Overview#
Pump installs and sets up the portal for you. This page covers what you look after once it's running: who on your team can use the portal features, the settings you can change yourself, which compliance items candidates see, and the password reset email.
This page is for your Pump administrator and is part of the Pump Portal Admin Guide.
Giving staff access#
Video: B1 - Security - who can do what
Two Pump security roles and one column security profile control what staff can do with the portal. Nobody has them until you assign them.
| Give staff | So they can |
|---|---|
| Pump - Portal Manager role | Use Send Invite, Send Reminder, Disable / Enable Portal Access, Unlock Account and Change Password. |
| Pump - Portal Manager column security profile | Make Disable / Enable Portal Access and Change Password work. Give it to the same people as the role. |
| Pump - Compliance Manager role | Work compliance items and compliance item templates. |
To assign them:
- Roles: Power Platform admin center > your environment > Settings > Users + permissions > Users > the user > Manage security roles.
- Column security profile: Power Platform admin center > your environment > Settings > Users + permissions > Column security profiles > Pump - Portal Manager > add the users, or a team they're in.
Staff need to sign out of Pump and back in before the change shows. System Administrators can do everything without either.
Note: Everyone who should send invitations or reminders needs the Pump - Portal Manager role, not just the people who manage candidates' portal access. Without it, the Send Reminder button isn't shown to them.
Settings you can change#
Video: B4 - Email schedules and settings
These settings are environment variables. Each environment has its own values, so your sandbox and production are set separately.
To change one: Power Apps (make.powerapps.com) > your environment > Solutions > PumpPortal > Environment variables > the variable > set a new Current value > Save.
| Setting | Default | What it does |
|---|---|---|
| PortalNotificationSenderEmail | Set by Pump at install | The address every portal email is sent from. See Who the emails go to, and from. |
| PortalSiteUrl | Set by Pump at install | The portal's web address, used for the links in the emails. Only change it if the portal's address changes. |
| PortalReminderDaysFirst | 3 | Days after the invitation before the first registration reminder. |
| PortalReminderDaysSecond | 7 | Days after the invitation before the second registration reminder. |
| ComplianceExpiryReminderDays | 90/30/7/1 | How many days before an item's expiry date the expiry reminders go out, separated by /. |
Finding the portal's address#
To share the portal's address with candidates or put it on your website, use the current value of PortalSiteUrl above. You can also find it in Power Pages (make.powerpages.microsoft.com) > your environment > Active sites: the site's URL is shown on its card.
Which compliance items candidates see#
Video: B2 - Compliance item templates
Whether a candidate sees a compliance item is controlled at two levels:
- The template sets the starting value. Each Compliance Item Template has a Show in Portal setting, and every item created from it copies that value. New templates default to No, and older templates may be blank, so go through your templates and set Yes on every one candidates should see. Do this in both your sandbox and production: templates are data, not part of the portal.
- Each item can be changed. Staff can set Show in Portal to Yes or No on an individual compliance item, for example to hide one item from one candidate. The item's own value is what counts.
Only items set to Yes appear in the portal and are included in the emails. Changing a template only affects items created after the change; existing items keep their own value.
On each template, the Portal Instructions (Override) text and the Complete Button Label control what the candidate is told and what the button says. See Instructions and button text.
The password reset email#
When a candidate clicks Forgot your password? on the portal, they're sent a reset email. That email isn't one of the 7 portal emails:
- It's sent from the member of staff who owns the candidate's Person record, not from the portal address.
- Its wording is Microsoft's, signed "Customer Service".
To change either, edit the Send Email step of the process Send Password Reset To Contact (Settings > Processes in Pump).
Note: Keep a note that you've changed it: a Power Pages update can replace it.