This article is part of a series of settings overview articles:
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This article discusses proxy votes or ideas portal custom domains. You need to be an Aha! Ideas Advanced plan customer to access these features. Please contact us if you would like a live demo or would like to try using it in your account. If your Aha! account was created before October 20, 2020, you may have access to these integrations, but you will need to upgrade to Aha! Ideas Advanced for any future enhancements.
Your workspace-level settings show you any ideas portals associated with your workspace (with links to their account-level settings), as well as what idea categories you have created for your workspace. They will also link to your account-level ideas portal settings, where you can configure the portals themselves.
Your account-level idea settings allow you to create and configure portals in User menu -> Settings → Account → Ideas portals. You can also add custom fields to your ideas in User menu -> Settings → Account → Custom fields or edit the idea layouts in User menu -> Settings → Account → Custom layouts.
Click any of the following links to skip ahead:
Configure
An ideas portal can be as sophisticated as you need it to be. You can have one portal per workspace, multiple workspaces pointing to the same portal, or multiple portals stemming from the same workspace. These settings are where you set defaults for any portals associated with that specific workspace. This is where you can see links to the associated portals themselves.
Ideas
Default idea assignee — is an optional field. If you would like every new idea to be assigned to a product manager for review, for example, you can set it here. If you have a team of people reviewing submitted ideas, you may choose to leave this field set to Unassigned.
Workflow for ideas — will default to the Example ideas workflow. This is the lifecycle of the idea record type, from creation to review and beyond. You can create custom workflows in Settings ⚙️ → Accounts → Statuses and workflows. Click Edit ideas workflow to change the workflow for ideas in this workspace or click the hyperlink to move to User menu -> Settings → Accounts → Statuses and workflows.
Scorecard for ideas — allows you to use scorecards to prioritize ideas.
Ideas via email — determines the email address used to submit ideas for your specific workspace. For security purposes, we do not recommend forwarding another email address to the ideas portal email address.
Ideas portal for emailed ideas — determines where ideas submitted by email will go. Click the dropdown to select a portal. It is a good idea to create unique names for each ideas portal. This will make it easier to find what you are looking for in dropdown selections.
Edit the custom fields for ideas — takes you to User menu -> Settings → Account → Custom fields where you can create, edit, or delete custom fields. These fields can be internal to help you manage and prioritize submitted ideas or external to help you gather pertinent information from your users.
Click Update ideas configuration to save your changes.
Status automation
If you have added Aha! Roadmaps to your Aha! account, you can promote ideas to records on your roadmap like features or initiatives. Once you do, the idea will change status so everyone subscribed to it can stay up to date on its development progress.
In these settings, you can choose whether you want a promoted idea's status to change automatically or not in two situations:
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Promote to new:
Set idea to first "In progress" status: This is the default setting. When an idea is promoted to a new record, the idea's status will change to the first status in the In progress status category.
Do not update idea status: Do not automatically update the idea's status when it is promoted to a new record.
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Promote to existing:
Do not update idea status: This is the default setting. Do not automatically update the idea's status when it is promoted to an existing record.
Set idea to first "In progress" status: When an idea is promoted to an existing record, the idea's status will change to the first status in the In progress status category.
Add the Aha! Ideas Advanced plan to automate more steps in your workflow.
Click Update status automation to save your changes.
Portals
At the bottom of the page, you will see Portals for <workspace name> and a list of each ideas portal associated with your current workspace. Click the portal name to be taken that portal's settings.
Categories
You can use idea categories to organize your ideas into groups. Categories are optional and you set them on a per-workspace level. Every workspace owner can navigate to User menu -> Settings → Workspace → Categories and add, edit, or delete categories for ideas submitted to ideas portals linked to that workspace.
Think about a category structure that will best help you manage submitted ideas and also help users submitting and searching for ideas in your ideas portals to organize their thoughts. If you are a product manager, for example, you may choose to add ideas categories for different aspects of your product — Reports, Profile, Checkout, Mobile — so that both you and your users can see what part of your product is generating the most interest.
Click Add idea category to create one or hover over a created category to Edit or Delete it. Categories can nest in a hierarchy, so you can have multiple child categories under a parent category.
Drag and drop categories to reorder them. This controls the order categories are listed in your ideas portal, idea creation forms, the idea record categories field, and anywhere else categories appear across your account.
Once you have created ideas categories, they need to be added to the ideas custom record layouts so the Category field will be visible to your users.
Remember that there are a few ideas layouts to choose from.
The Ideas layout controls how ideas look when they are created from within your Aha! Ideas account. The Category field will be added by default to the Ideas custom layout. You can choose to Require it.
The Ideas portal — Ideas layout controls how ideas look when they are created and viewed in an ideas portal. The Category field will be added by default to the Ideas portal — Ideas custom layout. You can choose to Require it.
The two proxy votes custom layouts, available to Ideas Advanced users and Roadmaps accounts created before October 20, 2020, control how proxy votes look when added from within Aha! Ideas or an ideas portal. The Category field cannot be added to the Proxy votes or Ideas portal — Proxy votes layouts.