Your ideas portal is a centralized hub where your community can share feedback and tell you about what they want and need. To get the best, most actionable feedback, you need your portal users to be able to share openly. You can structure your ideas portal to determine what ideas and idea comments users should be able to see, so they can feel comfortable and give you honest feedback.
Regardless of an idea's visibility in an ideas portal, you can see every idea in your Aha! account through the Ideas -> Overview page. This way, you can manage every submitted idea, and your ideas portal users can see only the ideas that are most relevant to them.
Click any of the following links to skip ahead:
Control which ideas appear in each portal (Aha! Ideas Advanced)
Create organization-specific ideas portals (Aha! Ideas Advanced)
Who can see each idea
Use this table to choose who can see each idea. Set a default visibility for new ideas in portal settings, or update an individual idea on its Portal tab.
I want an idea to be visible to… |
Select this setting |
Configure it here |
|---|---|---|
No one in the portal until I review it |
Not visible in portals |
Set a default in portal settings: Overview → Type → Idea visibility. Or, open an individual idea and update Visibility in portals on the Portal tab. |
The person who submitted it |
Visible to creator |
Set a default in portal settings: Overview → Type → Idea visibility. Or, open an individual idea and update Visibility in portals on the Portal tab. |
Members of my team who are marked as employees |
Visible to our employees |
First, define employees in portal settings on the Users tab. Then set this as the default in Overview → Type → Idea visibility, or update an individual idea on its Portal tab. |
The person who submitted it and team members who are marked as employees |
Visible to creator and our employees |
First, define employees in portal settings on the Users tab. Then set this as the default in Overview → Type → Idea visibility, or update an individual idea on its Portal tab. |
The person who submitted it, people in their organization, and team members marked as employees |
Visible to creator, their organization, and our employees |
Available with Aha! Ideas Advanced. First, define employees on the Users tab and set up organizations. Then set this as the default in Overview → Type → Idea visibility, or update an individual idea on its Portal tab. |
Everyone who can access the portal |
Visible to all |
Set a default in portal settings: Overview → Type → Idea visibility. Or, open an individual idea and update Visibility in portals on the Portal tab. |
This table covers who can see an idea. To control which portals include an idea, use Ideas included in portal settings or Include in portals on the idea. Those settings are available with Aha! Ideas Advanced.
Ideas portal users
Who can view new ideas submitted to your portal? You decide. Start by understanding the different types of people who use your ideas portal. Your portal users fall into three categories:
Portal users are likely your customers or the general public.
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Employees might be people on your team or partners. These are people you trust with additional capabilities, such as mentioning other users in comments. They might submit ideas that are useful for the team but not appropriate to share with all portal users.
You can define employees in the Users tab of ideas portal settings.
Aha! Ideas users are members of your Aha! Ideas account. They might submit ideas that are not intended to be visible outside the product team.
These user types matter when you set Visibility in portals, which controls who can see each idea.
Set default idea visibility
Set default visibility for each portal user type from your portal settings. When you do, new ideas they submit will automatically show only for the types of users you want to see them.
To do this, click the pencil icon next to your ideas portal's name in the top right of your ideas overview to access your portal settings. Then navigate to Overview -> Type -> Idea visibility. Select a visibility option for each user type. Options include:
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Not visible in portals: New ideas will not be visible in the ideas portal at all. Choose this visibility option for ideas that you want to review before you show them in your portal.
If you are worried about spam ideas, you can enable a spam filter for public portals from your portal settings.
Visible to creator: The new idea will only be visible in the portal to the person who created it.
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Visible to our employees: When a user submits ideas with this visibility, the ideas will only be visible in the portal to employees.
You get to decide who Employees are in your portal. Navigate to the Users tab of ideas portal settings to do this.
Visible to creator and our employees: When a user submits ideas with this visibility, the ideas will only be visible in the portal to its creator and employees.
Visible to creator, their organization, and our employees: When a user submits ideas with this visibility, the ideas will be visible to its creator, employees, and members of the creator's organization. Organizations are available to Ideas Advanced plan users. This visibility setting creates an organization-specific ideas portal experience — so your customers' feedback is shared only with you and others in their organization.
Visible to all: These ideas will be visible to everyone with access to the portal.
Idea visibility settings determine who can see an idea in a portal. They do not control which portals include the idea. All ideas will be visible on the Ideas -> Overview page in your Aha! account.
Control which ideas appear in each portal (Aha! Ideas Advanced)
If you run more than one ideas portal in a workspace, you can choose which ideas each portal includes by default. Open your portal settings and go to Overview -> Type -> Ideas included.
Include all workspace ideas: The portal shows all ideas from the workspace. New ideas created in this portal are included in all portals for that workspace by default.
Restrict to specific ideas: The portal shows only the ideas you choose. New ideas created in this portal are included only in that portal by default.
Ideas included controls which portals show an idea. It does not control who can see the idea. Use Visibility in portals to control access.
Change an individual idea's visibility
Open the idea and select its Portal tab. Then update the setting you need:
Visibility in portals: Controls who can see the idea in every portal that includes it.
Include in portals: Controls which portals show the idea. This setting is available only with Aha! Ideas Advanced and appears when your workspace has at least one portal set to Restrict to specific ideas.
Bulk update ideas across portals
You can update portal settings for multiple ideas at once from a list report. Select the ideas you want to change, then click Bulk edit.
You can update either of these fields:
Visible in portals to change who can see the selected ideas
Include in portals (Aha! Ideas Advanced) to change which restricted portals show the selected ideas.
Use this when you want to add a group of ideas to a focused portal or remove them from one.
Create organization-specific ideas portals (Aha! Ideas Advanced)
Use organization-specific visibility when people should see ideas only from their own organization.
Open your ideas portal settings and navigate to Overview -> Type -> Idea -> visibility. Change ideas created by Portal user to Visible to creator, their organization, and our employees. Then portal users will see and interact only with ideas created by members of their organization.
Visibility in portals controls who can see the idea. If you also want to control which portals show the idea, use Ideas included in portal settings or Include in portals on the idea.
You can still set individual ideas to Visible to all to collect feedback across organizations. To keep comments private across organizations, enable private comments in Overview -> Type -> Idea visibility.