Managing user whitelists

The User whitelist page of Organisation Administration (below) allows the following within an organisation:

• The addition of new user whitelist rules.
• The descriptions of existing user whitelist rules to be edited.
• Existing user whitelist rules to be removed.

The user whitelist feature allows Organisation administrators to define people that can be shared items by other Cocoon Data users within the organisation based on the users' email addresses or domains.

An email address or a domain (to which an email address belongs) can be specified on this page as an individual user whitelist rule.

If the email addresses of any Cocoon Data users do not match/comply with any user whitelist rule on this page, then these users cannot be shared items by other users within the organisation ** . This also includes anyone else who does not yet have a user account registered on the Cocoon Data Platform, but whose email address does not match/comply with an existing user whitelist rule.

Therefore, when the user whitelist feature is enabled, it can be used to restrict the automatic creation of Cocoon Data user accounts to whitelisted domains only, since the Cocoon Data Platform will not create user accounts (i.e. with the Ad hoc role) for people whose email addresses have not been whitelisted.

** When one or more user whitelist rules have been added to this page, the user whitelist feature is enabled. When the User whitelist page is empty or the last user whitelist rule is removed, the user whitelist feature is disabled.

Adding new user whitelist rules

To add new user whitelist rules to your organisation on the Cocoon Data Platform:

1. Ensure you are signed in to Organisation Administration.
2. Click the User whitelist option on the left of the Organisation Administration interface to open the User whitelist page.
3. Click the Add New button.
4. In the Add Domains/Email Addresses dialog box, click the Add Rule button:
   1. Specify a domain or email address under Rule. For example, specify xy-company.com to whitelist the domain xy-company.com only.
      Notes:
      • When specifying a domain, the '*' wildcard character can be used to include variants of a domain. For example, specify:
        • *.xy-company.com to whitelist domains qa.xy-company.com, abc.xy-company.com, etc. (but not xy-company.com).
        • *xy-company.com to whitelist domains xy-company.com, qa-xy-company.com, abc-xy-company.com, etc.
        • xy-company.* to whitelist domains xy-company.com, xy-company.net, xy-company.abc, etc.
      • When specifying an email address, it is not possible to use the wildcard '*' character. If the '@' character is present in a rule, then an explicit email address is expected for the rule to be valid, for example org.administrator@xy-company.com.
   2. ( Optional ) Click under Description (or press the 'Tab' key) to specify a description for the user whitelist rule.
   3. Repeat the start of step 4 to specify more rules.
      Note: If your organisation has many user accounts, be sure to add as many rules as are necessary to prevent this feature denying any unintended Cocoon Data users the ability to be shared items as a result of enabling this feature.
5. Click the Next button to validate the user whitelist rule/s specified above:
   • If the rule/s validate/s successfully, the Add Domains/Email Addresses dialog box indicates the email addresses of the Cocoon Data users that will be disabled by proceeding.
   • If a validation error message is shown, click the Go Back button and either:
     • Click in the erroneous rule's field (under Rule) to edit + correct its value.
     • Click the erroneous rule's Delete link to remove the rule.
6. Click the Apply button to add the user whitelist rule(s) to the User whitelist page.
   Within your organisation, the accounts of Cocoon Data users whose email addresses do not match/comply with these user whitelist rule/s above (including any existing rules on the User Whitelist page) are denied the ability to be shared items by any other Cocoon Data users. This also applies to any people who do not yet have a user account registered on the Cocoon Data Platform.

Editing an existing user whitelist rule's description

Only the Description of an existing user whitelist rule can be edited.

To edit the description of an existing user whitelist rule in your organisation:

1. Ensure you are signed in to Organisation Administration.
2. Click the User whitelist option on the left of the Organisation Administration interface to open the User whitelist page.
3. Locate/scroll to the relevant user whitelist rule and click its Edit link.
4. In the Edit Description dialog box, modify the rule's Description as required.
5. Click the Save link to save the modifications (or Cancel to discard them).

Removing an existing user whitelist rule

To remove an existing user whitelist rule from your organisation:

1. Ensure you are signed in to Organisation Administration.
2. Click the User Whitelist option on the left of the Organisation Administration interface to open the User Whitelist page.
3. Locate/scroll to the relevant user whitelist rule and select its check box on the left.
4. Click the Remove button. The Delete Domain/Email confirmation message appears, indicating the Cocoon Data user accounts that will be affected by the removal of this user whitelist rule; click Delete to confirm the removal of this rule.
   Note: Removing either the last user whitelist rule or all user whitelist rules disables the user whitelist feature. See the note above for more information.

Tip: To modify the email address or domain of a user whitelist rule, remove it using this procedure above and add the modified email address or domain as a new whitelist rule.