • Updated

Summary

Add terms of service to your portal. Users must accept terms before using the portal, including your eCommerce store. You can download a record of acceptances.

Portal terms of service and eCommerce features are available to all customers.

If you need to update your terms after publishing, the application creates a new draft, based on your existing terms, to replace the existing set. Once you publish the new terms, your users must accept them again.

Archiving the terms removes them from the portal and the eCommerce site. The application keeps a read-only copy.

See Collection: eCommerce to see where this step fits in your eCommerce store planning.

Privacy policy vs terms

The privacy policy is similar to the terms available within the portal. See Portal setup: add a privacy policy to the registration page

The following descriptions outline where the 2 features are different, and where they look the same.

Privacy policy

The privacy policy is:

  • optional for your portal setup
  • optional for portal users to review
  • viewable outside the portal only
  • accessible to anyone on the internet
  • available from registration page
  • editable, with previous versions archived

Terms

The terms you add to a portal are:

  • optional for your portal setup
  • a required step before continuing to use the portal, after you turn on the feature
  • viewable only within the portal
  • accessible only after logging in
  • available immediately after first login, and from the user’s profile page
  • editable, with previous versions archived

Note: After changing terms, you can require all users to review and agree to the new version, the next time they log in.

Terms and sub-portals

If you use multiple portals, you can create separate terms for each portal.

You can copy terms from one portal to another within the same realm. Copying terms creates a draft in the second portal and overwrites any existing draft terms. You need to review the draft and publish terms in each portal.

See Create and manage sub-portals.

Access permissions

Privacy policy setup is accessible to admins with access to portal settings.

See Portal setup: create admin accounts.

Add terms to your portal

  1. From main navigation select Settings > Users > Terms.
  2. Toggle Enable terms to turn on the feature This step makes other Terms options visible onscreen.
  3. Select Enable Terms and:
    • enter a Terms Title and an optional Reference 
    • from Present to, select one of All users, or All users excluding admins
    • enter your terms text in CK Editor
  4. Optionally, Save to record your work, to review and publish later.
  5. When your text is ready, select Publish.
  6. In the confirmation dialog that opens, select Publish.

The following screenshot shows the Terms page with the CK Editor, when an admin is editing existing terms.

sample_terms_text_excluding_admins.png

Update your terms

  1. From main navigation select Settings > Users > Terms.
  2. In your current terms select More (aka 3-dot menu) > Update Terms.
  3. In the confirmation dialog that opens, select Update Terms to open the CK Editor and update or replace your current terms. 

The following screenshot shows More (aka 3-dot menu) > Update Terms for a sample set of terms.

select_more_to_update_terms.png

Copy terms to another portal

This procedure has 2 parts: copying, and publishing.

  1. From the source portal’s main navigation go to Settings > Users > Terms.
  2. In the policy shown select More (aka 3-dot menu) > Copy to....
  3. From Publishing Terms, select the target portal.
  4. Select Copy.

You need admin permissions that include portal permissions in the target portals to complete this step.

  1. In each portal go to Settings > Users > Terms.
  2. From Terms select More (aka 3-dot menu) > Publish.
  3. In the confirmation dialog that opens, select Publish.

Archive your terms

If you no longer need terms, you can archive them. The application removes the terms from your site, and retains a read-only copy, available to admins.

  1. From main navigation select Settings > Users > Terms.
  2. In your current terms select More (aka 3-dot menu) > Archive.
  3. In the confirmation dialog, select Yes to finish.

Export terms acceptance report

The application logs your users' acceptances of your terms. Download these acceptances for your records.

  1. From main navigation select Settings > Users > Terms.
  2. From Report, select Export to Excel. 
  3. From the message, Your file has been generated and is available here for download. (This URL will expire in 15 mins), select the link to download the spreadsheet.
  4. Close to finish.

See:

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