Please note that the first portal user type must be a customer only. Therefore, you cannot add a user from the same domain like your employees in the first portal user type.

1. Choose the module: You can choose to give the customers access to the Leads, Contacts, Vendors or custom modules. The customers will be able to view their own details in the module and based on their permissions, they may be able to add and edit records.
   
2. Select the related modules: The modules that have a lead or contact lookup are listed under the related modules. You can choose the list of related modules that you want the customers to be able to access. Here, only the records that are associated with the module (Leads, Contacts, Vendors, or custom modules) through the lookup field can be viewed.
   
3. Select the layouts of the related modules: You can choose more than one layout for each related module for the portal users to access.
   
4. Define the module record permission: You can set the permission level for each record in a module. For example, you can allow the clients to view or edit their license number or mailing address, or give a vendor read-only permission to purchase orders.
   
5. Select list view: If you have created a canvas view for any CRM module, you can choose either List view or Canvas view to display a record. List view will be selected by default for all modules.
   Note that the custom buttons or custom links will not be displayed for the portal users if they are added to the Canvas or List view.
   
6. Filter By: Select the records that the portal user will view by using the lookup filter. For example, if you have added two lookup fields in the Deals module, you can choose a lookup based on the records that you want the portal user to view. However, the lookup filter will only be available to the existing portal users if they edit the portal configurations.
   
7. Select Public Modules: Any module that you have marked as Public read only or Public read/write/delete (through data sharing settings) will be accessible to the portal users. These modules will be listed under the Public Modules category in Portal and the users (portal) will only have View permission for all the records that are present in the module. When a module is selected from the public modules category it will be removed from the related modules list.
   Note: The Products module must be shared with the portal users to allow them to associate products with the records present in the Inventory modules.  
   
8. Select Web Tabs: As an organization, you may have a few customers who access your crm with the help of portals. In addition to viewing the modules and its related records, they can get access to the web tabs as well. Consider an apparel store that has a webpage www.zylkerapparels.com/announcements, to post important business updates such as sponsorships, tie-ups, new acquisitions, etc. for internal users and stakeholders. They can share this web tab with the stakeholders via portal to provide quick access and easy navigation from within CRM. All the web tabs that you create in Zoho CRM will appear under portal configuration.
   

View list of Portal users in CRM

All users who are part of a portal will be listed under the Users tab in the portal configuration page. You can use filters to find users who are: active, unconfirmed, confirmed or deactivated.

CRM users who have manage users permission in their profile can view the Users tab under Portals. 

Remove portal users

1. Go to the User tab in the portals.
   
2. Filter users using their status or search by their name.
   
3. Select and click Remove users.
   In the confirmation popup, click Remove users.

View information added by the portal users in CRM

Records, notes or values added by a portal user can be viewed in Feeds or right inside the CRM module. 

For example, Russel is a CRM user who invited Sage to access the Contacts module. Sage has the permission to create contacts and deals. When, he creates a new contact in the portal and saves the record Russel can view it inside the Contacts module in his CRM account. 

Note that the record owner will be Russel by default. 

Notifications on every update will be received in Feeds. For example, if a note is added to a record you will get notified via Feeds. You can also reply to the note from the feeds. 

Remember to add the module that you have given access to the portal user in Feed preference, only then you will receive a notification. 

(Type Feeds in the top panel where the module are listed > click Feeds > go to Feeds Preferences and check the Modules > click Save.)

The list of filters and the actions that can be performed are:

1. Active users: Deactivate or remove them from the portal.
   
2. Confirmed users: Change portal user type (transfer to another portal) or remove.
   
3. Unconfirmed users: Reinvite, change user type or remove.
   
4. Deactivated users: Activate, change portal user type or remove.
   

Delete a portal user type

There may be instances when you want to remove a particular portal user type. In that case, you will first have to transfer the users to another portal user type and then delete the portal user type. You can only transfer the users to another portal user type if you want to delete their original portal user type.

If you have not associated any user to a portal user type, you can delete it as it is.

To delete and transfer a portal user type

1. Go to Setup > Channels > Portals.
   
2. Select a portal and hover over it and then  click Delete.
   
3. In the pop-up, click Transfer and Delete.
   
4. Choose a Portal User Type to transfer the user to from the drop-down list.
   
5. Click Yes Proceed.
   

Note

1. If you want to rename a portal user type, click the Edit option in the Portal Configuration page.
   
2. You can deactivate user(s) who are added to a portal, if you don't want them to be a part of it anymore. You can add another user instead, as deactivated user won't count towards your user license. 
   

Deactivate a portal user type

You can deactivate a portal user whenever you need to.

To deactivate a portal user

1. Select a Portal User Type and click Portal Users.
   
2. In the Portal User List popup, toggle off the status bar of the user.
   

Managing Data Privacy of Portal Users

Data processing basis

As a Data Controller, to be GDPR compliant you need to process data based on one of the lawful bases. Based on your business requirement and discretion you can choose a processing basis from the list of bases: legitimate interests, contract, legal obligation, vital interests, public interests, and consent. If consent is the lawful basis used to process data, Zoho CRM provides an option to allow portal users to access the details you store about them, and provide consent to process their personal data.

You must consider the below points when setting data privacy for the portal users:

• The data privacy tab will be displayed for a record only if the compliance settings are turned on.
  
• The portal user can view the data processing basis in their account only if the data processing basis is Consent.
  
• The portal user can also update the consent details of the leads or contacts that they have added.
  
• The portal user can update their consent details from within the portal.
  

Data subject rights

Under GDPR, the portal users have certain rights regarding their personal information. They can manually add a request from the data privacy section in the portal for the following rights:

• Right to delete
  
• Right to stop processing
  
• Right to export
  
• Right to rectify
  

They can also add requests in the portal on behalf of the contacts or leads that they add to the portal. See Also Data Subject Rights