Key Features

• Restricts external users to only the request types configured for their portal link (e.g., External Funding).
• Hides sensitive request components, including approval workflows, approver names, request history, and aggregate spend.
• Simplifies the submission experience by automatically assigning approvers behind the scenes—public users do not select or view approvers even during resubmission or when approver changes occur.
• Supports a customizable sign-up and login experience, including configurable fields, privacy text, and branding (logos).
• Email verification is required during account creation to confirm user identity and secure access.
• Allows organizations to customize the left navigation—such as adding public-facing menu items like FAQ or Help links—configured by Lextegrity during implementation.

Things to Note

⚠️ This feature must be configured per tenant. To enable, contact support@lextegrity.com.

• If no valid approvers are available during submission, the user will receive a generic error, and an alert will be sent to Lextegrity Support, who will then contact the tenant admin to adjust the approver group mapping. (see more info below in (Expected Behavior).
• Approvers are selected automatically based on group configuration. Public users cannot see approver details, even if there are multiple users in a group.
• Public users cannot create tasks, add collaborators, or search master data. They can only view and complete tasks assigned to them, as well as access their own submitted requests.
• When a request is reassigned from a public user to an internal user, the internal user gains visibility into all hidden components (history, approvals, etc.).
• The submission modal for public users excludes approver groups and names—even on resubmission or when approver changes occur.

Expected Behavior

What Happens if No Valid Approvers Are Found?

If a public user attempts to submit a request and no valid approver is available, the following will occur:

The request will fail to submit, and the user will see the following message:

Oops! Something went wrong.
We’re sorry, but your request cannot be submitted at this time. Our support team has been notified and is working to resolve it.
If you continue to experience this issue, please reach out to support@lextegrity.com (If your organization has provided a custom support email, that address will appear here instead.)

At the same time, the system sends an email alert to Lextegrity Support with the following details:

Subject: [Error - <env> - <tenant>]: RequiredApproverFoundError

Body: Includes tenant name, submitter name, request ID, approver group(s), and error message details.

• Lextegrity Support will notify the tenant admin, who is responsible for adjusting the approver group mapping.
• The tenant admin should follow up directly with the submitter once the group configuration is corrected.

Approver Group Assignment Logic

When multiple users exist within an approver group, the default approver is determined by the date they were added to the group:

• The earliest-assigned active user in the group will be selected.
• If that user is deactivated or removed, the next earliest-assigned active user will be selected.
• If the original user is re-added or reactivated, they will resume being the default approver, as their original assignment date remains unchanged.

Example:

Helpful Links

• External Portal Login