Modifying an Organisation Administration property value
To modify an Organisation Administration property value:- Ensure you are signed in to Organisation Administration.
- Click the Configuration option on the left of the Organisation Administration interface to open the Configuration page.
- Click the Edit link to the right of the relevant Organisation Administration property.
- In the Edit Config Property dialog box, update the Property value field as required.
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Click Save and the value of the Organisation Administration property is modified with immediate effect.
Notes:- For properties whose value consists of a simple
trueorfalse, the Edit Config Property dialog box has a Property Value check box, which should be selected fortrueor cleared forfalse. - It is not possible to modify the names of Organisation Administration properties, since these are fixed.
- For properties whose value consists of a simple
Organisation Administration properties
The following Organisation Administration properties are available:| Property | Detailed description |
|---|---|
| Organisation Admin Email | The contact email address, typically for an Organisation administrator, which is: • used in Cocoon Data Notification email messages and • is accessible from the Need help? … link on the Authentication code entry page for multi-factor authentication (MFA) whenever a Cocoon Data user with MFA enabled on their account signs in through the Cocoon Data Sign-in page. If a Cocoon Data user cannot successfully sign in (typically due to the user losing the ability to generate authentication codes for their 2nd authentication factor), the user can click this Need help? … link to begin emailing their Organisation administrator a request to re-configure MFA for their user account. See Administering users within an organisation in the Organisation Administration section of this guide for more information. Notes: • This property’s default value is empty. In such circumstances, the Admin Email property’s value (defined through System details properties - see Configuring SafeShare Administration properties for more information), is used as the fallback. • MFA is enabled by the user themselves for their own account through SafeShare for Web, Organisation Administration or SafeShare Administration interfaces, by a SafeShare administrator for any SafeShare administrator’s account, or by an Organisation administrator for all members of their organisation. |
| Is the address book feature enabled? | Determines whether (i.e. true) or not (i.e. false) the organisation’s address book feature is enabled. The address book feature allows a user to discover (through autocompletion) other Cocoon Data user members within their organisation by the user typing the first few characters of a member account’s email address, when sharing an item. If this property’s value is: • true, this discovery feature will be scoped to all Cocoon Data user accounts that are members of the organisation, as well as all of the user’s own contacts. • false, this discovery feature will be scoped only to all of the user’s own contacts. |
| A brief description of the organisation | As the name of this property indicates. This field’s purpose is only to provide Organisation administrators with additional information about their organisation. Be aware that this description is not displayed anywhere else throughout the interfaces of Organisation Administration and SafeShare applications (including SafeShare Administration). |
| The email address of the organisation’s contact person | As the name of this property indicates. This property’s purpose is to provide SafeShare administrators with the email address of the organisation’s contact person, which appears in the Contact Person column on the Organisations page of SafeShare Administration. Be aware that this contact person: • is initially the email address of the Organisation administrator set when a SafeShare administrator added the organisation to the Cocoon Data Platform, • is not displayed anywhere else throughout the interfaces of Organisation Administration and SafeShare applications, and • cannot be cleared. Notes: • This property is useful for allowing SafeShare administrators of your Cocoon Data Platform instance to contact (by email) the appropriate person responsible for administering your organisation. • This property is unrelated to the Organisation Admin Email property (above), whose value is accessible to Cocoon Data users from Cocoon Data Notification email messages and the Need help? … link on the Authentication code entry page for multi-factor authentication (MFA). • For more information about how organisations are added to the Cocoon Data Platform, see Adding a new organisation in Administering organisations. |
| Is watermarking of viewed files enabled? | Determines whether (i.e. true) or not (i.e. false) the watermarking feature is enabled for all viewable files created within your organisation. The watermarking feature: • Only applies to collaborators viewing files that have been shared with them. This feature is intended to discourage collaborators from copying file views by other means (e.g. using screenshot capturing tools, etc). • Covers a file’s view with large semi-transparent text that consists of the email address of the currently signed-in collaborator viewing the file, the Cocoon Data Platform’s URL, the ID of the file, the classification applied to the file by its owner (if applicable) and the date/time when the file was viewed. |
| Default language setting for new users and email notifications | The default language for all new Cocoon Data user accounts created on the Cocoon Data Platform * as a result of the users’ accounts being added to the organisation. • This setting overrides the System Default language setting set by a SafeShare administrator for their Cocoon Data Platform instance. • This property’s initial value is the current System Default language setting Note: Users can always choose/set their own account’s language settings through their own account editing features in SafeShare for Web (or Organisation Administration). * These new user accounts are created because the user’s email address has not yet been registered on the Cocoon Data Platform. |
| Enforce multi-factor authentication for organisation members | Determines whether (i.e. true) or not (i.e. false) the multi-factor authentication (MFA) feature is enforced for all Cocoon Data users who are members of your organisation. This includes your own Organisation administrator account. Note: Take caution before setting this value to true. If any members of your organisation (including yourself) are not prepared to configure MFA on their account, they may be unable to sign in successfully through the Cocoon Data Sign-in page, thereby preventing these users’ access to: • all organisations on the Cocoon Data Platform for which these users are members and/or • Organisation Administration for all organisations of which these users are Organisation administrators. For more information about MFA, see Enabling or disabling MFA on Organisation user accounts. |
| Onboarding materials to appear in a user’s file list when the user acquires the Originator role | A file or folder (typically containing onboarding materials) that an Organisation administrator can choose to be automatically shared with Cocoon Data users in the organisation who acquire the Originator role. When an Organisation administrator chooses one of their items through this property, this feature becomes active, which results in any users within the organisation who subsequently acquire the Originator role being automatically shared this chosen item. A user’s account acquires the Originator role when this account is either: • added to the organisation with the Originator role, or • an existing organisation member that is subsequently edited to grant it/upgrade it to the Originator role. The purpose of this feature is to provide users (who acquire the Originator role) with immediate access to an item of materials that provides information about adopting the use of SafeShare products to share data securely. However, any item/content can be chosen for this property. Be aware that this feature has the following requirements and characteristics: • A Cocoon Data user account with the Organisation administrator role must also have the Originator role as the item chosen by the Organisation administrator must be one they own. • All items shared automatically through this feature (regardless of whether the item is a file or a folder) are done so with Download permissions. • This property’s current item can be changed by any Organisation administrator, regardless of the item’s ownership. However, the Organisation administrator (modifying this property) can only choose an item they own. • Once this feature becomes active, existing Cocoon Data users in the organisation who have the Originator role are not automatically shared this property’s current item. However, if one of these users’ accounts is removed from the organisation and subsequently added again (with the Originator role), the user’s re-added account is automatically shared this property’s current item. • If this property’s item is actually located within a folder, then the item will appear at the root level of the items area for users who subsequently acquire the Originator role in the organisation. Notes (and idiosyncrasies) about this feature: • If an Organisation administrator chooses a folder for this property, then only the folder itself (i.e. none of its existing content) is automatically shared with users in the organisation who subsequently acquire the Originator role. However, if this Organisation administrator then adds new items to this folder, the accounts of any users who had previously been shared this folder (automatically through this property/feature) are also shared these newly added items. This behaviour will be reviewed for a future Cocoon Data Platform release. • If this property’s item is set to a folder and you wish to remove this particular folder (through a SafeShare product or other client application), change this property to a different item before removing this folder. Otherwise, the folder will not be completely removed from SafeShare. This issue will be resolved in a future Cocoon Data Platform release. |
| Support URL | The URL of the company’s/organisation’s support page, which is accessible from the Support link in the footer of SafeShare for Web and Organisation Administration as well as from Cocoon Data Notification email messages. Note: This property’s default value is empty. In such circumstances, the Support URL property’s value (defined through System details properties - see Configuring SafeShare Administration properties for more information), is used as the fallback, which by default is the Support page on the Cocoon Data web site. |
| Company Name | The company/organisation name which appears throughout Cocoon Data Notification email messages. Note: This property’s default value is empty. In such circumstances, the Company Name property’s value (defined through System details properties - see Configuring SafeShare Administration properties for more information), is used as the fallback, which by default is ‘Cocoon Data’. |
| Legal URL | The URL of the company’s/organisation’s legal page, which is accessible from the Legal link in the footer of SafeShare for Web and Organisation Administration. Note: This property’s default value is empty. In such circumstances, the Legal URL property’s value (defined through System details properties - see Configuring SafeShare Administration properties for more information), is used as the fallback, which by default is the Cocoon Data End User License Agreement. |
| Web Application Help URL | The URL of the help documentation for the Cocoon Data SafeShare for Web application, which is accessible from the Help option/link available from the user’s email address drop-down menu at the top-right of SafeShare for Web (and from the footer). Note: This property’s default value is empty. In such circumstances, the Web Application Help URL property’s value (defined through System details properties - see Configuring SafeShare Administration properties for more information), is used as the fallback, which by default is the Web user guide on the Cocoon Data documentation web site. |
| Organisation Administration Help URL | The URL of the help documentation for Organisation Administration, which is accessible from the Help option/link available from the email address drop-down menu at the top-right of Organisation Administration (and from the footer). Note: This property’s default value is empty. In such circumstances, the Organisation Administration Help URL property’s value (defined through System details properties - see Configuring SafeShare Administration properties for more information), is used as the fallback, which by default is the Organisation administrator guide on the Cocoon Data documentation web site. |
| The URL of the privacy statement | An additional (custom) URL for the company’s/organisation’s privacy statement page, which is accessible from the Privacy: • link in the footer of SafeShare for Web and Organisation Administration, • link in the sign-in dialog box and Help > Privacy option from the SafeShare menu bar of SafeShare for OS X. Note: This property’s default value is empty. In such circumstances, the URL of the privacy statement property’s value (defined through System details properties - see Configuring SafeShare Administration properties for more information), is used as the fallback, which by default is also empty, resulting in these links/options not being available. |
| Custom message to appear on the ‘Share’ dialog box | A custom message (typically a warning) that will be shown at the top of the ‘Share’ dialog box (above the Collaborators section). Note: The default value of this property is empty. Be aware that once this property’s value has been set, it can also be cleared when edited (by clearing its value before saving). |
| Compliance message to appear at login | When this field is populated, your organisation’s users will be prompted with the compliance message when trying to view data within your organisation. Your users will have to confirm the receipt of the message before being able to access files within your organisation. If a user declines the message or closes the modal without clicking the “Accept” button, they will be immediately logged out. Note: The default value of this property is empty. Be aware that once this property’s value has been set, it can also be cleared when edited (by clearing its value before saving). |
| Restrict sharing to existing members of this organisation only | Determines whether (i.e. false) or not (i.e. true) Cocoon Data users in the organisation are allowed to share items with people who are not already members of the organisation. If this value is set to true, the Cocoon Data Platform will only permit items in the organisation being shared with Cocoon Data users whose accounts are existing members of the organisation. |
| Organisation TimeZone | As the name of this property indicates. This property allows the Organisation administrators to select the default time zone for their organisation. Once in effect, the selected locale (date/time) would be reflected in the shared item email notifications and item history. |
| Application Name | A customisable name set by the Organisation administrator. This overrides the default ‘SafeShare’ application name displayed on the top-left of the page, next to the header-logo. |
| Max Allowed Margin for Geolocation (in meter(s)) | Maximum radius allowed for Geolocation services. This will set the boundary for your configured geolocations. |