How-To Manage Reports in the Portals

NOTE The following are instruction for an eComm specialist. Users can submit a request for a report to be published to the portal by following three easy steps.

One of the eComm specialist’s roles in Cvent includes managing how stakeholders can access Cvent data in real-time, without a steep cost. Follow the steps below to create Portal Users and Publish Reports to the Portal for easy access. 

STEP 1 | Add User(s) to Portal

Having trouble adding a portal user? If the person is currently a Report user, it will indicate the username is already taken. Ask melanie.jones@cu.edu to deactive the Report User account.

For someone to access reports via the portal, they will need to be a Portal User (a free license). eComm specialists can follow the next steps to create new Portal Users or check if they already exist. 

  • Admin >> Hover the Access Portal tab >> Select Access Portals >> Click the University of Colorado Cvent Portal name

Access CU Cvent Portal

  • Click the Guests tab. You can view existing Portal Users on this page.
  • Select the green Add Guests button in the top-right 
  • Select the blue Create Portal User button in the top-right. A pop-up appears.

Create Portal User

  • Provide Email, First Name and Last Name >> Scroll to select the Save button >> The pop-up will disappear.
  • Change the dropdown to Access Portal Users
  • Check the box next to the User(s) you want to add to the Portal
  • Next, select the green Next button in the top-right
    • An invite is automatically sent when added so they can create their own password. Once a password is set, they will be an Active Portal User (meaning you can complete step 3 - granting them access to a specific Report).

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Have a Cvent user who hosts events through their paid license and wants to be a Portal user? The process for publishing Reports to these users compared to those who are only a Portal user are slightly different.

  • Click the Guests tab >> Select the green Add Guests button in the top-right 
  • Active Users will display in a list
  • Check the box next to the User(s) you want to add to the Portal
  • Next, select the green Next button in the top-right
  • License users who are also Portal users will not get an email because they do not need to set a password. These users will sign in with the same username and password for their Cvent account, so no need to remember two sets of credentials.

IMPORTANT FOR STEP 3 Licensed Users (who are also Portal Users) can not be notified of a Report being published to the Portal via Cvent. Otherwise, all eComm specialists will also be emailed. You'll have to let these users know the old-fashioned way - through a seperate message.

STEP 2 | Save Report with Naming Convention

Create Event or Cross-Event Report and Save Report per naming convention

  • Naming Convention: 0X_DEPT_Event Name_Report Description
    • where X indicates your campus number and
    • DEPT indicates your department or unit 

  • Edit Visibility | if you wish to share with an active user while they are logged into Cvent (versus the Portal). 
    • To successfully share an Event Report with a licensed user the Event and the Event Report need to be shared. This will allow them to see the Report when logged into Cvent.
Content coming soon...

STEP 3 | Publish to Portal

Once you have a saved Report (per the naming convention in step 2) you can publish it to the portal and control who has access and how they'll be notified of the newly available report(s).

  • After saving and running the Report (per the correct naming convention), hover Actions in the top-right
  • Click Publish to Access Portal

Publish to Access Portal

  • Keep Default Visible to: Some UsersNEVER share a Report with all users
  • Notify users they can view this content: No
    • Notifying one user will notify all Portal Managers. 

 

  • Change filter dropdown to: Access Portal User
    • Sharing with someone who has a paid Cvent license? Keep the dropdown set to: All Users & Groups
  • Check the box next to the correct individuals
    • *If you do not see a portal user here, it means they are not active, yet. You might need to re-trigger the invite so they can set their PW (once set, they are an active Portal User and can be selected). 
  • Click the green Publish button at the bottom of the page

 

Publish to Access Portal Part 2