Portal Account Management (Workbench)

Introduction

This article outlines the procedures Regulators and Agencies to manage Portal User accounts, including signing up, logging in, updating email addresses, troubleshooting, password recovery, and account lock/disable scenarios. 

Signing Up

Portals such as Application portals, Business Licensing portals, Complaint portal, and the Education Provider Portal will allow individuals to create an account - Register for an Account.

1. Click on “Register for an Account”. 
2. Enter the email address you want to use to login.
3. A Temporary Password will be sent to the email address. 
4. The Portal User would then enter the Temporary Password provided.
5. Fill in the required personal information.
6. Create a Password following the password stipulations displayed on screen.
7. Selection for an Authentication method out of these two options, for logging in in the future:
   Option 1 - Use email security code sent to registered email (Recommended)
   Option 2 - Answer security questions

Activating Account

Account Creation: Regulating Agencies onboarding portal users (with no emails) by providing account activation codes. (By invitation only)

Note: All portals can have activating account options except for Licensee and Inspection portal. The option is determined by the Regulator.

Steps for Activating an Account as Regulator/Agency within the Workbench:

1. Access the Security Module.
   
2. Open the Portal Users area.
3. Add a Portal User.
   
   
4. Click on the Generate Code Option.
   This downloads a PDF file with the account activation code. The Regulator/Agency can then print it and mail it to the Portal user or read it over the phone if the portal user is on a call with them.
   
   

   Note: Please ensure the following document template is available: Portal User Activation Code.

Steps for Activating an Account as Applicant, Licensee, Registrant:

1. Receive Activation Code sent by Regulator. (Example below)
   
2. Portal users can click on the ‘Activate Your Account’ option on the portal landing page when they receive their activation code.
   
3. Enter the requested personal information such as:
   • First and Last name
   • Birthday
   • Social Security Number 
4. Set your Password.
   Be sure to follow the password stipulations displayed on screen.
5. Account Recovery Code: This is your account recovery code. If you forget your username or password, you will use your code to reset them.
   
   Note: It is extremely important that the portal user copies down the account recovery code because the system does not store it in our system. If they lose it, they must contact the board to generate a new one. To proceed, they must check off the box and click Next.
6. Authentication setup: Select your Security Questions and provide your answers.
   Keep in mind that the answer fields for Security Questions are case sensitive.

Logging in

1. Click on the relevant portal that you want to login to. 
   Regulator specific portals such as:
   -Application Portal
   -Licensee/Registrant Portal
   -Business Licensing Portal
   -Complaints Portal
   -Education Provider Portal
2. On the landing page for the portal, enter your login credentials:
   -Email Address (Some Portals used by Regulators will allow Licensee/Registrants to enter their license/registrant number)
   -Password 
   
   Note: For a Licensee/Registrant portal, you need to have an active license before you can login to this portal.
3. Enter two-stage authentication information either Security Code or Security Question answers. (Whichever method was chosen while the portal account was created)
   Note: A Password Reset is needed in order to change the two-stage authentication method.  
   
   Security Code will be emailed to the email address on record for the Portal User Account.
   -Enter the Security Code provide within the Security Code field displayed on the portal.
   
   
   Security Question will be displayed on the portal after, please answer the question displayed.
   Keep in mind that the answer field is case sensitive.
   Note: You will only have three tries to correctly enter the answer for the security question; if you are unsuccessful after one or two tries, it is recommended to return the initial login screen for the portal and click on the Forgot Password? Reset Password option. You will then have an opportunity to not only reset your password but also select and set up your Two-Stage Authentication Method. (Security Code Email is recommended) 
   

Update email address

1. Login to the Regulator specific portal with the current email address on record with your Portal User Account. 
2. Enter two-stage authentication information either Security Code or Security Question answers.
3. After logging in, access the Account Settings option located on the left side of the window.
   Note: Depending on the portal, Account Settings may be located in different locations. (Examples below)
   
4. Select the Change Email option and enter new email address and password. 
   

Forget Password

1. On any portal that requires login, click on Forgot your password? Reset Password.
   
2. Enter the email address used for your account.
3. A Temporary Password will be sent the email address you've provided; access the password reset email and copy the Temporary Password and then enter the provided password in the Temporary Password field now displayed on the portal.
   
4. If requested, please fill out:
   -First and Last name
   -Birthday
   -SSN (if configured)
   -Account Recovery Code (Provided when your Portal Profile was first Activated) 
5. Create a new Password for your account.
   Be sure to follow the password stipulations displayed on screen.
   
6. Choose one authentication method out of these two options, for logging in in the future:
   Option 1 - Use email security code sent to registered email (Recommended)
   Option 2 - Answer security questions
   
   Note: After this step, you won't be able change this setting until the next time you Reset Password. 

Account locked and Account disabled

Portal Users can become Online Disabled if they have incorrectly enter their answer for a Security Question three times. 

If a Portal user is locked out, they’ll need to contact the board to unlock their account. 

To unlock a Portal User account as a Regulator Staff Administrator:

1. Access the Workbench.
2. Access the Security Module.
   
3. Access the Portal Users area.
   
4. Locate the Portal User and double click to open their Portal User Account.
5. Online Access Disabled set to No.