Enabling User Self-Registration

Administrators can allow portal visitors to register themselves as Partner or Customer users. Self-registration eliminates the need for manual user creation and enables immediate portal access for external users.

How Self-Registration Works

When enabled, self-registration allows visitors to:

• Create their own user accounts through a registration form
• Be automatically associated with existing Contact records (if email matches)
• Have new Contact records created (if email doesn't match existing records)
• Receive immediate activation and access to the portal

Important: Self-registration is designed for Partner and Customer users only. Employee users must still be created manually by administrators.

Requirements

To configure self-registration, you must have:

• Administrator System Role permissions
• Available Partner or Customer licenses for new registrations
• A configured Bucket Account ID for temporary user organization

Self-Registration Configuration

Accessing Configuration Settings

1. Navigate to the Setup Home page
2. Click Manage > Company Preferences
3. Click Edit
4. Select the Member Settings tab

Application Self-Registration Settings

Configure the following core settings:

Allow Self-Registration

• Check this option to enable visitor self-registration
• When enabled, a registration link appears on your portal login page

Default Role(Required)

• Select the Security Role assigned to all self-registered users
• Critical: Choose a role with minimal access permissions
• Self-registered users should have limited access until administrators properly categorize and update their accounts

Bucket Account ID(Required)

• Enter the Account ID that will be assigned to self-registered users
• Acts as a temporary organizational container for new users
• Provides basic data filtering until administrators assign users to proper accounts
• Essential for security: Ensures users have minimal access scope until properly categorized

Reuse Contacts by Email

• Check this option to automatically associate users with existing Contact records
• If email matches existing Contact: User is associated with that Contact record and its existing Account
• If email doesn't match: New Contact record is created and associated with the Bucket Account

Enable Captcha

• Check this option to require CAPTCHA verification during registration
• Recommended: Helps prevent automated spam registrations
• Users must complete word verification before account creation

Custom Page Configuration

Custom Sign Up Page(Optional)

• Select an Active Page to replace the default registration form
• Active Pages are custom interface components that allow complete control over the registration experience
• When to use: When you need branded registration flows or custom data collection

Custom Login Page(Optional)

• Select an Active Page to replace the default login interface
• Provides consistent branding between login and registration experiences

Site Terms & Conditions Settings

User Must Accept Terms & Conditions

• Check this option to require Terms & Conditions acceptance during registration
• Recommended: Ensures users agree to your portal policies before access

Terms & Conditions and Privacy Configuration Choose from three options for each:

• Built-in Pages: Use Magentrix default templates (populated with your Company Preferences contact information)
• Custom Active Page: Use custom pages created within Magentrix for complete control over content and design
• External Link: Link to Terms & Conditions or Privacy pages hosted on your external website

CRM Integration Behavior

Contact Record Creation

When users self-register:

• Connected CRM Systems (Salesforce/Dynamics): Contact records are created in both Magentrix and your CRM system using CRM object replication
• HubSpot Integration: Contact records are created using field mapping configuration
• No CRM Connection: Contact records are created only in Magentrix

Account Associations

• Existing Contact Match: User inherits the Account association from the matched Contact record
• New Contact Creation: Contact is automatically associated with the configured Bucket Account

License and Access Management

Immediate Activation

• Self-registered users are automatically activated upon successful registration
• Users immediately consume licenses from your Partner or Customer allocation
• Activation emails are automatically sent with login credentials

License Limit Protection

• Registration attempts are blocked when you reach license limits
• Users receive an error message indicating registration is temporarily unavailable
• Recommendation: Monitor license usage regularly to avoid registration disruptions

Security Role Strategy

• Start Minimal: Assign a restrictive Default Role for all self-registrations
• Review and Update: Regularly review self-registered users and update their roles and account associations as appropriate
• Proper Categorization: Move users from Bucket Account to appropriate business accounts after verification

Best Practices

Before Enabling Self-Registration

• Create Bucket Account: Set up a dedicated Account for temporary user organization
• Design Minimal Role: Create a Security Role with very limited permissions for initial access
• Test Registration Flow: Use test accounts to verify the complete registration and activation process
• Plan Review Process: Establish procedures for regularly reviewing and properly categorizing self-registered users

Security Considerations

• Regular User Reviews: Schedule periodic reviews of users associated with the Bucket Account
• Role Validation: Ensure the Default Role provides appropriate minimal access without exposing sensitive data
• Account Cleanup: Move verified users to proper Account associations promptly

User Experience Optimization

• Clear Instructions: Provide clear guidance on the registration page about what access users will receive
• Welcome Communications: Consider automated welcome emails explaining next steps and available resources
• Support Information: Include contact details for users who need assistance or account updates

Monitoring and Management

Regular Administrative Tasks

• Review New Registrations: Check for users who need proper account assignment and role updates
• License Monitoring: Track registration trends to anticipate license needs
• Contact Verification: Validate that Contact information is accurate and complete
• Account Organization: Move users from Bucket Account to appropriate business accounts based on their organization or relationship

Troubleshooting Common Issues

Registration blocked:

• Check available license allocation
• Verify Bucket Account ID is correctly configured
• Ensure self-registration is enabled in Company Preferences

Users can't access expected content:

• Verify Default Role has appropriate minimal permissions
• Check that Bucket Account association is working correctly
• Confirm user activation was successful

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