Accessing Organisation Administration

The features of Organisation Administration are only available to Organisation administrators, where an Organisation administrator is any Cocoon Data user who has the Organisation administrator role for one or more organisation/s.

Signing in to Organisation Administration

When signing in to Organisation Administration for one or more organisations, a Cocoon Data user's account must have the Organisation administrator role (for each organisation managed through this account) to access all Organisation Administration features for these organisations.

To sign in to Organisation Administration:

1. Open a compatible web browser and enter the base URL of your Cocoon Data Platform instance in your browser's URL field - e.g:
   https://cocoondata-platform.xy-company.com
2. On the Cocoon Data Sign-in page, enter the Email address and Password associated with your Cocoon Data user account which has the Organisation administrator role.
   Forgotten your password? If you have, then leave the Password field blank but click the Forgot your password link instead. Follow the instructions on the page and then in your email notification to reset your password.
3. Click the SIGN IN button (or type 'Enter'/'Return'). If successful, one of the following will appear:
   • The Organisation Administration interface (for the only organisation you have permission to manage).
   • The Select Your Organisation page (because you have permission to manage more than one organisation). If this page appears:
     • Choose the organisation to administer and click the Select button. The Organisation Administration interface for the selected organisation is displayed.
       Tip: If you manage multiple organisations, you may wish to bookmark this URL (i.e. appended by /#/selectOrganisation) before clicking Select, since this URL may provide faster/more direct access to Organisation Administration than simply specifying the base URL of your Cocoon Data Platform instance ^* .
   • The main Cocoon Data SafeShare for Web page (because your Cocoon Data user account also has either the Originator or Collaborator roles). If this page appears:
     • Click your email address at the top-right and choose Administration from the drop-down menu. Then:
       • If the Select Your Organisation page then appears, choose the organisation to administer and click the Select button. The Organisation Administration interface (for the selected organisation) is displayed.
       • If the SafeShare Administration interface appears, then your account also has the SafeShare administrator role. Follow the substeps in the next bullet point to access Organisation Administration.
   • The SafeShare Administration interface (because your Cocoon Data user account also has the SafeShare administrator role). If this interface appears:
     1. Click the Organisations option on the left of the SafeShare Administration interface to open the Organisations page.
     2. If necessary, locate the organisation to administer.
     3. In the Manage column, click the organisation's Manage button. The Organisation Administration interface for this organisation is displayed.
   Notes:
   • The email address of the currently signed in user appears at the top right-hand corner of the Organisation Administration interface.
   • If, instead, you see 'Multi-factor authentication is enabled on your account...' on the page with a field requesting you to enter your Authentication code (for the first time), then:
     1. Check for a Cocoon Data Notification email message containing the subject line 'Multi-factor authentication has been enabled for your account'.
     2. Open this email message and follow its instructions to configure your mobile device with your Cocoon Data user account for MFA. For more information, see Enabling or disabling MFA on Organisation user accounts.
     3. Sign in again.

^* Additional tip: If you manage multiple organisations but you would prefer to access a specific organisation directly by URL, enter/bookmark the base URL of your Cocoon Data Platform instance (appended by /#/orgAdmin/{orgGroupId}/dashboard) - e.g:

• https://cocoondata-platform-web.xy-company.com/#/orgAdmin/{orgGroupId}/dashboard
  where {orgGroupId} is the numeric ID of the specific organisation to access directly.
  This URL and ID value can be obtained from your browser's URL field after successfully signing in to the organisation's Organisation Administration interface (using the procedure above).

Upon entering this URL in your browser's URL field and successfully signing in, the Organisation Administration interface for this organisation is displayed immediately.

The Organisation Administration interface

The Organisation Administration interface consists of a set of configuration pages, each of which is accessible from the options on the left (below).

The My Organisation/Dashboard page for an Organisation administrator's (chosen) organisation is initially displayed upon this Cocoon Data user successfully signing in to Organisation Administration (above).

Note: If accessing Organisation Administration from a tablet or phone, tap the 'menu' icon in the top left hand corner of the screen to access these options.

The table below describes each of these Organisation Administration pages, which can be accessed by clicking its option on the left of the interface.

Organisation Administration page	Description
My Organisation/Dashboard	Provides a single-page graphical overview of various aspects of your organisation's current statuses (presented in panels) as well as a variety of system usage metrics involving user accounts, files and storage (presented in pie charts).
Configuration	Allows the modification of Organisation Administration properties that affect specific functional areas of your organisation on the Cocoon Data Platform.
LDAP	Allows the configuration of connections to one or more LDAP user directories, which can be used to populate the Cocoon Data Platform with Cocoon Data user accounts.
Users	Allows access to all Cocoon Data users who are members of your organisation, from which any of these Cocoon Data users can be configured, including the ability to modify the roles of these users, which permits what the users in your organisation can do with Cocoon Data technologies.
Contact groups	Allows the creation of contact groups, which define groups of Cocoon Data users with whom items can be shared.
User Whitelist	Allows the management and configuration of the user whitelist, which defines the people (based on their email address or domain) that can be shared items by other Cocoon Data users within your organisation. Any users whose email addresses do not match a user whitelist rule can no longer be shared files or folders (i.e. added as a collaborator to items) by other people.
Files	Allows any files encrypted using Cocoon Data technologies within your organisation to be searched and filtered. From this filtered list, individual files can: Be disabled (which prevents any access to their unencrypted data) or re-enabled, as well as Have all their recorded activities inspected.
Clearances	Allows the creation of clearances (i.e. groups) of Cocoon Data users, which in turn can be used in conjunction with classifications to help ensure that classified content is only shareable with users who have clearance to access this content.
Classifications	Allows the definition of classifications that: can be selected by Cocoon Data users when sharing files and once applied to clearances/groups of users, helps ensure that classified content is only shareable with users who have clearance to access this content.
Plans	Allows the definition of plans, each of which defines a storage quota that is used to restrict the amount of storage (managed by the Cocoon Data Platform's Content Service) available to Cocoon Data user accounts.
Reports	Allows the generation of reports on activities (i.e. requests) within your organisation made by client applications to the Cocoon Data Platform's API, which can be exported to either PDF or CSV formats. The activities for these reports can be filtered by a range of different criteria. Note: In this context, 'client applications' includes SafeShare Administration and Organisation Administration (and the relevant administrators of these interfaces performing actions through them).

The Organisation Administration dashboard

The My Organisation/Dashboard page is initially displayed upon a Organisation administrator successfully signing in to Organisation Administration.

The following table describes each component of the My Organisation/Dashboard page from left to right/top to bottom.

Dashboard page component	Description
Total Users	This panel shows the total number of Cocoon Data users within your organisation, including the numbers of these users with each of the roles that can be assigned through Organisation Administration. Clicking this panel opens the Users page.
Files	This panel shows the total number of encrypted files which have been created through the Cocoon Data Platform, including the number of these files which have either been shared or not been shared. Clicking this panel opens the Files page.
Organisation Total Quota	This panel shows the total amount of storage space that a SafeShare administrator for your Cocoon Data Platform instance has granted to your organisation, which the Cocoon Data Platform's Content Service utilises to store content for all Cocoon Data users with the Originator role (i.e. users who have a plan) within your organisation. This panel also indicates the amounts of storage currently allocated to these users (i.e. the sum of their plans' quotas) and the amount of storage space currently consumed. Clicking this panel opens the Plans page.
Plans	This section of the dashboard shows each plan configured in your organisation. For each of these plans, the following information is indicated: The plan's name at the top. A pie chart of all Cocoon Data users with the Originator role in your organisation assigned to this plan, which represents the percentages of these users who are either within their plan's quota, or at/have exceeded their plan's quota. The actual numbers of all Cocoon Data users (with the Originator role) in your organisation assigned to this plan, along with the percentage of all Cocoon Data users in your organisation (with this role) who are assigned to this plan (in brackets).
File Extension Breakdown	This section of the dashboard shows a pie chart of all files in your organisation, indicating the percentages of different file types (based on file name extensions).

Signing out of Organisation Administration

To sign out of Organisation Administration:

• Click your email address at the top right-hand corner of the Organisation Administration interface and choose Sign Out from the drop-down menu.
  The Cocoon Data Sign-in page is redisplayed.

Important: After administering your organisation through Organisation Administration, please ensure that you explicitly sign out using this procedure (above). If you just close the browser tab or window that contained your Organisation Administration session, then you will not be signed out, leading to the risk that your session may be compromised by someone else subsequently using your computer.