Provider Portal uses email for account activation, password resets, and notifications. The email sender must be correctly configured before creating provider accounts. This article covers email configuration and the recommended approach for rolling out Provider Portal to service providers.
Configure the email sender
The email sender settings are configured as part of the Provider Portal installation. If emails are not being sent, check the following settings in Administration > System Settings:
SMTP Server — the address of your mail server.
From Email Address — the sender address that appears on emails from Provider Portal.
Additional email sender settings can be viewed and managed from the Email Sender screen in Mosaic Admin.
📌Note: Your ICT team should configure the SMTP server settings as part of the installation or go-live process. Contact them if you are unsure of the correct values.
Review the email sender status
1. Log in to Mosaic Admin.
Open the Email Sender screen.
Review the summary of messages by status.
Click View to expand the list and check for failed messages.
A non-zero Fail Count indicates the email could not be sent. Click View Error for details.
Roll out to service providers
Provider logons cannot be fully configured until the initial data load has been completed, as the creditor records needed for data access will not exist before this point. Plan the rollout in the days immediately following go-live.
Preparation
Before go-live, prepare a list of:
Email addresses for each provider's main account holder(s).
Person details (first name, surname).
Role permissions to be granted.
Data permissions (which provider records they need access to).
Activation process
⚠️Important: The activation link embedded in emails uses a token valid for 24 hours. Send activation emails in a controlled fashion and ensure providers complete activation within this window. You can resend the activation email to generate a new 24-hour token.
1. Create provider user accounts in Mosaic Admin.
Grant data access in Mosaic Admin.
Activate accounts in Provider Portal and record the security details.
Share the security details with the provider.
The provider activates their account using the emailed link and security details.
Configure workflow triggers for financial assessments
If your organisation uses the financial assessment workflow, you can configure workflow triggers to send service user demographics to Abacus before service purchasing is complete. This allows financial assessments to begin earlier in the process.
How it works
The workflow trigger is typically linked to the Financial Assessment Request workflow step in Mosaic. When this step is completed, the service user's demographics are sent to Abacus/Provider Portal in the next interface run.
Configuration
The AbacusWorkflowTriggers filter mapping controls which workflow steps trigger early transmission. This mapping is maintained manually by administrators and works in conjunction with the Mosaic Purchasing Integration.
📌Note: The Mosaic Purchasing Integration must be installed and configured for workflow triggers to function.