Configure your ideas portal

An Aha! ideas portal gives organizations a place to bring customers, employees, and other stakeholders to the innovation table. Ideas portals give you a way to integrate customer feedback directly into your roadmap.

When customers use your ideas portal, it should feel like a natural extension of your product, service, or brand. That is why we give you full control over customizing every aspect of your ideas portal, including the branding, email communications, and terminology.

To brand your portal and set customizations, go to Settings ⚙️ → Account → Ideas portals or Ideas → Overview. You will need to be an administrator with customizations permissions to configure an ideas portal.

  • From your account settings, click the name of the ideas portal whose settings you wish to edit.

  • From Ideas → Overview, click the Pencil icon by the name of the ideas portal whose settings you wish to edit.

Click any of the following links to skip ahead:

Basics

We will start with the Basics tab of your portal settings, which is broken into two sections.

Overview

These settings affect whether your portal is enabled, what you want to call it, and how you want your users to be able to access it.

Status

  • Enable portal: Check this box to enable or disable your portal.

Title

  • Title: This text will be displayed in bold in the center of the header of your ideas portal.

  • Subtitle: This text will be displayed under the portal title. Click Add subtitle to add one, and Edit to edit it.

    The portal subtitle field uses the Aha! text editor. This means that you can format your ideas portal's subtitle without applying custom CSS if you choose.

    Note: If you do use custom HTML or custom CSS, those customizations will still apply.

Portal URL

  • Portal URL: This is the URL users will use to access your portal, formatted as name.ideas.aha.io (For example, at Aha! our ideas portal is https://big.ideas.aha.io.).

    Note: You can also use a completely custom domain instead of the "name.ideas.aha.io" format. Click Custom domain or navigate to Branding → Advanced to set one up.

Type

When you create an ideas portal, you get to choose what is possible on the portal and who can access it.

  • Portal type: Select whether you would like a Full ideas portal — one where ideas portals users can submit new ideas, as well as view, comment, subscribe to, and vote on other users' ideas — or a Submission only ideas portal — one where ideas portals users can use a form to submit new ideas, but not view any ideas in the portal.

  • Access: If you have selected a Full ideas portal in the previous setting, you can choose whether you want your portal to be Public or Private.

    • Public: Anyone with a portal's URL can access a public ideas portal, so it is a good option if you want to allow everyone to give feedback, and you do not want to require the users to log in first.

      Note: Public portals are also available for indexing by search engines, including the ideas on the portal.

    • Private: Private portals limit access to a subset of users that you select on the Users tab. They also allow users to use proxy votes to vote on behalf of someone else.

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Content

Ideas portal Content settings affect which ideas appear in your portal and how they can be viewed and voted on.

Workspaces

Ideas portals are just that: windows into a selection of ideas. When you create a portal, you get to choose who can access it and what sort of ideas they can see.

  • Portal workspaces: Your ideas portal can include ideas from one, or multiple, workspaces. And the same workspace can be included in multiple portals. Even then, you can manage all the ideas in one place.

    Click Select workspace(s) to select the workspace(s) in your workspace hierarchy whose ideas you want included in your portal. You can have a different portal for each workspace, multiple portals in the same workspace, or multiple workspaces pointing towards the same portal.

Ideas

  • Visibility of new ideas: Change the default initial visibility for a newly submitted idea.

    • By default, a new idea's visibility depends on the type of user who submitted the idea:

      • Aha! users might submit ideas that include internal or proprietary information, so by default, their ideas are not visible on the portal.

      • Employees will probably submit ideas that are relevant to other employees but might not be appropriate to share with all ideas portals users. So by default, their ideas are only visible to other employees in the portal.

        Note: Employees might be actual employees at your company, or they might be partners, beta testers, or power users. You can define which types of users are employees in the Users tab of ideas portal settings.

      • Portal users likely are not privy to proprietary information, so by default, their ideas are visible to any user in your portal.

    • If you want to, you can give all new ideas the same default visibility:

      • Not visible in portals: Choose this option if you would like to review every idea before deciding whether to make it visible.

        Note: If you are worried about spam ideas, you can enable a spam filter for public portals in the Advanced content settings.

      • Visible to employees: Choose this option if you want employees in your ideas portal to be able to see every newly created idea. You can then change individual ideas' visibility settings to either hide them from the portal or show them to all portal users.

        Note: Remember, you get to decide who Employees are in your portal. Navigate to the Users tab of ideas portal settings to do this.

      • Visible to all ideas portals users: Choose this option if you want every new idea to be visible to everyone by default.

  • Proxy voting: This setting enables or disables proxy voting for a private ideas portal. Proxy votes allow your internal teams to capture feedback on behalf of customers.

    Note: The other voting settings in your ideas portal settings do not apply to proxy voting. In other words, proxy votes do not have to respect a Set number of votes per user and do not count towards the total available Votes per idea.

Advanced

  • Votes per user: By default, each user in private and public portals has unlimited votes — they can vote for every idea in the portal if they like. If you want to change this structure, you can. Use this setting to limit the total number of votes to give your users.

  • Votes per idea: By default, each user can vote for each idea once. Use this setting to change that, so that users can vote multiple times for the same idea.

  • Spam filter: If you allow ideas and comments to be created by email, you will likely want to enable a spam filter to guard against irrelevant content.

    Note: The spam filter is available for public portals only. If you want to change your portal access to public, click the Edit link to do so, then click Back to spam filter to return to this setting.

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Branding

Ideas portal Branding settings affect the look of your ideas portal. Use these to customize your portal, add your logo, and use custom colors and formatting to drive a consistent experience for your users.

Color and logos

  • Theme color: This color setting affects links and buttons in your ideas portal. Click the color icon to select a color or enter your own custom color using a hex code. You can also revert to the default Aha! color if you need to.

  • Logo: Upload your company, product, or portal logo here. It will be visible on the portal and in all email notifications to your portal users. The ideal logo would be 480px by 300px, with a preferred aspect ratio of 1.6:1. Click Remove logo to remove your logo.

  • Favicon: Upload a favicon here. It must be .png, .gif, or .ico, and 16x16 pixels. Click Remove Favicon to remove your favicon.

Advanced

Custom domain/CNAME

  • Custom domain / CNAME: By default, your portal URL is in the format <yourname→.ideas.aha.io (for example, our ideas portal is big.ideas.aha.io). If you prefer to use a URL with your company's own domain to create a unified brand experience for your portal users, check this box, enter a Domain, and select whether you or Aha! would like to manage the SSL Certificate.

    Click Save to save your changes. For more information, read about configuring your portal with a CNAME.

Display type

  • Display type: Choose your display style. Standard portals cannot be embedded and include the default header and footer, while Embedded portals allow you to load an iframe and remove the default header and footer.

Custom code

Through advanced portal branding, you can fully customize the HTML of the header and footer as well as add your own custom CSS and JavaScript to the portal. This allows you to create a header that follows the same theme of your corporate website. It is how we customized our own ideas portal.

  • Add CSS: Insert CSS to customize your portal.

    Note: To see the theme color CSS used in your portal's page headers, click Show theme color CSS. You can copy this code into the Add CSS field and modify to your needs.

  • Add header HTML: Insert HTML to replace the default header. This will appear at the top of every page in your portal.

  • Add footer HTML: Insert HTML to replace the default footer. This will appear at the bottom of every page in your portal.

  • Add Javascript: Insert JavaScript to customize your portal.

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Emails

Your ideas portal will send out emails as you and your ideas portal users create, comment on, and interact with the ideas in your portal. From the Emails portal settings, you can customize the look and feel of the emails your portal sends.

Overview

  • Email communication: This setting enables or disables all email communication from your portal — except for password reset emails.

  • Email accent color: Customize your ideas portal emails with an accent color. The color you select here will appear twice in the emails: as the border of any buttons in the email, and as the background border to the email body. The background border color will be 10% the opacity of your selected accent color. Click Send me a test on any email template to see how your accent color will appear.

  • Company name: Any idea-related emails from your portal will have this name in the From field.

  • Reply-to email: Emails sent from this portal will display this address.

  • Email subscription default: By default, ideas portal users are subscribed to idea notifications. You can change this default here. You can also use the Portal users tab settings to unsubscribe portal users (single users or all users) from portal notifications.
    Note: Individual ideas portal users can always opt back in to idea notifications.

Templates

Your email portal uses five different email templates to generate email notifications. From these settings, you can adjust each template individually, and enable or disable the standard header for all templates.

The five email templates are:

  • Invitation: Invites a user to join your portal. The Greeting field here is unique to the email templates; use it for the header text above the email's body (e.g. "Welcome to Fredwin Cycling Ideas, Bryan!").

    Note: If you have a submit-only portal, or if you have enabled single sign-on (SSO) for your portal, your users will not receive invitation emails, and therefore you will not see the Invitation template listed here.

  • Thank you: Thanks a user for submitting an idea to your portal.

  • Status changed: Alerts the user to a status change to an idea they are subscribed to.

  • Admin response: Alerts the user that an official admin response has been left on an idea they are subscribed to.

  • New comment: Alerts the user that a new comment has been left on an idea they are subscribed to.

You can adjust the Subject or Body of each template to match your preferred terminology and copy.

  • Both Subject and Body support HTML.

  • Body supports in-line CSS.

  • External CSS is not supported.

  • The Greeting of an Invitation email is a text-only field, so it does not support HTML or CSS.

You can also use several variables to include dynamic information in your email:

  • Invitation:

    Variable

    Meaning

    $PORTAL_TITLE

    The Portal title of your idea portal, found on the Settings tab of your portal settings
    (e.g. Fredwin Cycling Ideas)

    $PORTAL_USER_FIRST_NAME

    The invited user's first name

    $PORTAL_USER_LAST_NAME

    The invited user's last name

  • Thank you:

    Variable

    Meaning

    $IDEA_REF

    The idea's record reference number (e.g. DEMO-I-38)

    $IDEA_NAME

    The idea's Summary

    $IDEA_DESCRIPTION

    The idea's Description

  • Status changed:

    Variable

    Meaning

    $IDEA_REF

    The idea's record reference number (e.g. DEMO-I-38)

    $IDEA_NAME

    The idea's Summary

    $STATUS

    The idea's current Status

    $IDEA_DESCRIPTION

    The idea's Description

  • Admin response:

    Variable

    Meaning

    $IDEA_REF

    The idea's record reference number (e.g. DEMO-I-38)

    $IDEA_NAME

    The idea's Summary

    $ADMIN_RESPONSE_DESCRIPTION

    The text of the Admin response

  • New comment:

    Variable

    Meaning

    $IDEA_REF

    The idea's record reference number (e.g. DEMO-I-38)

    $IDEA_NAME

    The idea's Summary

    $COMMENTER_NAME

    The name of the user who commented on the idea

Any changes you make to a template will be saved automatically.

  • Click Insert default template to revert your changes back to the original template.

  • Click Send me a test to see a test email.

Below the templates, you can adjust one final email setting:

Email header: Choose to show or hide the default header on emails from your portal, which says, "Reply to this message and your response will be added to the idea."

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Terminology

You can override the default button names and field names across your portal in the Terminology tab.

Each field will display the default terminology. After you enter your own custom text, your terminology will be instantly updated on your ideas portal. There are more than 45 different terminology options you can update, broken into five different tabs:

  • General: Terminology for many of the buttons, fields, and text phrases on your portal.

  • Ideas: Terminology related to ideas on your portal.

  • Votes: Terminology related to votes on your portal.

  • Users: Terminology related to your ideas portal users.

  • Navigation: Terminology related to how users navigate through your portal.

You can also change the label Ideas to your Aha! account terminology so that internal teams evaluating ideas in Aha! reference a custom name on the navigation menu. Read this article for more information about how to customize your terminology.

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Users

Finally, the Users settings focus on your ideas portals users: who can access your portal, how you protect their privacy, and whether you would like to make use of single sign-on (SSO).

Overview

  • Employees: Remember, Employees are a subset of your users. They might be actual employees at your company who are not part of your Aha! account; they might be beta testers, power users, partners, or any other group of users who should have their own ideas visibility settings. Define what an Employee is here.

    You may enter comma-separated values to allow users to self-register from specified email domains. For example, "acme.com, mycorp.com" will allow users with both @acme.com and @mycorp.com email addresses to self-register.

    If your users have email addresses from multiple subdomains, you can match them all with a wildcard. For example, "*.acme.com" will allow users with email addresses from product.acme.com, marketing.acme.com, or any other subdomain.

    Note: If you only enter *.acme.com, a user with the email address joe@acme.com will not be allowed to self-register. If your employees have emails on both the base domain and on subdomains, you should use multiple comma-separated entries to match them all, e.g. "acme.com, *.acme.com"

  • Users: Manage your users from this settings section.

    • Invite users: Click Add portal user to add a user singly, or click More options → Import to import users by CSV.
      Note: You can also import users from UserVoice.

    • Name: Click this to edit a user's profile. From the Edit portal user modal, you can update their profile information, Resend an invite to your portal, Send a password reset email, or click Update portal user to save your changes.

    • Ideas: Click this link to see a list report of a user's submitted ideas.

    • Comments: Click this link to see a list report of a user's comments on ideas.

    • Votes: Click this link to see a list report of ideas a user has voted for.

    • Actions: Hover over a user to Edit, Unsubscribe, Disable, or Delete them.

    • More options: With the More options button beside the user search bar, you can Unsubscribe all portal users, or Copy, Import, or Export users in a CSV file.

      Note: Even if unsubscribed in bulk, individual ideas portal users can always opt back in to idea notifications.

Privacy

  • User name visibility: You can choose to anonymize your portal for your users' privacy. Within Aha!, their information will still be visible so that you can appropriately manage your portal users and their ideas.

  • User consent: You can include an optional consent step in your users' profile creation process. The text of the consent checkbox is up to you. Generally, customers include this step if they plan on using their portal users' information outside of the portal.

SSO

Your ideas portal supports single sign-on (SSO) through the use of either SAML 2.0 or JSON web token (JWT). Either option provides a great way to automatically authenticate your own users into your portal. This is a very useful option if you are utilizing a private ideas portal because it prevents you from having to manually invite users.

Once you're ready to establish an SSO connection, follow along with either of the following articles as you move through the SSO settings.

If you select SAML 2.0, you can also make use of the following integrations:

Click Enable SSO to enable SSO for your portal.

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