Auto-Invite Users to Portals in Zoho CRM

Auto-Invite Users to Portals in Zoho CRM

Hello Everyone,

You can now automate portal invitations in Zoho CRM with the new Auto-Invite users feature in Portal management. No more manually enabling portal access one by one. With this enhancement, you can automatically send invites for users to access portals based on the conditions you define.

What's New In Portals?

  1. Auto-invite users to portals based on conditions : Set conditions to automatically trigger portal invites.

  2. Set invitation preferences : Choose your language preference for invites and define conditions for each language.

  3. View Failed invitations : Keep track of failed invites with detailed logs

Let's take a look at this enhancement in detail.

Auto-Invite users based on Conditions

You can now set conditions to automatically send invites to users to access a portal in Zoho CRM. When those conditions are met, during record creation or record updates, Zoho CRM will instantly send an invite from the assigned user group to the right contact.


Invitation Preferences

Choose to send invitations in a single language or multiple languages based on the user’s location, preferences, or other criteria. You can set separate conditions for each language preference. For example,

Single language invite

Let's say you own a resume-building software, MonProfil, operating from France. You setup a portal for your French customers so they can build and modify resumes, view and manage their subscriptions, access tutorials and other resources, and so on. While configuring the portal, you can setup auto-invites by selecting in a single language (French). Define the condition, and once it’s met, portal invites will automatically be sent to your French customers.


Multiple language invites

However, if your company expands and allows customers from all over the world to subscribe, you can setup auto-invites for customers from other countries in their respective languages. Here, you can choose multi-language preference, set separate conditions for each language, and whenever those conditions are met, portal invites will be sent in the right language automatically.


Common Condition

You can define a common prerequisite condition that must be met before checking the language-specific conditions. This ensures portal access is offered only when this condition is met first.

Let's say, for your customer portal where you have customers from various countries, you can set a common condition that only customers who have a paid subscription can be invited. Only after this condition is met will language-specific conditions be checked and invites will be sent.



Manage Auto-Invite Configurations

You can edit, pause, or delete auto-invite configurations whenever needed. To avoid sending invites while editing configurations, you can choose to Disable Auto-Invite, make the required edits, and then re-enable auto-invite.


View Failed Invitations through Auto-Invite

You can keep track of failed invitations, including details like the record name, email address, failure date, and the reason for failure. This allows you to quickly identify and fix issues.



We are sure that this enhancement will be greatly beneficial for businesses who manage multiple portals or invite a large number of users regularly in Zoho CRM. Auto-Invite will save your manual efforts, time, and also improve user experience by granting timely access.

We’d love to hear your thoughts on this new enhancement. Drop your questions or feedback in the comments below, and we’ll get back to you at the earliest.


InfoRelease Plan : This feature is available for users of CA and SA DCs for all portal-supported editions. We will release it for the other DCs in a phased manner.

Thanks & Regards,
Serena Woolridge

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