Administrator

What you can see

• You will see all Users and have access to details of all Access Groups.
• You will see the tab for Settings that, by drop down menu, gives you access to Branding tab and the Templates tab.
• Branding allows you to add a company name and image.
• Templates is a task area that enables you to amend the text of an automatically generated email that is sent to each new User.
• You will not see Briefs.

Principal task areas

• After you have logged on the screen will display the User Manager work area.
• Displayed will be a list of all Users and a link to Access Groups, which will list all Access Groups.
• Above the All Users window you will see a tool bar containing buttons for New Access Group and New User.
• Above the tool bar containing those buttons are tabs for the task areas for an Administrator – namely, User Manager and Settings. Setttings includes Branding and Templates.
• When you log on Cloudbrief automatically defaults to User Manager.

Access Groups

• You cannot create Briefs but you can create and change details of Access Groups and Users.
• An Access Group is the group of Users who have access to a given Brief.
• An Access Group can be linked to more than one Brief. A Brief can be linked to more than one Access Group. A User can belong to more than one Access Group and have access to more than one Brief.
• Access Groups will mostly if not entirely be created by a Brief Manager.
• You also have the right to create an Access Group.
• In order to create a new Brief a Brief Manager must first create an Access Group that will include the members of the team who will be given access to the Brief and all or some of the documents filed in it.
• To create a new Access Group and members within that Access Group point the cursor to the User Manager tab and left click. This will take you to the User Manager task area if you are not there already.
• The screen will display in a tool bar buttons for New Access Group and New User. If Access Groups and Users have already been created the details of the Users will be displayed on the screen.
• To create a new Access Group point the cursor to the New Access Group button and left click. This will take you to a window that asks you to provide a name for the new Access Group.
• Give the new Access Group a name and then left click the Save button. The simplest method of naming the Access Group may be by short hand for the firm name followed by the surname of the responsible person (which may be you) and the name of the senior associate.
• It is important to correctly identify the Access Group because each Brief that a Brief Manager creates must be linked to an Access Group and all members of the Access Group will be able to see the Brief (but not necessarily all documents contained on that Brief) that is linked to the Access Group they belong to.
• If a Brief Manager has different teams then a separate Access Group should be created for each separate team.
• After you have saved the details of the new Access Group Cloudbrief will default to the initial User Manager page and will display the list of All Users. You must then link the details of the Brief Manager to that Access Group.
• To edit the details of or delete an Access Group click the link ‘Access Groups’ (on the User Manager page) and then use the applicable button to the right of the name of the Access Group.
• You will be able to edit the details of, add to or remove from an Access Group, remove from Cloudbrief, a User you have created. You do this by using the applicable button to the right of the name of the User that appears in the list of All Users or in the list under the relevant Access Group.

Control of Users

• You can add a new User, or an existing User, to an existing Access Group.
• To create a new user select the User Manager tab to go to the User Manager task area. Click on the New User button. This will open up a window that requires you to add details of the new User.
• You can also add an image of the User.
• If a Brief Manager cannot add a person as a new User the reason might be that the person is already a User but in the Access Group of a different Brief Manager.
• As Administrator you should be able to link that person to the Access Groups of more than one Brief Manager. A Brief Manager cannot do this, but can ask that you perform that function of adding an existing User to that Brief Manager's Access Group.
• If the User is not already part of your organisation’s Access Groups you will be requested to select the type of User.
• As an Administrator you will be able to create Brief Managers. You should familiarise yourself with the user rights for Brief Manager, Document Manager, Document Filer, and Viewer.
• The most common User will be a Document Manager. Document Managers can add and delete and change details of documents on the Brief.
• A Document filer can upload and download documents.
• Viewers, Clients and Experts can only see documents they are allowed to access, and download documents they can see. They cannot upload documents.
• When you are creating a new User you will be required to add email and password details and level of access for that User (ie. Brief Manager, Document Manager, Document Filer, Viewer, Client, Expert).
• As an Administrator you will always be able to change those details when required. It is however recommended that you store in a secure way, that is readily accessible by you, details of both the email address and passwords of the Users that you have created.
• Finally, you must link the User to an Access Group before saving details of the new User.
• After you have saved the details of the new User Cloudbrief will default to the principal User Manager page and the details of the new User will appear in the All Users list.
• An email will be automatically generated and sent to the new User. The email will contain the User's password and tell that person how to log on to Cloudbrief. A copy will be emailed to the Brief Manager or Administrator who added the new User to Cloudbrief. The text of the standard email can be changed by an Administrator.
• If you only wish to remove a User from a particular Access Group use Remove Access on the Access Groups page.
• You cannot remove yourself as a User.
• To change a password for a User left click on the Edit button to the right of the User's name. This will bring up a page that allows you to change details of the User including password.

Branding

• The Branding function allows you to add the name of the firm or organisation to the web pages that Users see.
• Use the drop down menu on the Settings tab. Left click on the Branding tab and a form will appear that allows you to type in the name you require.
• You can also use the Logo window to add an image to the web pages.
• These details can be changed by going back to the Branding area.
• Only the Administrator is able to add and/or change the branding.

Templates - New Users email

• To access the Template task area use the Template tab in the drop down menu from the Settings tab.
• The task area Templates permits you to amend the text of the automatically generated email that is sent to each new User. The firm or organisation may wish to personalise the email, for example by adding the name of the firm/organisation, a footer, or the name and contact details of the Administrator.