Configure your ideas portal

An Aha! ideas portal gives organizations a place to bring customers, employees, and other stakeholders to the innovation table. Ideas portals give you a way to integrate customer feedback directly into your roadmap.

When customers use your ideas portal, it should feel like a natural extension of your product, service, or brand. That is why we give you full control over customizing every aspect of your ideas portal, including the branding, email communications, and terminology.

To brand your portal and set customizations, go to Settings ⚙️ > Account > Configure ideas portals. Next, select the name of the portal you wish to edit and then click on the tab you wish to customize. You will need to be an administrator with customizations permissions to configure your ideas portal. 

Click any of the following links to skip ahead:

Settings

We will start with the Settings tab of your portal settings, which is broken into three sections.

Portal details

  • Enable portal: Check this box to enable or disable your portal. 
  • Portal URL: This is the URL users will use to access your portal. It is in the format of your custom name.ideas.aha.io. For example, at Aha! our ideas portal is https://big.ideas.aha.io. Click here if you would like to learn how to use a custom domain instead. 
  • Portal title: This text will be displayed in bold in the center of the header of your ideas portal.
  • Portal workspaces: Click the hierarchy dropdown to select the workspace(s) you would like associated with this portal. You can have a different portal for each workspace, multiple portals in the same workspace, or multiple workspaces pointing towards the same portal. Remember, ideas belong to a workspace; portals are the viewpoints through which you and your users can see ideas.
  • Portal type: Select the type of portal you would like to create.

User settings

  • Employee/Partner emails: Place a subset of your users in a separate user group.
  • Idea visibility: Change the default visibility for a newly submitted idea. You can leave this as Default or Customize it.
  • User name visibility: You can choose to anonymize your portal for your users' privacy. Within Aha!, their information will still be visible so that you can appropriately manage your portal users and their ideas.
  • User consent: You can include an optional consent step in your users' profile creation process. The text of the consent checkbox is up to you. Generally, customers include this step if they plan on using their portal users' information outside of the portal. 
  • Idea notification default: By default, ideas portal users are subscribed to idea notifications. You can change this default here. You can also use the Portal users tab settings to unsubscribe portal users (single users or all users) from portal notifications.
    Note: Individual ideas portal users can always opt back in to idea notifications.
  • Enable spam filter: If you allow ideas and comments to be created by email, you will likely want to enable a spam filter to guard against irrelevant content.

Voting rules

  • Proxy voting: Enables or disables proxy voting for a private ideas portal. Proxy votes allow you to capture feedback from customers without inviting them to your internal portal.

    Note: The other voting settings in your ideas portal settings do not apply to proxy voting. In other words, proxy votes do not have to respect a Set number of votes per user, and do not count towards the total available Votes per idea

  • Votes per user: By default, each user in private and public portals has unlimited votes — they can vote for every idea in the portal if they like. If you want to change this structure, you can. Use this setting to limit the total number of votes to give your users. 
  • Votes per idea: By default, each user can vote for each idea once. Use this setting to change that, so that users can vote multiple times for the same idea. 

Click Update all portal settings at any time to save your changes.

User self-registration

Users with email addresses specified in the Employee/Partner emails field can self-register for your public or private portal. You can also use this field to create a subset of ideas portal users. This could be employees that should be privy to how ideas affect your internal product roadmap or a focus group you want submitting feedback on a campaign that is not yet public.

For this article, let's focus on self-registration. You may enter comma-separated values to allow users to self-register from specified email domains. For example, "acme.com, mycorp.com" will allow users with both @acme.com and @mycorp.com email addresses to self-register.

If your users have email addresses from multiple subdomains, you can match them all with a wildcard. For example, "*.acme.com" will allow users with email addresses from product.acme.com, marketing.acme.com, or any other subdomain.

Note: If you only enter *.acme.com, a user with the email address joe@acme.com will not be allowed to self-register. If your employees have emails on both the base domain and on subdomains, you should use multiple comma-separated entries to match them all, e.g. "acme.com, *.acme.com"

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Single sign-on

Your ideas portal supports single sign-on (SSO) through the use of either SAML 2.0 or JSON web token (JWT). Either option provides a great way to automatically authenticate your own users into your portal. This is a very useful option if you are utilizing a private ideas portal because it prevents you from having to manually invite users.

Click the Single sign-on tab of your portal settings, then follow along with either of the following articles to establish an SSO connection. 

If you select SAML 2.0, you can also make use of the following integrations: 

Click Enable to enable SSO for your portal.

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Portal branding

The Portal branding section allows you to take full control of the look and feel of your portal by adding your own HTML, CSS, and JavaScript. You can also go here to add your own logo and custom favicon to align the branding of the portal with the branding of your company.

Domain

  • Custom domain / CNAME: By default, your portal URL is in the format <yourname>.ideas.aha.io (for example, our ideas portal is big.ideas.aha.io). If you prefer to use a URL with your company's own domain to create a unified brand experience for your portal users, check this box, enter a Domain, and select whether you or Aha! would like to manage the SSL Certificate.

    Click Save custom domain to save your changes. For more information, read about configuring your portal with a CNAME

Header

  • Subtitle: This text will be displayed under the portal title. This field uses the Aha! text editor. This means that you can format your ideas portal's subtitle without applying custom CSS if you choose. Note: If you do use custom HTML or custom CSS, those customizations will still apply.

Logo

  • Logo: Upload your company, product, or portal logo here. It will be visible on the portal and in all email notifications to your portal users. 

Favicon

  • Favicon: Upload a favicon here. It must be .png, .gif, or .ico, and 16x16 pixels.

Custom styling

Through advanced portal branding, you can fully customize the HTML of the header and footer as well as add your own custom CSS and JavaScript to the portal. This allows you to to create a header that follows the same theme of your corporate website. It is how we customized our own ideas portal.

  • Display style: Choose your display style. Standard portals cannot be embedded and include the default header and footer, while Embedded portals allow you to load an iframe and remove the default header and footer.
  • Custom header: Insert HTML to replace the default header. This will appear at the top of every page in your portal.
  • Custom footer: Insert HTML to replace the default footer. This will appear at the bottom of every page in your portal.
  • Custom CSS: Insert CSS to customize your portal
  • Custom JavaScript: Insert JavaScript to customize your portal

Click Update custom styling to save your changes.

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Email branding

You can add your branding to all email notifications that are sent. Include your company name in the From field, change the reply-to email address, and even add custom stylesheets. Navigate to the Email branding tab in Aha! to adjust these settings. 

  • Turn off portal emails: You can choose to disable all notification emails by checking this box. Just be aware that this will also disable password reset emails. 
  • Company name: Any idea-related emails from your portal will have this name in the From field.
  • Reply-to emailEmails sent from this portal that do not affect ideas, such as password resets, will display this address
  • Accent color: Customize your ideas portal emails with an accent color. The color you select here will appear twice in the emails: as the border of any buttons in the email and as the background border to the email body. The background border color will be 10% the opacity of your selected accent color. Click Save and send me a test on any email template to see how your accent color will appear. 
  • Show header: Choose to show or hide the default header on emails from your portal, which says, "Reply to this message and your response will be added to the idea." 

Click Save email settings to save your changes. 

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Customize email templates

Your email portal uses five different email templates to generate email notifications: 

  • Invitation: Invites a user to join your portal. The Greeting field here is unique to the email templates; use it for the header text above the email's body (e.g. "Welcome to Fredwin Cycling Ideas, Bryan!").

    Note: If you have a submit-only portal, or if you have enabled single-sign on (SSO) for your portal, your users will not receive invitation emails, and therefore you will not see the Invitation template listed here. 
  • Thank you: Thanks a user for submitting an idea to your portal. 
  • Status changed: Alerts the user to a status change to an idea they are subscribed to
  • Admin response: Alerts the user that an official admin response has been left on an idea they are subscribed to
  • New comment: Alerts the user that a new comment has been left on an idea they are subscribed to.

You can adjust the Subject or Body of each template to match your preferred terminology and copy.

  • Both Subject and Body support HTML.
  • Body supports in-line CSS.
  • External CSS is not supported.
  • The Greeting of an Invitation email is a text-only field, so it does not support HTML or CSS.

You can also use several variables to include dynamic information in your email: 

  • Invitation:
    Variable Meaning
    $PORTAL_TITLE The Portal title of your idea portal, found on the Settings tab of your portal settings
    (e.g. Fredwin Cycling Ideas)
    $PORTAL_USER_FIRST_NAME  The invited user's first name
    $PORTAL_USER_LAST_NAME The invited user's last name 
  • Thank you
    Variable Meaning
    $IDEA_REF The idea's record reference number (e.g. DEMO-I-38)
    $IDEA_NAME The idea's Summary
    $IDEA_DESCRIPTION The idea's Description
  • Status changed
    Variable Meaning
    $IDEA_REF The idea's record reference number (e.g. DEMO-I-38)
    $IDEA_NAME The idea's Summary
    $STATUS The idea's current Status 
    $IDEA_DESCRIPTION The idea's Description
  • Admin response
    Variable Meaning
    $IDEA_REF The idea's record reference number (e.g. DEMO-I-38)
    $IDEA_NAME The idea's Summary
    $ADMIN_RESPONSE_DESCRIPTION The text of the Admin response
  • New comment
    Variable Meaning
    $IDEA_REF The idea's record reference number (e.g. DEMO-I-38)
    $IDEA_NAME The idea's Summary
    $COMMENTER_NAME The name of the user who commented on the idea

In each template, click Insert default template to revert your changes back to the original template.

Click Save email template to save your changes and click Save and send me a test to see a test email. 

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Terminology

You can override the default button names and field names across your portal in the Terminology tab. After you enter your own custom text and click Save terminology, your terminology will be instantly updated on your ideas portal. There are more than 45 different terminology options you can update. 

You can also change the label Ideas to your own terminology so that internal teams evaluating ideas in Aha! reference a custom name on the navigation menu. Read this article for more information about how to customize your terminology.

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Portal users

The Portal users tab reveals a list of your portal users and details about their portal activity.

  • Email: Click this to edit a user's profile. From the Edit portal user modal, you can update their profile information, Resend an invite to your portal, Send a password reset email, or click Update portal user to save your changes. 
  • Ideas: Click this link to see a list report of a user's submitted ideas.
  • Comments: Click this link to see a list report of a user's comments on ideas.
  • Votes: Click this link to see a list report of ideas a user has voted for.
  • Actions: Hover over a user to EditUnsubscribeDisable, or Delete them.

    Note: Click More options > Unsubscribe all portal users to unsubscribe all users from your portal. Individual ideas portal users can always opt back in to idea notifications.

Under the More options menu, you can Export, Import, or Copy users. The Import option will take you to our CSV Import wizard

ideas-portal-portal-users.png

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