Introduction SIMSme Management Cockpit Documentation Version 2.1 February 2018 Table of Contents 1 INTRODUCTION... 2 2 USERS... 3 3 LICENSES... 5 4 GROUPS... 7 5 CHANNELS... 8 6 DASHBOARD...10 7 APP SETTINGS...12 8 APP DESIGN...13 9 MESSENGER MANAGEMENT...14 10 RECOVERY CODE...15 Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 1 / 15
Introduction 1 Introduction SIMSme Business is the secure instant messenger solution from Deutsche Post. Instant messages sent using SIMSme Business feature end-to-end encryption for unbeatable security and confidentiality. SIMSme Business fosters better internal communication between colleagues and teams, increasing their productivity. Users can engage in individual or group chats to send confidential text messages, video or voice messages, photos, files and more. The service complies with Germany's strict privacy standards and is operated solely using servers located within Germany. Management Cockpit The Management Cockpit provides a platform for simple and intuitive user management and configuration of the SIMSme Business App, all designed to meet your Compliance requirements. The web interface makes it easy for IT administrators to distribute the app within a company and control it centrally. Administrators thus have access not only to app functions, but also the option to tailor the app's design and send messages to a broad audience. The innovative Management Cockpit also encompasses the following functions: user and license administration channel and group management reporting dashboard security and compliance settings app design configuration This documentation is intended for administrators and aims to provide an overview of the SIMSme Management Cockpit and instruct them on how to prepare optimally for rollout of SIMSme Business to the larger company, as well as best practices for oversight of messenger use. Registration As an IT administrator, you can register for a Management Cockpit on the SIMSme website. There are several options for this. One occurs automatically, as a Management Cockpit account is created by default when a license is ordered. Otherwise you can register for a free test account. This latter option requires entry of personal data such as name, email address and mobile phone number. Based on the provided data, you'll receive an email containing a personal browser certificate as well as a certificate password sent via text message (i.e. 2-factor authentication via separate channels). Once this certificate has been installed, the Management Cockpit can be loaded via the URL https://admin.sims.me/adminkonsole/index.html. NOTE: Following first-time log-in, you'll automatically receive a Recovery Password by email. This must be stored in a safe and secure location. In the event that the regular password is lost, it represents the only possibility for restoring the Administrator account. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 2 / 15
Users 2 Users The first step toward rollout of SIMSme Business in your company is creating users who will then be assigned licenses in a subsequent step. Click on Create New User (lower right on the Users tab) and enter the user's first and last name, email address and mobile number into the window that opens. You can also assign optional keywords to make it easier to link a user to a department or function. This is helpful later if the search function is to be used. Click on the green button (lower left) to save your entries and create an additional user. Once a user has been created, a dialog opens to ask if you wish to assign a license right away. You can postpone this until later if desired, as described in the Chapter Licenses. NOTE: The user data should only ever include business email addresses. Once users have confirmed their email addresses, the app automatically creates a company address book based on shared domain names, such as "@mycompany.com". For privacy protection reasons, free email services are blocked within SIMSme Business. You can also create users without an email address. This limits the effectiveness of the company address book, however, and communication with that user via the Management Cockpit is limited to text messages. A 'quick create' function is also available for creating several users at once. Simply click in the empty cells of the last row of the user administration overview, enter the data, use the Tab key to switch cells, enter a pre-defined keyword and save the input using the green button on the lower right. The Import User Data function allows you to import an entire directory of users into the Management Cockpit. A CSV import template has been provided to make this easier. Simply click on the blue link on the upper right of the overview page to find it. Once opened, click on the gray button on the upper right and select the file to be uploaded using the pop-up window and confirm by clicking on Open. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 3 / 15
Users NOTE: Please note that the import template uses the comma-separated value format "Last name, First Name, email, mobile number, (keyword)". The keyword field is optional but is helpful for the search function by indicating an association, such as to a department or function. You can edit individual users by clicking on the corresponding row. Each user is assigned an 8-digit SIMSme ID that functions as their identification. The user's contact data, including mobile number and/or email address, can be changed at any time, although the changes will not become permanent until verified by the user in the Messenger app. The user administration system can also be used to assign a Department or keywords. The user's department will appear in his or her profile and will be visible to all other Messenger users, while the keywords are intended solely for internal organization and administration using the Management Cockpit. Once activation is complete, details about the user's devices will also appear below the keywords. NOTE: Users can be completely deleted from the user administration system by clicking on the button with the red X to the upper right. When an administrator deletes a user, such as when the user leaves the company, the entire account is deleted and the user's backup file becomes unusable. The user's license is also immediately locked and the data record is deleted in the backend. The user immediately loses access to the communication system. The SIMSme Business app resets automatically to the registration screen and the user can no longer back up his or her data. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 4 / 15
Licenses 3 Licenses Licenses can be assigned to users either immediately following the creation of individual users or at a later point in time. In the Licenses tab, click on the green Assign Licenses button on the lower right. A two-column overview window then opens. Unassigned licenses and their period of validity are shown to the left; the available users and their respective status are shown on the right. Tick the checkbox in front of the desired user and license and then associate them by clicking on the green button to the lower right. NOTE: As soon as a license is associated with a user, that newly created user is then automatically invited to download SIMSme Business. The status visible in the overview then changes from gray (User created) to yellow (License assigned). Users with an email address receive an email with a corresponding download link and additional information, whereas users with solely a mobile number receive their invitation via text message. Ensure that all preparations for rollout have already been made before assigning licenses. Once the user downloads the SIMSme Business app from the Apple App Store or Google Play Store, he or she then registers using their mobile number. Starting with Version 2.1, users can also register via SIMSme Business Web Messenger and add additional devices to the same account later. After registration, a query for administering the app appears. For more on this, see the chapter on App Management. Once the user agrees to this, the user's status in the license overview page changes to License active (green). If the license expires, the status on the overview page changes from green to License expired (red). Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 5 / 15
Licenses It's also possible to revoke a user's license. Click on the three blue dots to the right of the user's row in the license overview page and select Revoke License. Once you've confirmed by clicking on Revoke in the dialog box, the license is then available for assignment to another user. While the previous user's data is not deleted, the app will be locked for that user until a new license is assigned. Shortly before the expiration of the contract, both user and administrator will receive a notification of the upcoming termination. Within the Management Cockpit, the user's respective row will appear in a special color with a "warning triangle" to indicate the pending change to the user's status. A user's license can be renewed in the license overview page. To do so, click on the three blue dots in the corresponding row of the license and select Renew License. Select the desired license from the popup window and execute the renewal. If no additional licenses are available, you can request as many new licenses as desired by clicking the gray Order New License button on the upper right. The new licenses will be invoiced accordingly. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 6 / 15
Groups 4 Groups A key component of instant messenger communication involves discussion between members of groups. You can promote quicker and more efficient collaboration within departments and teams by creating or merging user groups for your users within the Management Cockpit. Users that have been assigned group administrator rights automatically receive an invitation to join the group. For new employees in particular, this can accelerate onboarding significantly and aid employees in finding help more quickly. To create a new group, click on the green Create New Groups button on the lower right of the Groups tab. Enter a group name (i.e. "Sales") and a group image to be shown to the members. You can then select among existing users as members of the group. In the right portion of the window you can search for users by name or keyword and then select the desired user(s) via the checkboxes next to their row. The group is then created by clicking on the green button on the lower left. As administrator, you have the option at any time to delete the group or to add or delete specific users. You do not have the ability to read the content of group communication, or to send messages to the group. The Channels function is available for centralized broadcast of information to users. NOTE: As soon as you've created a group and identified new members, they will automatically be invited within SIMSme Business and assigned to the group. After execution, changes to the group picture and name are immediately visible to all members of the group. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 7 / 15
Channels 5 Channels Channels allow administrators to send central messages, images and files to a defined circle of recipients, as well as to inform up to 1,000 employees quickly and throughout the company about new developments. To use channels, click on the green Create New Channel button on the Channels tab. The process is similar to that for creating groups: enter a channel name and image and identify the users who should receive the channel. In addition, you can also assign write rights to channels for selected individual users. These users then function as mobile authors, with rights to send messages to the channel from the app. These messages are also displayed in the Management Cockpit. Other users cannot respond within a channel, however. As soon as the new channel has been confirmed by clicking the green button, all users defined as members are automatically sent an invitation. A new message can then be created by clicking on the row for the desired channel within the channel overview page. Enter your message, including an image if desired. A preview is shown on the right side to allow you to check what will be shown to the users text and images will be shown in one joint message. The selection function also allows you to attach files from your computer. These cannot be combined with message texts, however, and must be sent separately. If links are provided, be sure to the complete URL, including the https://, to ensure that smartphones will parse it correctly. Once you've created your message, you can either send it immediately or use the drop-down menu below the image selection function to define a desired delivery date and time. Select a desired date and time in the future and click on the gray Send button. Messages assigned a date and time in this way will not be sent immediately, but rather on a time delay. From a technical standpoint, the message is sent immediately to the server, but is not delivered to the user until the specified date and time. This allows for the creation of a simple editorial schedule for delivery of messages, such as a newsletter created over the course of a week for delivery on the weekend. The time of delivery is shown alongside time delayed messages. You also have the option here to delete messages that have Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 8 / 15
Channels already been sent to the server but not yet delivered to the final recipients. Please note that this only applies to time delayed messages sent using the Management Cockpit. Click on the blue Edit Channel link in the upper navigation bar to edit the channel name or image, add new users to a channel, delete existing users or assign write permissions. You can also delete the entire channel. The channel overview page provides a quick view of which channels have been created and how many users have been assigned to each channel. Invited users are defined by you as the channel's recipients. Within this system, employees are automatically assigned to the channel, after which they are considered members. Users who have been assigned a license and invited to a channel are not considered members until they have completed registration of the app and app management rights have been approved. This ensures that no unauthorized users have access to confidential content within channel communication. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 9 / 15
Dashboard 6 Dashboard The Dashboard tab offers an effective method for control of the Management Cockpit, using anonymized data for effective reporting and to establish transparency in instant messaging usage. You can find statistics regarding user activity within your firm, data on established groups and channels as well as a summary of the Message Mix. The drop-drop menu on the upper left can be used to select between Daily (DAU) and Monthly Active User (MAU), as well as a time frame between 1 week, 1 month and overall time frame. A DAU reflects a user active in the past day, while MAUs reflects the number of users during the last 31 days. The data is always assessed and visualized up to the day prior. Activity displays the current number of active users (user status License active) and their distribution between the Apple ios and Google Android operating systems. The charts under Activity show you the number of sent messages and the number of users active at a specific date and time. The Groups area contains a list of all groups created by the administrator, including group name, number of users and number of messages within the reporting period. Clicking on an individual group calls up a line graph alongside the list, showing the number of messages within the group during the selected period. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 10 / 15
Dashboard A pie chart to the left of the Groups list shows the statistics for the respective group (in yellow) based on the number of messages, compared with all other administered groups. Groups generated by users are displayed together with the number of messages from the same time frame. Due to the nature of private encryption, data on group names and number of participants is not available. Channels work similar to groups, with a listing of all channels available together with users and messages as well as a relative distribution indicated through a pie chart. Beyond this, there is the option to click on a channel to assess the top 5 broadcast messages. The ranking reflects the conversion rate, meaning how many users opened an image or file or clicked on the link. There is also data below the Message Mix showing the total number of messages sent during the reporting period. This reflects the sum of individual messages, group messages and channel-based messages. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 11 / 15
App settings 7 App settings To ensure the SIMSme Business satisfies your company's Compliance and security requirements, you can use the App Settings tab to configure factors such as contact guidelines, password guidelines, password complexity and media guidelines. The app settings components of SIMSme Business are based on Android for Work (Android 5.0 and newer) and Managed App Configuration (ios 8.0 and newer), to ensure secure and quick app configuration. The password guidelines serve to protect the application and its data. You can either trust the users to choose an appropriate protection setup for the app or enforce stricter security at the Management Cockpit level, such as by stipulating a password each time the app is started. If you also define password complexity criteria, then users must satisfy those rules when selecting a new password within the app. The media guidelines serve to control local saving, sending, forwarding, exporting and sharing of communication with other apps. NOTE: The settings only apply to user accounts subject to administrator oversight. The user must have accepted App Management when queried within the app before the settings you've defined here can take effect. Changes are deployed to the productive clients within 1 hour after saving them in the Management Cockpit. Please note that your settings, such as media guidelines, can restrict the functionality of the app and may in certain situations limit the ability of the employees to collaborate. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 12 / 15
App design 8 App design SIMSme Business is a modern communications tool, and as such can be customized to match your Corporate Design (CD) guidelines. Your logo and the color scheme on the app can be changed from within the Management Cockpit. This improves acceptance among employees and turns the app into "your" corporate instant messaging platform. The customization process is available under the App Design tab, beginning with option to upload your corporate logo via the blue Select Image button. In the window that opens, select the logo in PNG format and click on open. Your logo is then presented in the Logo Preview next to the image selection function as well as in the Design Preview on the smartphone. For best result, we recommend an image sized 800 * 160 pixels. The minimum logo size is 680 * 80 pixels, although images of up to 800 * 600 pixels are allowed. The color scheme for the app can be configured in a separate step. The precise value can be entered as in RGB (Red-Green-Blue) or Hexadecimal format. For precise color settings, contact your corporate communications department. NOTE: Once you save changes to the color scheme and logo via the green button on the lower right, that data will be transferred into the productive client within 24 hours after being saved in the Management Cockpit. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 13 / 15
Messenger Management 9 Messenger Management Before the administrator can manage an account, the user must first consent to assign Messenger management rights. Once a user is assigned a license, the automatic processes for "onboarding" the account begins running in the background. Depending on what data for the user has been provided, the invitation is sent via email or text message. After registration, the user is queried through a pop-up window whether consent is given for Messenger management rights. If the user is already using the app, then the query is issued when the license is assigned. If the user clicks Allow, then the user status changes to License active and the administrator can manage the account. From that point forward, changes to app settings and app design for the account and user are applied automatically, as are assignments to groups and channels. Channels can then also be received as messages from the Management Cockpit. If the user refuses the query in the pop-up window, then the account remains outside the Messenger management system and a "warning triangle" appears next to the user state License assigned. The administrator can manually re-issue the administration query via the Edit User function. To do so, click on Re-issue Query. The user will then see the pop-up window again. For security reasons, the user must actively consent to app management rights before the administrator can manage the account. NOTE: Once the user is subject to administrator control via the app management system, the administrator then has permission to delete the account and all its communication data, such as after the employee leaves the company. The application then resets back to the registration screen. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 14 / 15
Recovery Code 10 Recovery Code When a user forgets the account password, it is possible to use the recovery code to unlock the Messenger. Admins can deactivate this function at any time via the App Settings function in the Management Cockpit. If the Recovery Code option is activated, the user can unlock Messenger by clicking on Password Forgotten and then on Request Recovery Code. Depending on how the Cockpit is configured, the user will then automatically receive a text message or email from the backend with the recovery code. If the "Force Recovery Code via Admin" option is activated in the app settings, then the administrator will receive an email request from the user for a recovery code. At the same time, a "warning triangle" appears in the Management Cockpit next to the user's name to inform the administrator that action is needed. The remainder of the Recovery Code actions are performed using the Edit User function. For users with a verified email address, the code can automatically be sent from the Management Cockpit. Click on Send Recovery Code to do so. For users with a verified email address, the administrator can view the code so as to provide it by telephone, for example. Within Messenger, the user must enter the recovery code and then enter a new personal device password. Any password complexity criteria defined in the Management Cockpit then apply, as they are part of the app settings. After assignment of a new password, the user can once again access the chat overview and use the Messenger as before. NOTE: The Recovery Code function is only ever available to users who are under the oversight of an administrator. The user must hence have previously accepted the query on app management rights. Otherwise there are no options available for unlocking the app and a full reset is required, which causes all chat content to be lost. Version 2.1 I Updated February 2018 I business@sims.me I www.sims.me/business 15 / 15