Agents belong to agencies and can use the agent portal. Agents are added to the reference data for applications. Agents have an account to log in to the agent portal. Administrators can define the permissions of agent accounts.
Agent accounts
Adding an agent in reference data automatically creates a person record and generates an invitation message using the communication template Agent portal registration email. The invitation email includes a link for the agent to create an account for the agent portal. Accounts are created and managed by Azure Active Directory B2C. That is, when agents follow the link to create an account, they receive a verification code from Azure Active Directory B2C before they can create a password. Agents then log in to the agent portal by selecting the Azure B2C login button.
The agent's profile allows you to view and manage the agent's details. The agent's profile also allows you to resend the invitation to the agent portal invite and to view the account history of the agent. Note that to view the agent profile, you need to search for the agent using the person search.
Permissions
Agents are assigned to authorisation groups when the agents are added in reference data. For example, agents are assigned to the group AgentsApplicationsViewer. Groups are then assigned to roles, such as Agent applications viewer, that define the agent's permissions. If required, you can create custom roles with a custom set of permissions.
The permission Agent portal – View allows agents to view only the applications assigned to them. However, the permission Agent portal – View all allows agents to view all the applications at the agency. Agents with the permission Agent portal – View all and the permission Agent portal – Edit responsible agents can manage the responsible agents of applications at the agency.
Permissions then define the tasks that agents can perform as detailed below.
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Applicant – Edit communication language to set the communication language of the applicant.
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Applicant – Edit contact details to edit the contact details of the applicant.
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Applicant – Edit emergency contact to edit the emergency contact details of the applicant.
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Applicant – Edit personal details to edit the personal details of the applicant.
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Application – Request deferral to request deferral.
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Application – Request withdrawal to withdraw applications.
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Application – Respond to offers to respond to offers.
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Documents – Edit to upload documents.
Access to the agent portal can be removed from agents to prevent unauthorised actions from a rogue agent or a compromised agent account. To remove access, clear the option In Use the reference data for the agent.