How To Create And Manage The User Access Registration Form

Candace Estelle
Candace Estelle
  • Updated

Summary

One way for users to gain access to a portal is by the registration form. Once enabled the form will appear on the login of the Bynder portal for users to complete. When finished Bynder Admins can approve or reject access to your Bynder portal. This form can be customized based on the information users need to provide to gain access to a portal. 

Who?

Users with the Manage Portal Settings permission can create a user access registration form. Users with the Manage Users, or Manage User Portal Access can approve or reject the users access requests.

Why?

You can set up registration form(s) for users to complete that are customized and relevant to your organization. If users request access to your Bynder portal, they can select the “Account Type” from the dropdown menu that best relates to them. You can create multiple forms or account types (up to 20). Once the user has filled in the form the form approver can approve or reject the users access to Bynder.

How?

Creating A Registration Form

  1. Navigate to Settings > Advanced Settings > Portal Settings. 
  2. In the left sidebar, click User Access Request.

Note: Please contact your Customer Success Contact if you receive the message “The form has already been set up”  and you cannot add a registration form.  

request_form_message.png

3. In the Registration forms section, click Add account type.

4. In the Label section, enter an Account Type. The Account type is the name of the registration form type. For example, you can create Internal and External account types to distinguish between internal members and external partners requesting access.

5. Select the Permission profile from the dropdown menu, automatically assigning the user from this Account Type to the selected Permission profile. 

6. Add relevant fields linked to the registration form in the Registration form section.  

Note: If the requestor accepts these fields, they will not be saved in their user profile.  

  • Click Edit Fields at the bottom left-hand corner to create new fields or to indicate which ones you want to require.

7. In the Require Approval section, click Toggle On I if you would like to require approval every time a user from this account type completes a registration form.

Note: If you do not require approval, the user requests of that request type will be automatically approved and assigned to the configured permission profile. This may be a security risk for your portal, so we strongly recommend you Toggle On to require approval.

8. If you want to Notify specific approvers, you can add specific users, groups, profiles, or email addresses of active Bynder users. These users can approve or reject user access requests via email without permission from the Manage portal settings.

 

Note: Be careful when selecting non-admin approvers, as they can accept or reject user access requests. To remove approvers, click the   button next to their name.

9. Click Done to complete the account type.

Creating Custom Form Fields

In addition to the standard registration fields, you can create custom form fields and add translations.

Note: Information collected will not appear in the user’s profile once the user is approved.

  1. Navigate to Settings  > Advanced settings > Portal settings.

  2. In the left sidebar, click User Access Request.

  3. In the Available form fields section, click Edit fields.

4. Click the Add Custom field.

5. Enter the Label. This will be the name of the Custom field.

6. Click the toggle to require the selected field. If required, users cannot complete the registration without filling out this field.

7. (Optional) Add translations for each field label under Translations.

8. Click Done.

Note: The Custom Fields are only visible in Users & Rights > User Access Requests. To show a Custom Field in the table, select it from the Fields list: 

Access_Request_Form-Custom_Fields.png

Editing Registration Forms

  1. Navigate to Settings > Advanced settings > Portal settings.

  2. In the left sidebar, click User Access Request. 

  3. In the Registration Forms section, click the button next to the form you want to edit.

  4. You can select edit form, delete form, or select by default.

    • Select by default: If selected, this form will populate by default.

  5. Click Edit fields to edit the form fields associated with the selected account type.

 

(Optional) Select which fields you would like to require by clicking the toggle in the Required field section 

  1. Once it's finished, click Done. 

Managing User Access Requests From Settings

  1. Navigate to Settings > Users & rights > User Access Requests.
  2. Navigate, search, or filter for the user access request.
  3. Click next to the request.
  4. Click Reject or Activate user.
    • If you click Activate user, they will receive an email with a link to set up a password for their account. 
    • If you click Reject, they will receive an email notifying them of the rejection.
      • (Optional) You can include why they were rejected in the note section.

Note: When a user request is submitted and pending audit, the system stores this information as an inactive user on the user management page. If the inactive user is deleted from the portal, it will result in that user's request form appearing blank, and thus will no longer be auditable.

Managing User Access Requests From Email

You can approve/reject users via email who do not have access to the User Access Requests section on your portal.

  1. Click on the link in the email that you receive with the user access request.
  2. Click Reject or Activate user.
    • If you click Activate user, they will receive an email with a link to set up a password for their account. 
    • If you click Reject, they will receive an email notifying them of the rejection.

Related Articles

How To Create And Manage Bynder Users

How To Create And Manage Permission Profiles

How To Redirect Single Sign-On (SSO) Logins

Level: Proficient

Proficient-level articles are for users who have some prior Bynder knowledge. These articles require you to know the basics and may also require higher-level portal rights to accomplish the task outlined within the article. 

 
 
Share