A private portal provides an ideas forum for registered users only. The URL is publicly available, but unless a user is registered, they will not be able to log in. Private portals are useful for teams that want to provide a way for select groups — such as employees, partners, or key customers — to provide feedback to help with prioritization.
All registered private portal users will be able to submit ideas, see what else has been suggested, vote and comment on ideas and subscribe to ideas. Users who submit and subscribe to an idea are automatically notified when the idea has been implemented.
Private portal users can also add proxy votes to ideas on behalf of other people, if you enable this option. Proxy voting allows you to accurately measure customer feedback without inviting customers into an internal ideas portal.
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Private idea portal users
Users can only register for a private portal if they use an email address that belongs to one of the domains included under Employee/Partner emails tab of a portal's profile. To get to a portal's profile, navigate to Settings ⚙️> Account > Ideas portals, then click on the portal you wish to edit. You will need to be an administrator with customization permissions to do this. Alternatively, you can set up single sign-on for ideas.
To limit a private portal to a subset of users, leave the Employee/Partner emails section blank. Under the Portal users tab, you can add users by clicking Add portal user. For a larger list of users, select Import users under the More options button. You can import both users and ideas to a private ideas portal.
Aha! users who have permission to the workspace from within Aha! will still be able to use the private portal even if they are not listed as a portal user.
Portal challenge screen
When a user first navigates to the public URL, they will see a challenge screen. On the challenge screen they can enter their credentials or register. Once a user registers, they will be sent a confirmation email to validate their identity.
Once a user logs in, they can view all previously submitted ideas, vote, and comment, just as they could in a public ideas portal.
Add new ideas
Private portal users can add new ideas to the portal by clicking the Add new idea button. As they start typing a title for their new idea, they will see a list of existing ideas that might be related to theirs. If their idea already exists, they can comment or vote on it instead of creating a duplicate.
Add proxy votes to ideas
In addition to voting on ideas themselves, private portal users also have the opportunity to add proxy votes to an idea. If your private ideas portal is for internal use, proxy votes enable you to capture customer demand without inviting them into the portal.
Any portal user who adds a proxy vote to an idea gets subscribed to that idea — not the organization or contact they vote on behalf of. This way, the portal user stays informed of any updates to the idea, and can loop in the customer as needed. Portal users will also have access to links showing them all the proxy votes they have added.
Proxy votes count towards the total votes on an idea, and if you are an Aha! user, you can report on them, filter votes by organization, or import proxy votes and organization using a CSV import.
If you are an administrator with customization privileges, navigate to Settings ⚙️> Account > Ideas portals to enable proxy voting for a private ideas portal.