Admin Table is oftr Caoto ntr e s U ntsser Guide Table of Contents Introduction Accessing the Portal

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1 Administrator s Table of Contents User Guide Table of Contents Introduction 3 Accessing the Portal 3 Create User Accounts 4 Enable / Disable User Accounts 5 Manage Users from an LDAP Server 5 User Roles and Permissions 6 Meeting Roles 9 Reset Password for Users 2 Groups 3 Create Groups 3 Assign a User to One or More Groups 4 Add One or More Users to a Group 5 Root Folders 6 What are Root Folders? 6 Add Root Folders 6 / 28

2 Administrator s Table of Contents User Guide Folders and File Permissions 7 Add Permissions on the Documents Screen 7 Delete Permission 9 Through Security 9 System Administration 2 Audit Trail 25 Manage License 26 Check License Information 26 System Key 27 Safeguard the System Key 27 Start the Service with the System Key 28 2 / 28

Administrator s Accessing the Portal User Guide Introduction The Anywhere Pad web portal is a web-based application where you can change system settings, audit security logs, and perform

3 Administrator s Accessing the Portal User Guide Introduction The Anywhere Pad web portal is a web-based application where you can change system settings, audit security logs, and perform administrative functions such as meeting management and user accounts management. Accessing the Portal You can access the portal using your PC s web browser. The web address would typically be in the format of organisation>. anywherepad.com. If you are using an on-premise deployment of Anywhere Pad, please contact your system administrator for the web address to use 3 / 28

Refer to the chapter User Roles and Permissions for more information. 2 3 5.

4 Administrator s Create User Accounts User Guide Create User Accounts. Click on the Accounts tab. 2. Click Add. 3. On the New User Profile form, specify the user profile and password. 4. Specify the user s role in the Role field. Refer to the chapter User Roles and Permissions for more information You may optionally specify the user s groups in the Groups tab or do it later. Please refer to Chapter 4 Groups (p.3) for information about groups Click Save and Close. 6 4 / 28

5 Administrator s Enable / Disable User Guide Accounts Enable / Disable User Accounts. Click on Accounts Select the accounts you want to enable/ disable. 3. Click the Enable/Disable button. Manage Users from an LDAP Server 3 Accounts imported from an LDAP (Lightweight Directory Access Protocol) are disabled by default. To enable them:. Click on Accounts. 2. Select the accounts you want to enable. 3. Click the Enable button. 3 5 / 28

6 Administrator s User Roles and Permissions User Guide User Roles and Permissions Anywhere Pad maintains 2 user types with different levels of access. The table below shows the operations that can be performed by each type of user. General User Administrator Meeting Management Schedule/create meeting Yes Yes Manage org-level folder structure No Yes Access to root folder No Yes 6 / 28

7 Administrator s User Roles and Permissions User Guide General User Administrator System Administration Manage folder and file access permission Yes Yes User and group management No Yes Maintain password policy No Yes View audit logs No Yes Maintain system parameters No Yes A General User can only manage a file or folder s access permissions if the user is granted administrative rights to that specific file or folder. Administrative rights to files or folders can only be granted by an Administrator or another General User who has administrative access to the same file or folder. 7 / 28

8 Administrator s Meeting Roles User Guide Meeting Roles In an Anywhere Pad meeting, participants can have one of the following Meeting Roles: Chairperson, Secretary, and Participant. These are distinct from the User Roles described in the previous section and only apply to what a user can do in relation to a meeting (before, during, and after). Meeting roles are assigned in the Meetings screen of the portal. The following table describes what each of these roles can and cannot do. Before the Meeting Chair/Host Secretary Participant Create agenda Yes Yes No Invite participants Yes Yes No Add files Yes Yes No Delete files Yes Yes No Start meeting Yes Yes No (default) Maintain Agenda Yes Yes No 8 / 28

9 Administrator s Meeting Roles User Guide Chair/Host Secretary Participant During the Meeting Assign presenter Yes No No End Meeting No No No After the Meeting Update meeting Yes Yes No 9 / 28

10 Administrator s Meeting Access Roles User Guide Meeting access roles are the character or responsibility of a participant in a particular meeting; roles can be: Participant, Secretary, Chairperson, Organiser, etc. The admin user can create new meeting roles to correspond to real-life ranks or positions in an organization. In every meeting, meeting access roles can be viewed, set, or customised by the admin user for each participant. 2 Add a Meeting Access Role. Click System Admin. 2. Go to Meeting Roles tab. 3. Click Add New Meeting Role Enter the name of the new role in the Description. Specify what the role can do in a meeting by marking the corresponding checkboxes of function rights listed. 5. Click Save and Close when done / 28

Administrator s Meeting Access Roles User Guide Edit an Existing Meeting Access Role. Click System Admin. 3 2 2. Go to Meeting Roles tab. 3. Select a meeting role from the list.

11 Administrator s Meeting Access Roles User Guide Edit an Existing Meeting Access Role. Click System Admin Go to Meeting Roles tab. 3. Select a meeting role from the list. 4. To change what an existing role can do in a meeting, mark or unmark the corresponding checkboxes of function rights listed. 5. Click Save and Close. 4 5 / 28

Administrator s Reset Password User for Users Guide Reset Password for Users. Go to Accounts. 2. Click on the Login ID of the account whose password you want to change. 2 3.

12 Administrator s Reset Password User for Users Guide Reset Password for Users. Go to Accounts. 2. Click on the Login ID of the account whose password you want to change Click Change Password. 4. Specify a password for the account. 5. Retype the new password then click Save and Close. 6. The system will prompt the user to change the account password upon login / 28

Administrator s Manage Groups User Guide Groups Introduction to Groups User groups are a convenient way to manage access rights across different sets of users, e.g. finance subcommittee or membership committee.

13 Administrator s Manage Groups User Guide Groups Introduction to Groups User groups are a convenient way to manage access rights across different sets of users, e.g. finance subcommittee or membership committee. 2 Create Groups. Go to Accounts tab Click Groups. 3. Click the Add button. 4. Enter the Group Name If you want to add members or change the permissions, click Save. To close the group creation dialogue, click Save and Close. 5 3 / 28

Administrator s Manage Groups User Guide Assign a

2 2. Select a user by clicking on their Login ID. 3.

Select the groups to which you want to assign the

14 Administrator s Manage Groups User Guide Assign a User to One or More Groups. Click the Accounts tab Select a user by clicking on their Login ID. 3. Go to the User Groups tab. 4. Click Add. 5. Select the groups to which you want to assign the user by ticking the checkbox in their respective rows. 6. Click Add To remove the group assignments, select the necessary groups and click Delete / 28

Administrator s Manage Groups User Guide Add One or More Users to a Group. Click Accounts. 2 2. Go to the Groups tab. 3 3. Click the Group Name of the group you want to modify. 4.

15 Administrator s Manage Groups User Guide Add One or More Users to a Group. Click Accounts Go to the Groups tab Click the Group Name of the group you want to modify. 4. Go to the Members tab. 5. Click Add. 6. Tick the checkbox beside the users you want to add to the group. 7. Click Add To remove users from the group, select the users you want to remove by ticking the corresponding checkboxes and clicking Delete. 7 5 / 28

16 Administrator s Root Folders User Guide Root Folders What are Root Folders? Root Folders are the top level folders that users will see in the Documents screen of the portal and the mobile app, provided that they have the appropriate permissions to view those folders. Add Root Folders 2. Go to the Document Library tab. 2. Click Add Folder. 3. On the Add Folder window that pops up, specify the folder name. 4. Click Save and Close / 28

17 Administrator s Folders and File User Permissions Guide Folders and File Permissions Add Permissions on the Documents Screen. Open the Document Library tab Right click on the file or folder whose permissions you want to change. 3. Click Get Info in the menu that appears. The Folder Info panel will be displayed on the right side. 3 7 / 28

18 Administrator s Folders and File User Permissions Guide 4. Click on Security and Permissions link to expand. This link will only be visible if you are either: a. an Administrator b. a General User with the administrator right to the folder or file 5 5. Click on [+] button. 8 / 28

19 Administrator s Folders and File User Permissions Guide 6. On the Add Permission dialogue box, specify the access details. There are 3 types of Permission: 6 a. Administrator similar with Read / Write only that users will also be able to update its Security and Permissions. b. Read-Only will allow the users to see the folder / file but won t be able to update or delete it. c. Read / Write will allow the users to edit the folder or file Click Add. 9 / 28

20 Administrator s Folders and File User Permissions Guide Configuring Inheritance The Inherit tick box indicates that the selected folder / file also has the same permissions that its parent folder currently has. These inherited permissions are displayed in grey text. Delete Permission. To delete a permission, click the [x] icon on the left side of the permission. Through Security You can also manage file and security permissions through the Security tab. 20 / 28

21 Administrator s System Administration User Guide Anywhere Pad lets you configure how the system behaves through the System Admin screen.. Go to System Admin tab. Under Settings, you will see the following options. Setting General Server ID Company Name* Documents Maximum File Size for Uploads (MB)* Meeting Schedule Meetings will be frozen after [ ] hours of the scheduled date and time Description Read only field used for debugging Name of your organisation - this text also appears at the upper right hand side of the portal. Maximum size of each uploaded document Frozen meetings cannot be started. The meeting owner, chairperson or secretary can reschedule a frozen meeting by changing the meeting time. This creates a new meeting. Once frozen, the other details of the meeting can no longer be changed. 2 / 28

22 Administrator s System Administration User Guide Enable publishing of meetings* Send meeting summary* Allows the meeting scheduler to preview the meeting details before publishing the meeting details to the participants Send a Meeting Summary file to participants of a meeting Agenda Cover Sheet Default Setting* Send notification to participants when meeting starts* Meeting Cover Template Agenda Cover Template Allows the Anywhere Pad mobile app to insert cover pages for agenda items that have no meeting files Anywhere Pad will automatically send to participants informing them that the meeting they were invited to is about to start Allows the organizer to select a file that will be used as the cover for meeting files Allows the organizer to select a file that will be used as the cover for the meeting agenda 22 / 28

23 Administrator s System Administration User Guide Standard Participant Groups Security Services Activate Security Services Password Expiry* Login Retry Limit Allows the administrator to add or delete categories or groups of participants in meetings Lets you activate the security services or displays the current status if already activated; Number of days before passwords expire; when expired, user accounts must provide new passwords when they log in Related user account will be disabled and related user offline data will be deleted from the app after retry limit Password Policy Minimum password length* Minimum number of letters* Minimum number of digits* Sets the minimum number of characters required in a password Sets the minimum number of letters required in a password Sets the minimum number of digits or numerals required in a password 23 / 28

24 Administrator s System Administration User Guide Allow special characters* Disallow reuse of old passwords* Client Devices Enable automatic sign out after a specified minutes Auto-delete meeting information on sign out Enables the system to allow special characters in passwords Allows the administrator to choose which old password should not be allowed to be used again Sets the idle time in minutes before Anywhere Pad automatically signs out the user Anywhere Pad will automatically delete all offline documents, meeting and user account information upon signing out a user or a session has timed out. Offline access will be disallowed. * Mandatory fields 24 / 28

25 Administrator s Audit Trail User Guide Audit Trail The Anywhere Pad web portal s audit trail lets you track the activities being performed within the system. To access the audit trail:. Go to Logs. 2. Select the audit trail category you wish to view: Login, Documents, Permission, User Profile. Category Login Documents Permission User Profile Description Logins, both successes and failures Operations on the files and folders: Download, Insert (new), Delete, Move, New version Permissions granted (Insert) or revoked (Delete) Operations on account records 25 / 28

26 Administrator s Manage License User Guide *License management is only applicable to the on-premise version of Anywhere Pad. Check License Information. Go to System Admin. 2. Click on the License tab. Remove License To remove the license, click Remove License. Request a License 2. Click the Request License button. It will launch your mail client with a message template that you can send to the Anywhere Pad team. 26 / 28

Administrator s System Key User Guide System Key This section is only available if you opted to keep the system key separately (as opposed to storing it

The system key is able to decrypt user keys, which can be used to decrypt file keys, and thus lets the system key holder access the contents of any

27 Administrator s System Key User Guide System Key This section is only available if you opted to keep the system key separately (as opposed to storing it in the server Safeguard the System Key The system key is very important because it allows unprecedented access to the service. The system key is able to decrypt user keys, which can be used to decrypt file keys, and thus lets the system key holder access the contents of any document in the Anywhere Pad repository. It should be stored on a protected workstation with not just software-related security mechanisms, but also physical security mechanisms. 27 / 28

28 Administrator s System Key User Guide Start the Service with the System Key. Login as administrator. 2. Go to System Admin. 3. Under Security Services, click Activate. 4. Locate the private key file provided to you during installation. 28 / 28

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