Configuring Members Settings

Members Settings configures user self-registration capabilities, account-based security access, and legal agreement requirements for your portal. These settings control how external users can join your portal and what legal agreements they must accept.

Requirements

To configure Members Settings, you must have:

• Administrator System Role permissions

Configuration Process

Accessing Members Settings

1. Navigate to the Setup Home page
2. Click Manage > Company Preferences
3. Click Edit
4. Select the Members Settings tab
5. Configure the relevant sections
6. Click Save

Members Settings Configuration Sections

Application Self-Registration Settings

Purpose: Enables and manages self-registration functionality for external users to create their own portal accounts.

Core Self-Registration Controls

• Allow Self-Registration: Check to enable signup/registration feature where unauthenticated users can register and become a member
• Default Role: Assigns this role to new users who self-register with the application
  • Users will receive this Security Role automatically upon successful registration
  • Should typically be a basic Partner or Customer role with minimal permissions

Contact and Security Management

• Reuse Contacts by Email: When community users register, enable the system to check existing CRM contacts by email and not create duplicated ones
  • Prevents duplicate Contact creation when users already exist in your CRM system
  • Links new user accounts to existing Contact records with matching email addresses
• Enable Captcha: When using the built-in Registration Form, you can add Captcha word verification for more security
  • Helps prevent automated spam registrations and bot accounts

Account Assignment

• Bucket Account ID: The CRM Account record ID to assign new Contacts when no existing Contact is found
  • Example format: Long numerical ID (various formats possible)
  • Essential for users without existing Contact records to have proper Account association
  • Ensures new users have appropriate data filtering and access boundaries

Custom User Experience

• Custom Sign Up Page: Custom login page to provide more customized user experience
  • Select Active Page created using Magentrix IDE for custom registration interface
  • Please refer to documentation to ensure highest security when developing a custom login page
• Custom Login Page: Custom login page to provide more customized user experience
  • Select Active Page created using Magentrix IDE for custom authentication interface
  • Enables branded login experience that matches your organization's design

Site Terms and Conditions

Purpose: Manages legal agreement requirements and presentation options for portal users.

Terms & Conditions Requirements

• User must accept Terms & Conditions: Whether or not new community users should be prompted to agree with terms and conditions at the signup time
  • When enabled, users must accept legal agreements before account creation completes
  • Essential for legal compliance and user agreement documentation

Terms & Conditions Presentation Options Choose how Terms & Conditions are presented to users:

• Use built-in Terms and Conditions page: Uses default Terms & Conditions page provided by the Magentrix platform

  • Populated with organization information from Company Information settings
  • Standard legal template suitable for most organizations

• Use a custom Active Page as Terms and Conditions page: Uses custom Active Page created and hosted within the Magentrix platform

  • Fully customizable Terms & Conditions created using Magentrix IDE
  • Complete control over legal content and presentation

• Link to an external page as Terms and Conditions page: Links to Terms & Conditions hosted on external website

  • Terms External Page: Enter URL for externally hosted Terms & Conditions (e.g., https://www.magentrix.com/home/terms)
  • Useful when legal content is managed separately from portal

Privacy Page Presentation Options Choose how Privacy Policy is presented to users:

• Use built-in Privacy page: Uses default Privacy page provided by the Magentrix platform

  • Standard privacy policy template with organization information
  • Covers basic privacy protection and data usage policies

• Use a custom Active Page as Privacy page: Uses custom Active Page created and hosted within the Magentrix platform

  • Custom privacy policy created using Magentrix IDE
  • Tailored privacy content for specific business requirements

• Link to an external page as Privacy page: Links to Privacy Policy hosted on external website

  • Privacy External Page: Enter URL for externally hosted Privacy Policy (e.g., https://www.magentrix.com/home/privacy)
  • Integration with existing corporate privacy policy infrastructure

Implementation Strategy

Self-Registration Planning

Security Considerations

• Bucket Account Strategy: Choose Bucket Account that provides minimal data access until users are properly categorized
• Default Role Selection: Assign restrictive Security Role that provides necessary access without over-permissioning
• Captcha Implementation: Enable Captcha to reduce spam and automated registrations
• Contact Deduplication: Enable "Reuse Contacts by Email" to maintain clean Contact data

User Experience Design

• Custom Page Development: Consider developing custom sign-up and login pages for branded user experience
• Legal Agreement Flow: Design Terms & Conditions presentation that balances legal compliance with user-friendly experience
• Registration Workflow: Test complete registration process to ensure smooth user onboarding

Legal Compliance Strategy

Terms & Conditions Management

• Content Development: Ensure Terms & Conditions cover your specific business requirements and legal jurisdiction
• Regular Updates: Establish process for updating legal content as business policies change
• User Acceptance Tracking: Maintain records of user agreement acceptance for compliance purposes

Privacy Policy Coordination

• Regulatory Compliance: Ensure Privacy Policy meets applicable regulations (GDPR, CCPA, etc.)
• Data Usage Alignment: Coordinate Privacy Policy content with actual data collection and usage practices
• External Integration: If using external privacy pages, ensure consistency with portal functionality

Best Practices

Registration Security

• Regular Monitoring: Monitor self-registration activity for suspicious patterns or spam accounts
• Account Review: Establish procedures for reviewing and properly categorizing self-registered users
• Access Validation: Regularly audit Bucket Account permissions to ensure appropriate access boundaries

Legal Agreement Management

• Version Control: Maintain records of Terms & Conditions and Privacy Policy versions
• User Communication: Notify existing users when legal agreements are updated
• Compliance Documentation: Keep records of user acceptance for audit and compliance purposes

Custom Development

• Security Standards: Follow security best practices when developing custom login and registration pages
• Testing Procedures: Thoroughly test custom pages across different devices and browsers
• Maintenance Planning: Plan for ongoing updates and maintenance of custom Active Pages

Ongoing Management

Regular Review Tasks

• Self-Registration Analytics: Monitor registration conversion rates and user engagement
• Legal Content Updates: Review and update Terms & Conditions and Privacy Policy as needed
• Security Monitoring: Audit self-registered user accounts and access patterns
• Custom Page Maintenance: Keep custom Active Pages current with design and security standards

User Support

• Registration Assistance: Provide clear help documentation for self-registration process
• Legal Agreement Questions: Establish procedures for handling user questions about Terms & Conditions
• Account Issues: Create support procedures for self-registration problems and account activation

Members Settings provide essential controls for secure, compliant user onboarding that supports business growth while maintaining appropriate security boundaries and legal protections.

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