Administering organisations

The Organisations page of SafeShare Administration (below) allows:

• The addition of new organisations to the Cocoon Data Platform.
• Existing organisations to be located, edited or removed.

An 'organisation' is a self-contained unit representing an organisation's (or a department's) access to resources on a Cocoon Data Platform instance.

• An organisation is a self-contained unit, meaning that the creation, sharing and manipulation of files ^* and folders (also known as collections) is handled solely within the scope of the organisation itself. Organisations provide the Cocoon Data Platform with multitenancy capabilities, whereby each organisation represents an individual 'tenant'.
• A Cocoon Data user within an organisation has access to files / folders based on whether the user either owns these items or is a collaborator on them. For more information about Cocoon Data users within an organisation, see Administering users within an organisation in the Organisation Administration section of this guide.
• Any Cocoon Data user may be a member of multiple organisations on a Cocoon Data Platform instance. In such cases, the Cocoon Data user's account is re-used across all these organisations. However, the Cocoon Data Platform treats all files and folders within one organisation (and any Cocoon Data user's access to these items) completely independently of the files and folders within another organisation.

^* A file (also known as a file object or a Secure Object) is defined as Cocoon Data-encrypted data that has been registered on the Cocoon Data Platform, along with the properties associated with this encrypted data. For more information about file objects, see Administering files in the Organisation Administration section of this guide.

When first using SafeShare Administration on either a newly-installed Cocoon Data Platform instance, one organisation is present:

• On newly-installed Cocoon Data Platform instances, this organisation:
  • is initially named Default without any Cocoon Data users or files / folders, and
  • has no Organisation administrator set.
• On upgraded Cocoon Data Platform instances:
  • This organisation is also initially named Default but instead has all Cocoon Data users and their files / folders from the previous Cocoon Data Platform version.
  • Any Cocoon Data users who had the System administrator role in the previous Cocoon Data Platform version will have this role replaced by both:
    • the SafeShare administrator role to access the SafeShare Administration features of their Cocoon Data Platform instance and
    • the Organisation administrator role in this Default organisation (to access its Organisation Administration features).
  • No contact person is set for the Default organisation.

The name of an organisation can be changed/edited as well as the organisation's initial Organisation administrator/contact person. However, once the Organisation administrator/contact person has been set, it is no longer possible to change this value from within SafeShare Administration.

Adding a new organisation

To add a new organisation to the Cocoon Data Platform:

1. Ensure you are signed in to SafeShare Administration.
2. Click the Organisations option on the left of the SafeShare Administration interface to open the Organisations page.
3. Click the Add New button.
4. In the Add new organisation dialog box, specify the:
   • Organisation Name - The value of this field is the name of the organisation shown to Cocoon Data users in SafeShare applications.
   • Quota (GB) - The value of the quota (in gigabytes) granted to this organisation.
     Note: The total quota for all Cocoon Data users in this organisation (who have a quota) is restricted by the value specified here. For more information about Cocoon Data user's storage quotas, see Managing users' storage quotas through plans in the Organisation Administration section of this guide.
   • Administrator - The email address of the initial Organisation administrator of this organisation. To make yourself the Organisation administrator of this organisation, specify your SafeShare administrator account's email address here. Once this email address has been set:
     • it cannot be changed by any SafeShare administrator (unless they are also an Organisation administrator of this organisation) and
     • after adding this organisation, upon subsequently editing it, this field's label indicates Contact Person and its value cannot be modified through SafeShare Administration. Only an Organisation administrator of this organisation can later change this value through the properties page of Organisation Administration.
5. Click Save and the new organisation will appear as a new entry on the Organisations page.
   Tips:
   • If you made yourself the Organisation administrator of this organisation, you can access its Organisation Administration interface by clicking the organisation's Manage button (in the Manage column).
   • If you have added this organisation by mistake, it can be removed (below).

Finding existing organisations

As more organisations are added to the Cocoon Data Platform, it can become difficult to locate specific organisations through the Organisations page of SafeShare Administration. The Organisations page therefore offers features to help you locate specific organisations more rapidly.

To locate specific organisations on the Cocoon Data Platform:

1. Ensure you are signed in to SafeShare Administration.
2. Click the Organisations option on the left of the SafeShare Administration interface to open the Organisations page.
3. Use either of the following features to find a specific organisation (or subset of these organisations):
   • Filter organisations - In the Search By box (right of the Organisations page), begin typing a series of characters contained in any of the organisations' Name or Contact Person fields, followed by the 'Enter/Return' key. This filters the list of organisations on the Cocoon Data Platform to those whose Name or Contact Person contains the subset of characters entered into the Search By box.
     By default, the Name or Contact Person fields fields are used for filtering (i.e. All), although filtering can be restricted to just one of these fields using the adjacent drop-down.
   • Navigate to specific organisations - If available, use the page navigation buttons (lower-right of the Organisations page).

Tip: You can also sort organisations on the Organisations page by clicking the linked name (in the column header) of the field by which you would like to sort your organisations:

• Clicking a linked field name multiple times toggles between sorting the organisations (according to that field) in ascending and descending order.
• To revert back to the natural ordering of organisations in the list, simply refresh the page.

Editing an existing organisation

Note: If specifying an Organisation administrator for the initially-named Default organisation, follow this procedure whilst signed in with the default administrator user account admin@default.com. For more information about this account, see Accessing SafeShare Administration for the first time.

To edit an existing organisation:

1. Ensure you are signed in to SafeShare Administration.
   Note: Use the account admin@default.com if editing the Default organisation.
2. Click the Organisations option on the left of the SafeShare Administration interface to open the Organisations page.
3. Select the left check box of the organisation to be edited and click the Edit button.
4. In the Edit organisation dialog box, modify the:
   • Organisation Name - The value of this field is the name of the organisation shown to Cocoon Data users in SafeShare (and other client) applications.
   • Quota (GB) - The value of the quota (in gigabytes) granted to this organisation.
     Note: The total quota for all Cocoon Data users in this organisation (who have a quota) is restricted by the value specified here. For more information about Cocoon Data user's storage quotas, see Managing users' storage quotas through plans in the Organisation Administration section of this guide.
   The last field on this dialog box may differ depending on the organisation you are editing and its current state:
   • If you are editing any organisation whose Organisation administrator has already been specified (i.e. every organisation other than the initially-named Default one), then this field (labeled Contact Person) indicates a non-editable email address, which is either:
     • the Organisation administrator's, specified when a SafeShare administrator initially added the organisation, or
     • that of the contact person, subsequently specified by any Organisation administrator of this organisation (through the properties page of Organisation Administration).
   • If you are editing the Default organisation, then this editable field is labeled either of the following:
     • Administrator on newly-installed Cocoon Data Platform instances, where an email address must be specified to save your changes to the other fields (above). Unlike setting the Administrator field when Adding a new organisation (see step 4 of this procedure above for details), specifying the Administrator value for the Default organisation only sets The email address of the organisation's contact person and Organisation Admin Email property values. To set the Organisation administrator for this organisation, continue this procedure after clicking Save (below).
     • Contact Person on upgraded Cocoon Data Platform instances. You must specify the email address of a contact person, for example, that of one of the existing Organisation administrators in the organisation to save your changes to the other fields (above). Be aware that the contact person's email address does not have to be that of an Organisation administrator or any other Cocoon Data user in this organisation.
5. Click Save and the organisation's details are updated.

If you have been editing the initially-named Default organisation, continue on:

1. Click the Default organisation's Manage button (in the Manage column) to access the Organisation Administration interface for Default.
2. Follow the Adding an organisation user account procedure to add an Organisation administrator user account to the Default organisation.
   Notes:
   • You can make yourself the Organisation administrator of the initially-named Default organisation by specifying your SafeShare administrator account's email address when adding the Organisation administrator user account.
   • If you are an Organisation administrator of the Default organisation:
     1. Sign out and sign in again with your Organisation administrator / SafeShare administrator user account.
     2. Remove the admin@default.com user account (from Organisation Administration).
   • If you are not an Organisation administrator of the Default organisation, contact the relevant person in that organisation to remove the admin@default.com user account.

Removing an organisation

Removing an organisation is a non-reversible action, whose process ideally requires relevant stakeholders to be given sufficient notice and time to agree on the organisation's removal before the organisation (along with all of its data) is permanently removed from the Cocoon Data Platform.

To help ensure this notice and time is provided, removing an organisation requires two SafeShare administrators to action - one SafeShare administrator to initiate the removal request and another to approve this request.

To initiate an organisation's removal:

1. Ensure you are signed in to SafeShare Administration.
2. Click the Organisations option on the left of the SafeShare Administration interface to open the Organisations page.
3. Select the left check box of the organisation whose removal is to be initiated and click the Remove button. You are prompted on the Request to remove organisation dialog box to confirm this action and upon clicking Initiate removal, the organisation removal request is initiated.
   Notes:
   • On the Request to remove organisation dialog box, if the Send notification to contact person check box was:
     • selected (i.e. default behavior) before clicking Initiate removal, then an email notification is sent to the organisation's contact person, informing them that their organisation's removal may be actioned in the number of days specified by the Days to action organisation removal property value. The Removal Status column on the Organisations page then indicates Action in X days for this organisation, where X is a daily countdown whose value is initially the Days to action organisation removal value minus one.
     • cleared before clicking Initiate removal (or this option was not available on this dialog box), then no notification is sent to the organisation's contact person. The Removal Status column on the Organisations page then indicates Pending (for SafeShare administrators who initiated an organisation's removal request) or Awaiting approval (if an organisation's removal request was initiated by another SafeShare administrator).
   • If the Send notification to contact person option is not available on this dialog box, then the Days to action organisation removal property value has been cleared.
   • At any time after initiating an organisation's removal, you can subsequently cancel this removal request by selecting the left check box of the relevant organisation (whose Removal Status indicates either Pending or Action in X days) and clicking the Cancel button. If the Cancel button is not available, then another SafeShare administrator initiated that organisation's removal. In such a scenario, clicking the Decline button achieves the same result as clicking the Cancel button. Once an organisation's removal request is canceled/declined, its Removal Status is cleared.

To approve an organisation's removal:

1. Sign in to SafeShare Administration using a different account to the one who initiated the organisation's removal (above).
2. Click the Organisations option on the left of the SafeShare Administration interface to open the Organisations page.
3. Select the left check box of the organisation whose Removal Status indicates Awaiting approval and click the Approve button. You are prompted to confirm this removal and upon clicking Approve (on the message box), the organisation (along with all of its data) is permanently removed.
   Note: After another SafeShare administrator initiates an organisation's removal, you can decline this removal request at any time by selecting the left check box of the relevant organisation (whose Removal Status indicates Awaiting approval or Action in X days) and clicking the Decline button. If the Decline button is not available, then you initiated that organisation's removal. In such a scenario, clicking the Cancel button achieves the same result as clicking the Decline button. Once an organisation's removal request is declined/canceled, its Removal Status is cleared.