Table of Contents
This guide describes administrative actions that can be performed by users with appropriate permissions in the Sitrion ONE management portal. This guide is organized based on the major sections of the Tenant Admin User Interface. Users with limited permissions will not see all of the sections listed here (see the Permissions section of this guide for more information). The Sitrion ONE Cloud Comms Administration Guide provides details about administering functionality which is specific to the communications use cases which can be enabled in Sitrion ONE.
This page provides overview information and links to helpful resources. Software such as the development tool (AppBuilder), the optional hub for premise-based integrations and collectors can be downloaded here, and the customer Company ID and Key can be found here (these are used in configuring some connections to the Sitrion ONE cloud platform). The email address for support or security inquiries is also posted on this page for easy access.
Micro-apps and card apps that get built using the AppBuilder may use interfaces to systems like SAP, SharePoint and others to get the data they need. These interfaces have endpoints in the Sitrion ONE Cloud. This screen allows adding, viewing and editing endpoint information. Existing endpoints are grouped by system.
The Users page allows viewing, editing, deleting, important and exporting of user information. In the case where a customer is using their own authentication provider, user creation should come from the successful authentication of users (versus manual creation). Also note that the flow of bringing users into the ONE platform in a deactivated state and requiring the Admin to individually activate those users is being removed (as of November 2017).
To create a single user, click on Create User and enter the information in the fields on the form and click Save.
To bulk load users, click on Import Users and specify a CSV file that has column names (literally) firstname, lastname, and email address. Role, language, starting password and a flag to send a welcome email can also be included.
The list of users can be filtered based on status. Clicking on the “advanced filters” provides more options to filter the list. Search can also be used to find specific users. The list of users can be sorted by first name, last name, User ID, Role, and Last Active date (note that if privacy mode is enabled, the last active column will not be visible).
To change the first name, last name or role for a user, click on the Edit link corresponding to the user’s name. An Edit User dialog will appear. Click on Save to store the changes. (NOTE: If a user is created based on a response from a customer authentication provider, any fields that are sent by that provider will overwrite any edits when the user next authenticates. To delete an account, click on the Delete link corresponding to the user’s name and confirm in the pop-up dialog. Deleting a user from the active user list can be undone by clicking the Restore link in the Deleted Users view (from the filter). (NOTE: If a customer is using their own authentication provider, the correct way to disable user access is to disable the user in the authentication provider.)
For companies using Sitrion’s provided authentication provider, users can get a registration email when creating their account through the client or after users have been bulk uploaded as mentioned above. To complete the activation process, the user must confirm their email address by clicking on the validation link in the registration email that is sent to them after they make the account request. If the user does not receive the email or does not click on the link within a reasonable timeframe, the account cannot be activated. If the user would still like to create an account with the same email address, an administrator must remove the deactivated account before the user can re-request the account. To remove the deactivated account, click on the Delete link that corresponds to the user in the Not yet activated users list.
To get a csv output of all users, click the “Export Users” button. The csv file includes first name, last name, email, whether the user is a tenant admin, role, last active date, created date and a list of groups to which the user belongs.
Roles provide a way to assign different card apps and micro-apps to different sets of users as well as providing different themes if desired. The Roles page allows admins to create or delete a role, create categories to organize apps, assign apps to the role, and add localizations.
To create a new role, click on Add Role. This will create a place holder for a new role and will initially be called NewRoleN (where N is the number of placeholders that haven’t been renamed to a real role name). Clicking the pencil icon allows changing the role name and choosing the theme. Clicking the trash can icon deletes the role.
Creating a new role automatically prompts the admin to create a category. New categories can be added by clicking the + icon on the right side of the simulated display. Users will see the categories in their apps, so grouping them logically makes sense. Users will not see entries for card micro-apps even if they are added to a category because card micro-apps only create cards in the productivity stream.
To add apps, just drag them into the desired category. Clicking on an app brings up the configuration screen where the app name can be changed and any needed configuration key – value pairs can be specified. Note that short names are typically best for ease of use.
To configure the categories and apps for another language, click on the flag icon on the top right of the mobile-device emulator. Click on the category names in the emulator display to enter the desired translations, and click on the individual apps to access their configuration screen and change the name for the selected language. Make the appropriate changes and then click Save.
From the Themes page, customers can easily brand their client with their company logo and color.
Click Save at the bottom of the theme configuration area to save changes (or Reset to start from scratch or Delete to remove the theme altogether).
To create a new theme, click on the +Create button (below the ). Enter the name of the theme and click Create.
To configure a new or existing theme, select it from the drop down box under Manage Themes. Once a theme is selected, the name, logo, color and tab setting options display below and a theme emulator shows on the right to give an idea of how the theme will look.
The theme name is automatically filled-in the Name field but can be edited.
Click on Upload new logo to load in a new logo. The user is prompted to choose a file and then clicks Upload to load the file into the portal. (The URL of the uploaded logo appears in the Logo field.). The logo will appear at the top of the client as emulated under the Start Screen and Apps Screen tabs to the right of theme editing area. Multiple logos can be uploaded and the default logo can be changed from that list by clicking on View uploaded logos, selecting a new default and clicking Choose.
Underneath the logo upload area is where the following colors can be specified:
- Primary Color (header color, link colors, navigation indicators, app list color, etc.)
- Header Font color (text color in the header)
- Tint Color (gear icon, “back” and “more” text, etc.)
To specify a color, click on the menu and drag the black dot and spectrum selector to the desired color on the pantone selector.
Alternatively, specify the color number (with #prefix underneath the palette). Click Choose to save changes.
The selected colors can also be previewed in the theme emulator to the right of the theme configuration area as seen below.
Below the color choices are options to rename the tabs as they display in the client and to hide the Tasks tab (which shows cards needing user actions) and the Services tab (which gives access to micro-apps) if users do not need these tabs. Note: All clients are should support renaming and hiding of tabs by December of 2017.
To set the default client display theme for new roles, select a theme from the Default Theme menu and click Save
This page allows reviewing, deleting and uploading card apps and micro-apps to the tenant. Apps can be assigned to specific roles to make them available to users as covered in the Roles section.
The top portion of the page provides filters to limit the displayed apps below. Apps that are in Staging state can be moved to Production state by clicking the “Promote” link. Any app can be deleted by clicking the Delete link.
Several reports cover key data for the tenant. Each section below represents one report page.
This report has four graphs. Client access shows the percentages of different kinds of clients based on logins. Top 5 Apps shows the card and micro-apps used most frequently in the tenant. Access by time of day shows logins graphed by hour of the day. Cards summary shows the count of cards created in the time period. The time ranges for all four graphs may be adjusted from the control in the top right corner.
There are four views which can be selected on this page. The Performance view shows the average time it takes to make a call from an app to the ONE server in milliseconds during the reporting period. The Calls view shows the number of calls to the server during the period. Push Notifications shows the counts of push notifications sent. Errors shows the number of errors recorded by the server during this time. Timeframe can be adjusted by the “calendar” control in the upper right.
This report shows user activity in terms of logins. The left side of this report breaks down user logins by categories. The three sections on this side show increasingly higher detail about frequency of logins. The right side of this page shows the count of users logging in each day.
This page functions as a combination of a report and a follow-up tool. The bottom part of the page shows all users who have not logged in during the past 30 days. This view can be filtered with the contols in the filter section. To ask users about why they haven’t logged in, admins can click the checkbox next to one or more different user names and then click the “Send Email” button. This opens a dialog where custom text can be entered and the survey email can be sent. Users can respond to this email without needing to login to ONE. The results of these survey emails will be displayed in the top section of this page.
This page gives three views based on activity. A Sitiron ONE client will record an activity basically any time it calls the ONE platform including logging in, viewing the detail view on card, refreshing the stream, commenting on a card, etc. The top left view breaks down clients based on these activities (see the dashboard page to compare client usage based only logins). The top right view helps to understand usage of the ONE html client in comparison with native clients. The bottom left view shows the users who create the most activities (this view is not shown when “privacy mode” is turned on for the tenant).
Some customers use the “Invite Others” micro-app which allows users to send invitations to other users to get started with Sitrion ONE. This page shows the invitation activity generated from this micro-app. This report is not available if “privacy mode” is enabled.
This page shows aggregated information of the invitation activity mentioned above. This report is not available if “privacy mode” is enabled.
This part of the tenant administration UI focuses on configuration of the tenant and enabling or disabling specific features.
This section allows enabling many specifc options.
- “Allow clients to store cards for offline use” is typically only used if users are expected to need to frequently view cards when they do not have a connection. It is typically not recommended.
- “Allow the share control for cloud comm” determines if Cloud Comm card authors can enable sharing of the card content. Some companies do not want any card data shared to social media, so this is disabled.
- “Enable search in clients” causes the “magnifying glass” icon to be displayed and lets users search for cards from within the clients.
- “Enable search index” causes the platform to index card data so that users can search for cards. If you enable search in clients (the setting above), this setting must be enabled.
- “Enable Touch ID or Pin Lock” turns on layer of protection in the native clients which cause them to ask the user to either enter a pin or pass a fingerprint scan before the cient opens.
- “Enable Privacy Protection Mode” causes certain private data to not be displayed in the admin interface.
- “Allow client devices to store images” lets the native clients save images on the device which can cause the productivity stream to be displayed much faster (especially on low bandwidth connections).
- “Send users a periodic notification…” is a setting that causes the system to automatically send push notifications to users who have new cards to view. The boxes below control the thresholds for this behavior. (NOTE: Users must have push notifications enabled to see these notifications.)
- The drop down setting at the bottom of this section controls how long clients can cache files. Allowing clients to cache files typically improves performance.
The “Advanced Support” section has an option to allow the Sitrion Customer Success team to be able to help out with tenant administration while not not allowing any access to business data. This is considered a better security option than creating users within your tenant which you give to Sitrion personnel to aid you in support.
The bottom section allows admins to specify different URL’s for a company-specific version of the Sitrion ONE app. These URL’s will be used when messaging to users about downloading the app from the relevant app store.
This page allows configuring several parameters that affect users. The rules portion is used to automatically associate users who are signing up within the Sitrion ONE app using their email address. If their email address domain matches the pattern specified, then the user will be connected with this tenant. The default role allows all new users to start with a role assignment so that they can have micro-apps and card apps immediately available. The default language should be set to the most commonly used language within the company. If a translation is not available for the user’s desired setting in her client, the default language will be used. The support email address will be used when end users tap “contact support” within their clients. The extended profile fields are used if a company wants to have a more details about users within the ONE platform. This is typically for the purposes of finding people more easily via search. The “active” checkbox means that the field is available to store data and will be displayed when a user profile is viewed. The “user editable” field means that end users can add to or change the data in this field. Currently, the profile data can be added to the ONE platfor via either API or user entry. End users can search for other users and view their profiles as well as modify profile information through micro-apps.
The Sitrion ONE platform can send notifications for several different scenarios. This page allows admins to configure how these notifications look. Note that some of the notifications are emails and some are push notifications viewed on mobile phones. The “Template” pull-down list at the top of the page allows selecting the particular type of notification. The “Language” pull-down controls which language version is being edited. The highlighted bar with the “Placeholders” label indicates special strings of characters that can be used in the notification. When the notification is sent, the placeholder is replaced with the actual value (e.g. $cardlink$ is replaced with a link to the card that caused the notification). The bottom portion of the screen allows editing the template for the selected notification.
This page allows defining URLs from which images requested for cards in the Sitrion ONE stream will be proxied through the Sitrion ONE platform instead of requested directly by the client.
This page is used to view changes that administrators have made in the tenant. The view can be filtered by time, type of action, and the setting name modified. This capability is helpful for understanding when certain configurations were made. Note that business data like the messages on Cloud Comm cards is not shown in this view, but names of things such as files, groups and roles will be shown.
The purpose of this is page is grant tenant administration permissions to users. Note that Cloud Comm has a separate set of permissions which only relate to actions within the Cloud Comm functionality (please see the Cloud Comm Admin Guide). In general, the names of the permissions on this screen correlate with the specific pages in Tenant Admin (so giving someone the “Roles” permission allows them to view and take actions on the “Roles” page in Tenant Admin). The two exceptions to this are “Portal Admin” and “Log Reader”. Portal Admin gives a user access to all pages and functions within Tenant Admin. This permission should be reserved for only a few key personnel. “Log Reader” permission allows a user to access data that is logged by card apps and micro-apps. This is typically only needed by developers who are creating these apps.
For each permission section, there is a list of all users who have that permission. This list can be paged through or searched. The “Add User” button will bring up a dialog to search for new users to grant this permission. Only Portal Admins can grant permissions to other users.
Push notifications are an important part of the functionality of Sitrion ONE. This page allows admins to see when push notifications have been sent to particular devices for particular users and to send a test notification to help in troubleshooting if a user reports not receiving notifications. The view at the bottom of the page can be filtered with the search box and Device pull-down list.
The Sitrion ONE Chat functionality is currently in beta status. This page allows an administrator to turn on or off the chat functionality for their tenant. Currently, chat is enabled or disabled only for the entire tenant. In an upcoming release, administrators will be able to enable chat only for specific groups of users. This is useful for doing phased rollouts of the functionality or limiting it to only certain groups of employees. The lower part of this page allows defining managed Group Conversations. These groups will show up in the chat UI on the client as an option for employees to which messages can be sent. Only employees who are in these groups will see them as options. Users can only be added or removed to these groups via this screen. A user in one of these groups cannot choose to leave the conversation from the client. The expected use of these groups is to reflect established structures in the company (e.g. locations, departments, functional areas, etc). In a future release, it will be possible to sync the membership of these groups to groups which are used within Cloud Comms. For ad hoc group chat conversations, users can define the groups from their phones.