Using the Corporate Management application you can see, track, and manage all users and all spaces that belong to your corporate domain. It is a central management hub for your organization's use of Elements.cloud.
Prerequisites
License Requirement: Corporate Management is set up automatically for all paying customers of Elements.cloud, irrespective of license. If you don't have this enabled, talk to us via chat.
Corporate domain: You must have a unique corporate domain. Corporate management is not supported for public domains like gmail, hotmail etc.
Why use Corporate Management?
Corporate Management offers comprehensive visibility and management of all users and spaces within your organization's domains. It allows you to:
See all spaces and their users belonging to our organization (especially valuable for consulting organizations working with multiple clients)
Set up provisioning and SSO rules so that your employees don't have to self-register or set up new passwords
Re-assign ownership of spaces to other users when employees leave or move roles
Enforce security and access rules across all your content that match company policies
Set up Corporate Management
When Corporate Management is first set up (by Elements):
There is only one designated Corporate Admin (person who can change policies and corporate settings)
There is only one verified corporate domain for your organization
We strongly recommend that you have more than one Corporate Admin, so that when the main admin is unavailable or leaves the organization, you do not lose control over your assets in Elements.
You can access your corporate management by clicking on the 'gear' icon in the main application and selecting 'Corporate settings' menu item.
Add another Corporate Admin
Add another Corporate Admin
As a Corporate Management Admin you can provision additional admin users provided they have an email address on one of your registered domains.
To add a new Corporate Management admin-- from within the Corporate Management app, click on the "Admins" icon in the left global navigation menu and then press "Add Admin" in the upper right corner.
If your nominee does not have an Elements account associated with your corporate domains, you won't be able to make them corporate admins.
If this is the case, as your next step please direct your nominee to register for a free Elements.cloud account from here: https://app.q9elements.com/signup. Once the registration step is complete you can proceed with adding the user.
In the dialog box, start typing the name or email address of the user, optionally add a Message which will be included in an email notification sent to the nominee when you press "Add".
Upon pressing "ADD" the system will send an email notification inviting them of their new permissions. However, they do not need to take any additional action, permission has been granted.
Add another corporate domain
Add another corporate domain
In corporate management, select the 'domains' menu item. Then click 'Add domain' button.
After you type in the name of your domain, you will see the following window:
To verify the new domain, you need to add the DNS TXT String as a new DNS record for your domain. Once that is done, click "Verify domain". Upon successful verification, you will have visibility and control over all spaces and users associated with that verified domain.
Provision users from identity provider
Corporate Management allows you to set up user provisioning and Single Sign-On (SSO) with the preferred identity provider.
Read this separate administration guide to learn how to set it up for different providers.
Manage which users have access to which spaces
An employee can leave or become absent, leaving organization locked out from key company content.
Open the list of spaces from the main menu. Find the space you are looking for, then select the share tab in the right panel. You will see all existing space admins, users with edit rights, and list of viewers.
Add another editor / space admin user
Add another editor / space admin user
Add a new user to the space if they are not already in it (click 'Add user to space button). If you have any editor licenses to spare on that Space you will be able to invite that user as editor & make them a Space Admin straight away.
That user can then remove any other users, including other space admins.
Reallocate licenses
Reallocate licenses
This does not apply to consultants using our consulting licenses.
If you do not have any editor licenses to spare on that Space (this applies to customers who buy specified number of editors per space as part of their license) then you can simply reallocate the license from the current Admin to one of the viewers in the Space by clicking on the "Reallocate" button to the right of the admin.
You can also upgrade an existing editor on the Space to Space Admin at any time.
Set up spaces that every user gets automatically added to
As a Corporate Admin you can make any space a "Corporate default space". This is a space to which all users in your corporate environment will be automatically invited to, existing and new users alike. This way you can make sure all users have instant access to the corporate and relevant content.
This step is not necessary for customers who provision their customers from their Salesforce Org. Inspect this guide for provisioning from Salesforce.
Make a space default to all corporate users
Make a space default to all corporate users
Simply open Corporate Management app from the main app.
Then select the spaces list and open the "Access" tab in the right sidebar. Turn on the toggle "Make all users members by default". The system will then go through each user in your corporate environment and add them to this space. If any new user registers, they will also be automatically added to that space.
When this option is turned on, space admins can't remove corporate users from this space.
Track external users with access to corporate content
Corporate Management also gives you visibility of all external users (i.e. users that do not belong to your corporate domain) that have access to your spaces.
Simply select list of users in corporate management and then select 'external users' tab. For any selected external user, click on the list of spaces in the right panel, to see which one of your corporate spaces do they have access to.
This helps you understand exposure of your company information to consultants, guests, partners, or unexpected third parties.
Set up access and usage policies across all users and spaces
Select Policies from the left icon menu and apply rules to your organization.
Available policies
“Corporate Management is only accessible by Corporate Admins”; this is turned on by default. You can make Corporate IT Management viewable by all corporate users - this does not grant them any admin rights.
"Enforce Time To Live": allows you to set the number of minutes of inactivity before a user is automatically logged out.
“Can't invite or share with external users”: If this is turned on, then users who are not members of your domain cannot be invited to organization's spaces or have content from those spaces shared with them. This does not affect external users who are already members of your spaces.
“Can't copy content outside of the company spaces”: If this is turned on, then users cannot copy content to spaces that do not belong to your organization, i.e. have different domains.
"Restrict self-registration with corporate domains": If this is turned on, then any new users won't be able to self-register in the application. Their self-registration will be blocked and subject to Corporate Admin approval. This policy does not affect provisioning from Salesforce or via Corporate identify providers.
What if want to restrict access to our spaces except for specific space or domain?
What if want to restrict access to our spaces except for specific space or domain?
Once the policy "Can't invite or share with external users" has been turned on, Corporate Admins can make some spaces exempt from the policy - and decide the extent of the exemption as well.
In the Space list, select the “Access” tab in the right panel. You can make the space either totally exempt from the policy (so any external user can be invited to it) or specify specific domains that are to be exempted from the policy (e.g. when you want to allow external consultants to have access to a given space).
If there are any policies that you would wish us to develop, please let us know using intercom (the blue box in the bottom right of the screen) or by emailing success@elements.cloud.
Check user sessions
You can see the number of currently active user sessions on the Corporate Management homepage.
They can display the list of all current user sessions with detailed data (username, IP address, device, browser, session start date). This list can be filtered by username, and they can also invalidate any session.
Alternatively, Corporate Admins can go to the user list (select option in the left icon menu), select a user, open the "Sessions" tab and view that user's active sessions and log them out.
