Portal Management

Owned by Former user (Deleted)
Jan 27, 2018
4 min read

Batch Portals are used for managing access to documents that are in process or have been processed by GlobalCapture. Portals are the entry points for allowing administrators to monitor processing, and allowing users to access secured batches of documents. You must be a GlobalCapture System Administrator to configure Portals. Users must be granted permissions to a Portal to interact with document batches at an administrative level. User-level permissions are managed in Workflow Validation Nodes. When Portals are created, no security is set by default.

There are two additional portal types used by the systems which are created, modified, and deleted in a similar way:

  • Square9 API Portal – If GlobalCapture is installed with GlobalSearch, a default Square9 API Portal is created. If you have multiple instances of GlobalSearch, create multiple Square9 API Portals. A single GlobalCapture instance can release to multiple GlobalSearch systems in this way. The GlobalSearch user configured to a Portal should carry full-access rights to GlobalSearch or it will limit the functionality of this Portal.

  • GlobalForms Portal – If using GlobalForms, a GlobalForms Portal is necessary to allow GlobalCapture to import from a GlobalForms instance.

Use Portals to Organize and Secure

The Batch Portal selection interface.

Creating a new Batch Portal secures Workflows and Batches to particular users or groups for admin level tasks. For example, create a Portal specifically for a Human Resources department.

Note that the Analytics Portal, which may appear in the interface, is used for GlobalAction, not GlobalCapture.

Create Portals

For a typical installation, the default Portal will be enough to manage the system. If you wish to grant administrator access to Batches from specific Workflows, or you wish to physically segregate Batches in the administrative view, create additional Portals as needed and secure them accordingly.

  1. To create a new Portal, click the Manage (Manage Icon) button from the GlobalCapture home page or the Manage () icon in the toolbar.

  2. In the Manage interface that appears, click Portals. The default Portals will appear in the interface.

    GlobalCapture Portals interface.

  3. Click the Add () button found in the bottom right corner of the screen. A new Portal Connections Settings screen will appear.

    GlobalCapture Portals interface with the Create a New Portal interface.         


  4. Enter a name for the new Portal.

  5. Specify the URL of the server to manage the new Portal. Use the same URL as the Default Portal unless you have installed separate services, in which case enter the URL for whichever server will host the new Portal. The URL is based on the application server and the port used by the ssBatchPortal service defaults to 6457. The default port for the GlobalForms Portal is 3001.  When creating additional portals, it can be helpful to review settings of an existing Portal as the URL parameter will likely be the same.

  6. Enter your administrator username and password. Note that for a GlobalForms Portal, the user must be the administrator of the GlobalForms instance that was created during the GlobalForms installation.

  7. Select either Batch Portal, Square9 API Portal, or GlobalForms (if installed) to assign a Portal type.

  8. Click Save. The new Portal will appear at the bottom of the list of Portals. Portals appear in the order in which they were created.

    Default Batch Portal and Workflow Security

    • New Workflows are automatically managed by the Default Batch Portal unless you edit the Secured Workflow list.

    • Once the list is altered, new Workflows are no longer automatically added to the Secured Workflow list, but are instead added to the Available Workflow list. You must now use the Batch Portal settings to manually add the Workflows to the Secured list.

    • You can add or remove Workflows from a Portal, but there must be at least one Workflow in the Secured Workflow list for each Portal.

    • When you create a new Batch Portal, all Workflows that are published and saved will end up in the new Batch Portal’s Secured Workflow list. New Workflows are automatically added to this new Batch Portal until you start to manually manage the Secured Workflow list.

    • The Default Batch Portal is created at installation and by default the SSAdmin group is granted access to this Portal. Other users can be granted access to the Default Portal as well by adding them to the Portal’s Secured Users & Groups list. Note that if you manually create a Portal, no users or groups will have permissions.

    • You must manually grant users access, including the SSAdmin group, to new Batch Portals by adding them to the new Batch Portals’ Secured Users & Groups list.

  9. Click the Test Connection () icon to test the Portal link. Clicking this icon will change its color, depending on the connections status:

    • Green – Indicates a connection.

    • Yellow – Indicates a connection is in progress.

    • Red – Indicates a failed connection.  See the Troubleshooting Batch Portal page in the Square 9 Support knowledge base if you have a Portal in this state.

Configure Portals

Secure Users and Groups

  1. To configure which user has permissions to Batch Portals (and therefore the documents in the Portals), click Administrator Permissions. Note that Portal permissions takes precedence over Validate Node security. Only administrator-level users are secured to a Portal from here.

  2. On the Users & Groups Security tab, from the Available Users & Groups list, select users who will have access to the Portal.

  3. Click the Move Right (right arrow) button to move the selected users to the Secured Users & Groups list.

  4. To rescind permissions, select users from the Secured Users & Groups list and click the Remove (left-arrow) button to return them to the Available Users & Groups list.

  5. Click OK to save the settings and close the dialog, then click Save.

    Administrator Permissions interface.

Secure Workflows

  1. To configure security on Workflows in Batch Portals, in the Portal interface, click Workflow Security.

  2. In the Workflow Security dialog, select Workflows from the Available Workflows list and click the Move Right (right-arrow) button to add them to the Secured Workflows list.

  3. To rescind permissions, select users and/or groups from the Secured Workflows list and click the Move Left (left-arrow) button to return them to the Available Workflows list.

  4. Click OK to save the settings and close the dialog, then click Save.

    The Workflow Security interface.

Edit Portals

  1. To edit a Portal, in the Portals interface, select the Portal.

  2. Click the More Options () icon for the selected Portal and click Edit.

  3. Make changes to the Portal settings and then click Save.

Delete Portals

Possible Data Loss

Deleting a Portal removes it permanently.


  1. To delete a Portal, in the Portals interface, select the Portal.

  2. Click the More Options () icon for the selected Portal and click Delete.

  3. Because this will permanently delete the Portal, enter the displayed text in the Confirm Action prompt.

  4. Click Delete.