Using SecureOffice as an administrator

From SecureOffice

Contents 1 The Control Panel 2 Managing users 2.1 Adding a user 2.2 Editing a user 2.2.1 Edit User Details 2.2.2 Delete User 2.2.3 Assign Groups 2.2.4 Assign Folders 2.2.5 Change Password 2.2.6 Configure Automatic Reply 2.2.7 Select Another User 3 Managing groups 3.1 Adding a group 3.2 Editing a group 3.2.1 Edit Group Details 3.2.2 Delete Group 3.2.3 Assign Users 3.2.4 Assign Folders 3.2.5 Select Another Group 4 Managing mail 4.1 Manage Local Domains 4.2 Manage Relay Domains 4.3 Manage Aliases / Mailing Lists 5 Managing preferences 5.1 Change Site Logo 5.2 Change Default Preferences 5.3 Change Other Preferences 5.4 Change FTP Upload Preferences 6 Managing your account 6.1 Configuring your account 7 Reporting

The Control Panel

With the Control Panel, you can manage your subscription by adding/removing users, creating groups, etc.. To go to the Control Panel, you click the link in the right top corner of the screen.

Anywhere in the Control Panel, clicking 'Home' will take you back to this page. To leave the Control Panel and go back to the folders, either click the logo, 'Exit' or 'Folder Panel'.

The Control Panel window shows you the options that are available for your subscription. To the right of the option buttons, you will find an overview of your subscription:

• Quotas Summary: an overview of the services in your subscription, telling you how much of them are used.
• Invoices: if applicable, it shows you your last invoices (up to 5) and their statuses.
• Public Folders: if applicable, it shows you which folders are public, and how many people have access to them.
• FTP Upload Settings: if applicable, it shows you the configuration of the FTP Upload service.

Managing users

Available to: all services

Adding a user

In the 'Manage Users' screen, click the 'Add' button'. You will see the following (mandatory) fields:

• First name
• Last name
• E-mail Address: fill in the user's e-mail address. Of course, this has to be a valid and working e-mail address.
• Personal Date Format: select the user's date format. The format is taken from the default preferences. The user can change it himself in 'My Profile'.

Business users will also see:

These fields are meant to contain information for yourself, rather than for us.

• Organisation
• Job Title
• Telephone
• Fax
• Mobile / Cell phone

If you have bought SecureOffice.workspace licenses, you will also see:

• Personal Uploader: taken from the default preferences, you can select the uploader that the user will see when he first starts uploading files.
• Allow user to create folders in folders: select if the user is allowed to create sub folders or not.
• Allow user to create folders in root: select if the user is allowed to create folders in the root of the workspace.
• This user is a workspace user: tick this checkbox to give this user access to the files and folders in the workspace.

If the new user should have Administrator permissions as well, then tick the checkbox in the bottom of the screen.

Clicking 'Save' will create the new user and he/she will receive a welcome email to the address that you filled in. Your new user will be remember as a 'selected' user and you will be taken to the options screen for this user.

Note: if you have bought SecureOffice.safemail user licenses and the e-mail address is in one of the domains that you have registered, then a mailbox will be created automatically. You will receive an email with the credentials to this mailbox to pass on to the new user. Keep in mind, that the user cannot access either SecureOffice or his/her new mailbox without these credentials. Forwarding them to the e-mail address you just provided would not help!

Editing a user

To edit an existing user, select him/her from the list in the 'Manage Users' screen and click on 'Select'. You will see the following option buttons:

Edit User Details

In the same screen as where you added the user, you can now change the user's details.

If the e-mail address has a grey background, this indicates that the user has a local mailbox and you cannot change the e-mail address. If you need to change the e-mail address, then you have to delete the user first and recreate it.

Personal Date Format and Personal Uploader can be changed by the user himself and might not have the same values as when you created the user.

If the user was an administrator and he/she received alerts for the System folder, then this alert will be moved to the administrator with the lowest user ID.

Delete User

To remove the user from your subscription, click 'Delete User'. You will be asked for confirmation.

Deleting the user will:

• disable his/her access to SecureOffice
• remove the user from any group that he/she is a member of
• remove the user from any folder that he/she has access to
• unlock any file that he/she has locked
• disable the user's local mailbox
• remove the user from any service he/she was using

If the user was an administrator and he/she received alerts for the System folder, then this alert will be moved to the administrator with the lowest user ID.

Assign Groups

Add or remove the user to or from the groups that you have created in Manage Groups.

Assign Folders

To be able to access a folder, it needs to be assigned to the user. With this function, you can assign either 'author' rights or 'browser' rights to the folders that exist in the workspace. An 'author' has all rights to the folder, while a 'browser' can only read it (see the contents and download files). Note, that creating folders is a user setting and overrules the author rights!

Select the appropriate rights for the user. If you change the access level from 'None' to either 'Browser' or 'Author', then the user will automatically get 'Browser' access on all parent folders, that are also on 'None'.

A double-click on one of the column headers 'Author', 'Browser' and 'None' will set that access level to all folders in the list.

What does the green ring mean?

The green ring behind the radio buttons indicates the user's effective access level, which is the highest of any group rights and the user's personal rights: if the user's access level to a folder is set to 'None', while a group that he/she is a member of has 'Browser' access, it will result in 'Browser' access to the folder and you will see a green ring in the 'Browser' column.

Change Password

(not yet implemented)

Configure Automatic Reply

This option is available only if the user has a local mailbox.

Automatic Reply is better known as the Out-Of-Office message. Users with a local mailbox can configure this message themselves, which is a better than letting you do it. This option is here for you to configure automatic replies for mailboxes that are not owned by actual users, e.g. if you have an 'info' address and you wish to send a confirmation to the sender, or you have some e-mail address that is not in use any longer and wish to inform the sender about this.

• Enable automatic reply: enable the automatic reply by ticking the checkbox. If the checkbox is not ticked, then the automatic reply will not work. You can however save it for later use.
• Period: if the automatic reply should only work for a certain period of time (typically for out-of-office messages), then fill in the start date and end date. Outside this period, the automatic reply will not work, even if you have enabled it above. The automatic reply will work continuously if left empty.
• Outgoing message: fill in both the subject as well as the body of the message, that you wish to send back to the sender.
• Copy incoming message to mailbox: typically for out-of-office messages, you would want the incoming message to be saved in the user's mailbox. When you're not interested in the incoming message, then untick this checkbox.

Select Another User

The selected user will be remembered throughout your session. Click this button to forget the selection and to go back to the 'Manage Users' screen.

Managing groups

Available to: SecureOffice.workspace

Groups are used to assign rights on folders to a group of users. Organizing users in groups makes your life easier.

Adding a group

In the 'Manage Groups' screen, click to 'Add' button to create a new group. The group name is mandatory. Click 'Save' to create the group. The new group will be remembered as a 'selected' group and you will be taken to the options screen for your new group.

Editing a group

To edit an existing group, select it from the list in the 'Manage Groups' screen and click on 'Select'. You will see the following option buttons:

Edit Group Details

In the same screen as where you added the group, you can now change the group's details.

Delete Group

To remove a group, click 'Delete group. You will be asked for confirmation.

Deleting a group will:

• remove the group from your subscription
• remove the group from all its members
• remove the group from all assigned folders

Assign Users

Select which users are a member of the group by ticking the checkbox in front of their names.

Assign Folders

With this function, you can assign either 'author' rights or 'browser' rights to the folders that exist in the workspace. An 'author' has all rights to the folder, while a 'browser' can only read it (see the contents and download files).

Select the appropriate rights for the group. If you change the access level from 'None' to either 'Browser' or 'Author', then the group will automatically get 'Browser' access on all parent folders, that are also on 'None'.

A double-click on one of the column headers 'Author', 'Browser' and 'None' will set that access level to all folders in the list.

Select Another Group

The selected group will be remembered throughout your session. Click this button to forget the selection and to go back to the 'Manage Groups' screen.

Managing mail

Available to: SecureOffice.safemail

Manage Local Domains

To receive mail in mailboxes on SecureOffice servers, you need to add your domain name(s) to the local domains.

If you already have added users, then the domains from their e-mail addresses are listed here. Select the domains that you wish to use by ticking the checkbox in front of it or add a new one by typing it in the box.

If you use your own in-house mail server that will fetch the mail from the SecureOffice servers, then set "Uses own server" to 'Yes'. This will disable the "Change Password" function for the user.

Clicking 'Save' will add the domain to the local domains and create the user's mailboxes for all users that match the domain. You will receive an e-mail with the passwords to the new mailboxes. This e-mail also contains information about how to change the DNS records to route the e-mail to the SecureOffice servers.

Manage Relay Domains

To relay mail to your own in-house server, you need to add your domain name to the relay domains.

If you already have added users, then the domains from their e-mail addresses are listed here. Select the domains that you wish to use by ticking the checkbox in front of it or add a new one by typing it in the box under 'Domain'.

Fill in the host name or the IP address of your in-house server and the SMTP port to which your server is listening.

Clicking 'Save' will add the domains to the relay domains. You will receive an e-mail with information about how to change the DNS records to route the e-mail to the SecureOffice servers.

Manage Aliases / Mailing Lists

E-mail aliases direct mail to one e-mail address (source) to another address (target). If there are more than one target addresses, then the alias will function as a mailing list (aka mailgroup). For example, if you want mail that is sent to info@yourdomain.com to be forwarded to user1@yourdomain.com and to user2@anotherdomain.com, then info@yourdomain.com is an alias for the group "user1@yourdomain.com, user2@anotherdomain.com".

Fill in the alias address under 'E-mail address' and the real address(es) under 'Destination'. The alias address has to be in one of your registered domains and not in use yet.

Managing preferences

With the site preferences, you can change the behaviour of your SecureOffice site.

Change Site Logo

The site logo is the image which is displayed in the top left corner of your screen. It is also used in e-mails to the users, that are generated by the SecureOffice servers, like welcome mails and alerts.

You can upload any image file of type GIF, JPEG or PNG, with a maximum size of 10 MB. It will automatically be resized if it is bigger than 350 x 120 pixels.

If you click 'Revert', then the default SecureOffice logo will be restored.

Change Default Preferences

The default preferences are used when you create a new user. They can be changed there per user. The following settings are available:

• Default Date Format
• Default Uploader
• Default Allow Creation Of Folders In Root
• Default Allow Creation Of Folders Within Folders

See Adding a user for more specific information about the settings.

Change Other Preferences

• Policy On Double File Names: defines what to do when the user uploads a file that already exists in the folder. Choose between
  • Refuse the file: needs no explanation ;-)
  • Create a file version of the file: add the file to the existing file as a new version
  • Create a file with a different name: create a new file name, based on the existing file name, e.g. file_1.doc.

Change FTP Upload Preferences

If you have bought the FTP Upload Service, then you can configure it here. Set the following options:

• Base folder: the folder where the folder with the uploaded files are placed.
• Folder Name Prefix: the prefix to the folder name with the uploaded files. The date of creation will be added to this value.
• Owner: the user that will assigned to the new files.
• Delay: the time that the server has to wait before moving the uploaded files to the workspace.

The FTP password is automatically generated and cannot be changed.

Managing your account

Configuring your account

Explanation of services

Reporting