Web Portal Account Management (Version 3.1)

The VetView Portal allows external vendor access to VetView.  As of VetView 2.0, the Portal is a separate installation from the main application, allowing you to have this on a different server that is linked to the external networks through your organization's firewall.  

Online access is managed in VetView using the Web Portal Account Management screen.  This screen is found under Navigation, in User Account and Setup Data.

Portal User Management Privileges

The privileges for the Web Portal Account Management screen are all found under the Portal User Management heading in the Role Management Screen.

For administrators, all of these role settings allow the full suite of features listed below.  You can also assign your client coordinators certain levels of these privileges to fit their specific job functions, such as modifying the client mappings or creating new users.

Portal User Account Setup

There are two ways users can gain access to the portal.

1. Users can register for Portal access on the portal website, and then request access to a specific Lab or to your Hospital. This registration process does not give the client immediate access to the portal; lab or hospital client coordinators or other staff must authorize the requested account to complete the process.
2. User access can be setup manually using the Web Portal Account Management section in the main VetView software, or linked to an email address on the Client Setup page

Provision Requested Accounts via the Web Portal Account Management screen

Search for New Requests Only in the Web Portal Account Search window at the top of the screen.  Enter in the username that the client informed you that they used for registration.  You can also search for only recently created accounts by setting the Created Start and Created End date. 

A list of newly requested accounts will appear in the Search Results.

Click on the Username of the account you want to activate.  The Portal User Management screen will load for that username.

To provision the account, you can change the following settings:

Set the account to Active Status:

And then ensure that at least one Laboratory Client Account or at least one Hospital Client account is added.

Click on the Save button at the top of the screen to apply the changes. 

Manually add a new account on the Web Portal Account Management Screen

If you are working with a new Lab or Hospital client in person, or you have all the account information needed to set up the web portal account ahead of time, you can manually create a new account by clicking on the New Account button at the top of the Search Results window.

A blank Porta User Management screen will open.  Manually enter in your client's desired username, business name (for RDVMs and Clinics), the first name and last name of the main contact, the email address that will be associated with the account, and a phone number.  You can also enter any other important information for this client in the Notes, such as alternate contacts who will have access to the account.

Click on the Save button to apply the changes.

The screen will reload, and you can create a password for the client under the Change Password setting, and link their lab or hospital accounts.

Link Client Accounts Automatically on the Client Details screen

If you are on the Client Details screen in either Labs or Hospital, and your client has an email address saved under the Contact Info, you can automatically create a Web Portal Account using the information as it is stored in client details.

Once you have clicked on the Create Portal Account button, the screen will reload, and you have the option of sending a password reset notice or a welcome email from this screen.

Any other details, or linking to additional Hospital or Lab accounts, will need to be performed under the Web Portal Account Management Screen instead. 

Link Laboratory Client Accounts

On the Web Portal Account Management screen, if you have any potential matches to existing Lab Client accounts based on the email address, they will display in the Possible Lab Client Accounts window.

Click on the Link Accounts button to automatically join this web portal account to the existing Lab Client account. 

The Add/Edit Labs Clients Links window will open.  Use this window to grant the appropriate permissions on the portal to the user:

• View Accessions will grant the user the ability to see all the accessions that were requested under their client account, including the status and the Accession report for finalized accessions.
• View Accounting Transactions will grant the user the ability to see their accounting reports and invoices.
• Allow Online Credit Card Payments should be used if your lab has an external payment processor and will accept payment of invoices online.  Otherwise, they must pay in person or by mail.
• Submit Requests is new for Version 2.1 of VetView.  This option allows the lab client to send requests via a form in the portal, instead of having to send the sample with a paper request to your lab.  VetView anticipates that this new submission process should reduce rejected requests due to missing information or incorrect specimens. 

Click on the Save button in the window to link the accounts with the desired settings.  The newly linked lab account will appear under the Link Laboratory Client Accounts window.

Manually Add Lab Client Account

If you do not see the correct client account available under the Possible Lab Client Accounts, or if there are none at all, you can click on the Add button on the Link Laboratory Client Accounts section and manually look up the client account.

If you are getting too many results, click on the Search Filters button to specify the Laboratory or the Client Type and narrow your search results down.

Edit or Delete Lab Client Accounts

Any existing Lab Client Accounts can be edited or deleted entirely, if they are no longer going to be associated with the internal Lab Account or were linked incorrectly.

The Edit button opens the new Add/Edit Labs Clients window.  Use this to add Requests access to your clients whose portal accounts predate VetView 2.1.

Link Hospital Client Accounts

On the Web Portal Account Management screen, if you have any potential matches to existing Hospital Client accounts based on the email address, they will display in the Possible Hospital Client Accounts window.

Click on the Link Accounts button to join this web portal account to the existing Hospital Client account.  As there are no additional settings for Hospital access, the link will be complete immediately, and the account will move to the Linked Hospital Client Accounts window instead.

Manually Add Hospital Client Accounts

Click on the Add button to open the Add/Edit Client Hospital Links window.  

Search for the client by their name.  If there are too many results, check the Search Filters box to limit the client role and client type.

When you have found the correct account, click on the Save button to complete the linking process.

Edit or Delete a Linked Hospital Client Account

To remove a linked account, select the account from the list and click on the Delete button.

To edit a client account, if the wrong client account was selected, click on the Edit button and search for the correct client account.  (You may also delete and re-add as another method of fixing this.)

Other Portal Management Options

These options are universal for both Labs and Hospital.

Login as User

Use this feature to automatically launch the client's portal account in another window.  This feature is useful for verifying what the client can see on their Portal screen.  This feature is only available on active accounts with at least one hospital or lab client account linked.

Change Passwords

You can perform a manual password reset for your client if they are having trouble resetting it via the web portal.

Account Status

You can adjust the status of the account with these settings.

• Active Flag:  This account is active, and the user may log into the web portal as normal.  If a client will no longer be doing business with your lab or hospital, this may be deactivated.
• Locked:  The account is active, but is locked.  Use this option to force the user to contact your Lab or Hospital.
• Expired:  The account is active, but expired.  Use this option to temporarily disable an account.
• Password Expired:  The account is active, but the password has been set to expired.  The client must reset their password to access the account.
• Expire Date:  The account is active now, but will switch to Expired on the date listed.  This option may be useful for temp workers, interns, students, or other seasonal workers who may not be associated with large client accounts for a longer duration of time.