BOARD PORTAL FOR ADMINSTRATORS STEP BY STEP QUICK GUIDE THIS GUIDE IS UPDATED FOR WEBVERSION 4.1 AND IOS APP-VERSION 4.2

Transcription

1 BOARD PORTAL FOR ADMINSTRATORS STEP BY STEP QUICK GUIDE THIS GUIDE IS UPDATED FOR WEBVERSION 4.1 AND IOS APP-VERSION 4.2 W W W. A D M I N C O N T R O L. C O M

2 TABLE OF CONTENTS 1. HOME PAGE 3 2. FOLDER OVERVIEW DOCUMENTS NOTIFICATIONS UPLOAD DOCUMENTS 4 3. CREATE NEW MEETING 5 4. SETTINGS ADD USER SYSTEM ROLES MANAGE USERS AND PERMISSIONS USER ROLES FOLDER PERMISSIONS SYSTEM SETTINGS 8 W W W. A D M I N C O N T R O L. C O M

3 3 1. HOME PAGE The homepage is the first page after login. At the top, you will find the drop-down menu with the organizations where your user is active. In the left column, you can navigate the tab(s) you have access to. Here you will find documents of the board, management, etc. If you want a customized appearance of this page, your contact at Admincontrol will assist you. 2.1 DOCUMENTS Documents are viewed by clicking on the title. You can view multiple documents by marking the documents and click Merge. Gain access to all options for a document (or folder) from the cogwheel in the right column. To quickly take action on multiple documents, mark the documents, and choose an option from More actions. The sort order may be rearranged using drag & drop or the arrows at the far right. 2. FOLDER OVERVIEW Clicking on one of the tabs in the left column gives you an overview of the folder structure and documents. Here you can add documents, meetings, check folder access, send notifications and more. To access the options for the folder you have entered, select More actions.

4 4 2.2 NOTIFICATIONS 2.3 UPLOAD DOCUMENTS The option for sending document notifications is available from the menu when clicking the cogwheel (single document) or More actions (multiple documents) in the document list. You can edit the text in the /sms/push for all users by clicking Edit template, or an individual user by clicking Edit individual messages. To upload new documents, click on the Add new button in a folder and then Document In the upload window, first select the documents you wish to upload using drag and drop or click on Browse. Once the documents have been selected, they will appear in a list and may be uploaded individually or all at once using Upload all. Allow print and text copying is chosen by default. You also have the option to allow download. This option will apply to all user roles. Admincontrol can convert your files to PDF when uploading. Microsoft Office documents (doc, docx, xls, xlsx, ppt, pptx and ppsx) are supported for converting. Please note that deviations may occur when you convert documents to PDF using the converters supplied. Please see here for more details regarding PDF converters.

5 5 3. CREATE NEW MEETING Under the Meetings tab you will find all previous and future meetings. To add a new meeting select the desired date in the calendar to the right. Meeting book Meeting book can be easily created using our tool. In the next step, you can compile the agenda and the attachments into one user friendly document (PDF file). Attachments When you use this option, the files you select in the next step will be attached to the meeting and displayed in the meeting overview. 4. SETTINGS None If you do not want to create meeting book or add attachments now, select the last option. You can revisit the choice later. Continue to save the meeting. To publish the meeting and make it available for other users in the portal, click Publish or Publish and notify to notify users about the meeting when you publish it. You can export the meeting to your Outlook calendar by clicking Calendar event. As an Administrator, you can edit users and what they access in the Board Portal. Under Settings you can for example add/remove users, control what they access, assign roles and give ipad access. The settings under My profile are your personal settings which are open for all users, while the other options are only available to an Administrator. After filling out the meeting detail you will have the following options for meeting attachments:

6 6 4.1 ADD USER Add a user by selecting Add single user and type full name and address. Add multiple users by selecting Add multiple users and paste a semicolon separated list of addresses. Make sure all the addresses are valid. Only semicolon (;) can be used to separate the addresses. Select one or more user roles from the list. Click Add user to send the invitation(s). The new user(s) will receive an with an invitation to register and log in. New users will not appear in the Active Users list until they have registered SYSTEM ROLES Readers can view documents in viewer. Download and print is restricted for all documents. Read and Print users can view, download and print according to document settings. Users can view, download and print according to document settings. They can also contribute by uploading files and changing own content. Content administrators have full control over all content in folders they have access to. They cannot make changes to users access and roles. Administrators have full control over content and Settings. They can add and change users access and roles.

7 7 4.2 MANAGE USERS AND PERMISSIONS Manage users and permissions gives you an overview of all the users in the portal and their roles. Under Registered/Active users, you have a list of active users, where you may edit their system role and user configuration options. By clicking on the name of a user you can view and edit a users access levels. You may not change a user s address and user name. Please contact Admincontrol Support to change this setting. 4.3 USER ROLES By clicking User roles, you can edit the user roles in your organization, i.e. manage what roles the organization is operating with and what permissions they have. You can also view users assigned to the different roles, what level and system roles they hold and specify if a user role can be accessed in the app on ipad/iphone. To edit which user(s) who has access to the different roles, click View Users to the right. In the left column, you will get an overview of all registered active users in the portal. The column on the right shows users who have access to the role. Unregistered users allows you to view all invitations to the portal, with options such as resend, renew or delete invitations. Deactivated users presents a list of users who have been deactivated, with the option to reactivate if needed.

8 8 4.4 FOLDER PERMISSIONS This overview enable you to manage access to folders/tabs for the different user roles in the portal. Click on Select visible roles to edit which roles are visible in the folder structure below. Match a user role with the desired folder by checking the box to the right of the title. By providing access to a folder all sub-folders will automatically be included. You may uncheck sub-folders to be omitted from the user roles access if needed. 4.5 SYSTEM SETTINGS If you experience problems displaying documents or issues converting documents to PDF on upload, try making changes here. PDF converter 1 is the default converter, and is best suited for documents with text. Converter 2 is better suited for pictures and other non-text conversions (for example Powerpoint documents). The default document viewer for all new users is Document Viewer III, without Java. If you experience issues with the quality of viewing or printing documents, one of the other viewers may give better results. Document viewer I and II depend on a web browser that supports Java. These changes are only valid for your user, you may override the Document Viewer settings for all users in the portal by accessing Global system settings.

9 PLEASE CONTACT US IF YOU NEED FURTHER HELP OR ASSISTANCE W W W. A D M I N C O N T R O L. C O M