Board Portal

Give board members visibility into certain organizations, requests, portfolios and documents through the board portal.

Board members can be given access to view specific data through the board portal. This can include organizations, requests, portfolios, and documents. This can be a helpful tool for board members who would like visibility into the foundation's grantmaking, or to stay up-to-date on portfolio progress.

The framework for the data that will be visible must first be configured in site settings. Specific data (e.g. requests, organizations, portfolios) can then be published to the board portal either individually or in batch. 

Configure Board Portal Pages 

While the Home page is always visible in the board portal, the other pages are configurable. From Admin Tools & Settings, you can configure the Portfolio Detail, Organization Detail, and Request Detail pages to be active or inactive in the board portal. If active, these detail pages are displayed when a board member clicks a portfolio, organization, or request. You can also configure list views for each page, which can then be added when building each of the board portal pages.

Configure Visible Page Types

1. Click the gear icon in the quick navigation menu.
2. Click Board Portal.
   
   
   
3. Click the pencil icon next to the Portfolio Detail, Organization Detail, or Request Detail page type.
   
   
   
4. Edit the options as needed, and then click Save.
   1. Inactive - Select No to make this page type visible in the board portal. Select Yes to hide this page type from the board portal.
   2. Disable Tabs - Select No to make any tabs that have been added to this page type visible in the board portal. Select Yes to hide the added tabs for this page type in the board portal.
      
      

Configure List Views

Configure list views for each page type. When building that page type in the board portal, the list views associated with the page type will then be available to add. 

1. Click the gear icon in the quick navigation menu.
2. Click Board Portal.
   
    
3. Within the desired page type, click Add New List View.
   
   
4. Follow the steps in the modal to configure the list view, and then click Save. 
   1. The steps for selecting criteria and editing the list view column options are the same as when running a super search. Introduction to Super Search contains guidance for these steps.
   2. A sum and/or average can be configured to display on the list view, and the record count can be included or hidden from the list view.
      

Build Board Portal Pages

Add Content to a Page

1. Click the gear icon in the quick navigation menu.
2. Click Board Portal.
   
    
3. Click Edit Board Portal.
   
   
   
4. Click the dropdown menu and select the page to edit.
   
   
5. Click Add Content, and then click the content type to add.
   1. The available content types depend on the type of page being edited. See below for specific instructions for each content type.
      
      
      

Add page content.

• Content - Enter the content to display on the page, using the rich text and image options as needed.
• Tab - Select an existing tab on this page on which to display this content, or click Add New Tab and enter a name for the new tab on which to display this content. 
• Column Width - Click the desired width option for how this content should be displayed on the page.
  
  

Add a data view.

• List View - Select the desired list view from the previously created list views to display on the page. See the Configure Board Portal Pages section for instructions on how to make list views available to select in this dropdown.
• Tab - Select an existing tab on this page on which to display this list view, or click Add New Tab and enter a name for the new tab on which to display this list view. 
• Column Width - Click the desired width option for how this list view should be displayed on the page.
  
  

Add a widget.

• Widget Type - Click the desired type of widget to add to this page. Available types depend on the page to which the widget is being added.
  • Selecting the Documents List widget on the portfolio, organization, or request details pages allows a list view of published documents related to that object to be visible.
• Title - Enter the title to display at the top of the widget on the page.
• Tab - Select an existing tab on this page on which to display this widget, or click Add New Tab and enter a name for the new tab on which to display this widget. 
• Column Width - Click the desired width option for how this widget should be displayed on the page.
• Depending on the type of widget selected, other options might be included on the modal, such as sort options, objects or dispositions to include, or a description.
  
  

Add a mapped field.

• Select Field - Check the box for the mapped field to display on the page. For request and organization pages, the list of available fields includes any codes and custom fields that have been added in the site. 
  • If a code is selected, additional coding options appear to configure how the data will be displayed.
• Label - Enter the label to display above the mapped field data on the page.
• Tab - Select an existing tab on this page on which to display this mapped field, or click Add New Tab and enter a name for the new tab on which to display this mapped field. 
• Column Width - Click the desired width option for how this mapped field should be displayed on the page.
  
  

Edit and Preview Board Portal Pages

Once added, content on board portal pages can be edited as needed. 

• Click content on a board portal page to edit or delete it. 
• Drag and drop content on a board portal page into the desired position. 
• Drag and drop tabs on a board portal page into the desired order.
  
  

The board portal can be previewed as it will appear to a board portal user.

1. Click the gear icon in the quick navigation menu.
2. Click Board Portal.
   
   
   
3. Click Preview Board Portal.
   

Publish an Object to the Board Portal

Follow the instructions below to publish a single object to the board portal. 

Publish an Organization to the Board Portal

1. Navigate to the organization record.
2. Click the Overview tab.
3. Click the pencil icon next to Published to Board Portal.
   
   
4. Select Yes, and then click Update.
   
   

Publish a Request to the Board Portal 

1. Navigate to the request record.
2. Click the Publishing tab.
3. Click the pencil icon next to Published to Board Portal.
   
   
4. Select Yes, and then click Update.
   
   
5. If the organization is not already published to the board portal, a modal appears giving the option to publish the organization as well.
   
   

Publish a Document to the Board Portal 

1. Navigate to the document.
2. Click the dropdown icon.
   
   
3. Click Publish to Board Portal.
   
   
   

Publish a Portfolio to the Board Portal 

1. Navigate to the portfolio. 
2. Click the Overview tab.
3. Click the pencil icon next to Published to Board Portal.
   
   
4. Check the box for Published to Board Portal, and then click Update.
   1. An Include in Portfolio Page List Widgets dropdown appears if portfolio list views are configured for the board portal. Check the box for each list view in which these portfolios should be displayed if applicable.

 

Publish Objects to the Board Portal in Batch

Follow the instructions below to publish organizations, requests, or portfolios to the board portal in batch.

1. Run a super search to generate a list of the relevant organizations, requests, or portfolios.
2. Click Batch Edit.
   
   
   
3. Check the box next to each relevant object.
   
   
4. Click Action, select Update Published to Board, and then click Go.
   1. For requests, select Update Publishing Properties, and then click Go.
      
      
5. Select Yes from the Published to Board Portal dropdown, and then click Update.
   1. For requests, first select Published to Board Portal from the Publishing Properties dropdown.
   2. For portfolios, an Include in Portfolio Page List Widgets dropdown appears if portfolio list views are configured for the board portal. Check the box for each list view in which these portfolios should be displayed if applicable.

 

Invite Board Portal Users

Once the board portal is configured and the pages are built, board portal users can be set up and invited. If a board portal user does not already exist in your GivingData site as a contact, first add them. 

Configure the Default Board Portal Registration Email

Customize the default email to send when inviting a board portal user. The email can still be edited as needed before sending to each user. 

1. Click the gear icon in the quick navigation menu.
2. Click Board Portal.
   
   
   
3. Click the pencil icon next to Default Board Portal Registration Email.
   
   
4. Edit the fields, and then click Update.

 

Configure Board Portal Access

Once a board portal user is added as a contact in the site, follow the steps below to give them permission to access the board portal and send an invitation. 

1. Navigate to the Portal Account tab of the contact record. 
2. Click the pencil icon next to Board Portal Permissions.
   
   
3. Check the box next to Access Board Portal, and then click Update.
   
   

Send Board Portal Invitation

1. Navigate to the Portal Account tab of the contact record. 
2. Click Send Registration Email.
   1. If a portal registration invitation has already been sent to this contact, click Resend.
      
      
3. Select Board Portal Registration Email from the Portal Registration Email dropdown, edit additional fields as needed, and then click Send Invitation.