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Once your portal is created, you will need to customize and manage it so that it fitted your needs. This can be done in the portal Settings section.
To access the Settings from any portal page, click the " /> icon at the top of the page or use the drop-down list in the top left corner and select the corresponding option.
You can perform the following operations via the portal Settings section:
Common settings
Security settings
Data Management settings
Integration settings
Statistics settings
The Common settings section opens by default. It allows you to adapt the appearance of the portal to your needs and choose the modules you wish to use. It includes three subsections: Customization, Modules & Tools and White Label.
The Customization subsection of the Common settings allows you to change the look and feel of your portal. You can use your own company logo, name and text to match your organization brand.
This section allows you to change the language of the whole portal for all portal users and to configure the time zone so that all the events of the portal will be shown with the correct date and time.
To configure the Language and Time Zone settings,
At present the online office is available in 23 languages: English, German, French, Spanish, Russian, Italian, Latvian, Portuguese (Brazilian), Turkish, Greek, Polish, Czech, simplified Chinese, Ukrainian, Vietnamese, Finnish, Portuguese, Azeri, Korean, Japanese, Slovenian, Dutch and Slovak. If your language is not yet present in the list of the available ones or the translation to your language is not complete, you may contribute to the translation sending your request at documentation@onlyoffice.com.
This section allows you to change the default title to be displayed on the Sign In page of your portal. To do that,
This section allows you to set an alternative URL for your portal. By default, your portal is registered at name.onlyoffice.com. To change it to your own domain name:
This section allows you to change the name part of your portal URL address name.onlyoffice.com so that your portal is available at newname.onlyoffice.com. Enter a desired name in the New portal name field and click the Save button.
This section allows you to name the organization (or group), its members and their activities within your portal. To do that,
OR
This section allows you to change the default color palette of your portal interface so that it suits your company brand. To do that,
To return to the default color theme, click the Pure orange radiobutton and save your changes.
The Modules & Tools subsection of the Common settings gives you the access to the list of portal modules and tools and the ability to manage them. To do that,
Starting from v12.0, the Community module is disabled by default for newly created installations and cloud portals. It can be enabled in this section of the settings. It's also possible to manage the tools for your social network within the Community module checking those you need.
The disabled modules and tools will be hidden from all portal users.
This section allows you to add your own items into the portal navigation menu for a greater portal usability. E.g. you can add links to some other websites, services etc.
To add a new menu item:
The newly created navigation item will be added to the navigation menu and/or to the portal start page depending on the specified settings. It will also be displayed below the Custom Navigation title on the portal settings page. To edit the item, click the " /> Settings icon next to it. In the Item Settings window, change the necessary parameters and click the Save button. If you want to remove the added navigation item, use the Remove Item button in the Item Settings window.
This section allows you to choose the page you go to right after you log in to the portal or click the online office logo when you have already signed in. You can select one of the following options:
Just check the corresponding radiobutton and click the Save button at the bottom of the section to make the parameters you set take effect.
This section allows you to determine whether the pricing page should be accessible for all portal users or for administrators only.
Check the Pricing page available for administrators only box to make this page visible for portal administrators only and click the Save button at the bottom of the section to make the parameters you set take effect.
The White Label subsection of the Common settings allows you to replace branding elements used in the online office interface with your own ones. You can use your company name in the text elements (such as tooltips, message boxes etc.) as well as replace the default favicon and logos with your own logo. To do that,
Click the Change Logo link below the logo you want to replace. In the Windows Explorer window, browse for the necessary image file and click the Open button. The image will be loaded and displayed in the corresponding Logo field.
To return to the default settings, click the Restore to Default button.
The Security section allows you to control access to your portal and monitor all users activity. It includes four subsections: Portal Access, Access Rights, Login History and Audit Trail.
The Portal Access subsection of the Security settings allows you to provide users with secure and convenient ways to access the portal.
This section allows you to determine password complexity (the effectiveness of a password in resisting guessing and brute-force attacks). To do that,
By default, the password must be at least 8 but no more than 120 characters long.
This section allows you to enable the two-step verification with SMS or authenticator apps that ensures more secure portal access.
To enable the two-factor authentication with SMS,
When the two-factor authentication with SMS is enabled, a user can access the portal data after entering his/her regular email and password or signing in via a social account and typing in a six-digit verification code received via SMS.
The SMS messages are sent to the user primary mobile phone which is specified at the first portal login via the two-factor authentication and later can be changed on the ">user profile page. A verification code can be resent by clicking the Send code again button, but no more often than 5 times per 5 minutes. The sent code is valid for 10 minutes.
SMS messages can be sent if you have a positive balance only. You can always check your current balance in your SMS provider account. Do not forget to replenish your balance in good time.
To enable the two-factor authentication with an authenticator app,
When the two-factor authentication with an authenticator app is enabled, a user can access the portal data after entering his/her regular email and password or signing in via a social account and typing in a six-digit verification code or a backup code generated by the authenticator app.
To access the portal for the first time after enabling the two-factor authentication:
To learn more on how to use the two-factor authentication on your portal you can read the following ">article.
This section allows you to specify the mail servers used for user self-registration on your portal. By default, this option is disabled. To enable it,
To add more mail servers, use the Add trusted domain link. To delete a server added by mistake, click the corresponding " /> icon to the right of the field.
After that any user who has an account at a specified mail server will be able to register him(her)self clicking the Click here to join link on the Sign In page and entering the email address. An invitation email with a link to the portal will be sent at the specified email address. To sign in the user will need to follow the link provided in the email, enter a password and confirm it.
To disable this option again just check the Disabled radiobutton.
This section allows you to prevent unwanted visitors from accessing your portal by allowing access to the portal from trusted networks only. If a user attempts to log in to your portal from any IP address except those you specify, this login attempt will be blocked. To restrict access to your portal based on the IP addresses,
If necessary, you can delete the added IP addresses by clicking the corresponding " /> icon to the right of the IP address. To disable this option again just check the Disable radio button and click the Save button.
This section allows you to protect the portal against brute-force attacks.
When the specified limit of unsuccessful login attempts is reached, attempts coming from the associated IP address will be banned (or, if captcha is configured, captcha will be requested) for the chosen period of time.
This section allows you to display the contact form on the Sign In page so that people could send the message to the portal administrator in case they have troubles accessing the portal.
To enable it, just check the corresponding radiobutton and click the Save button at the bottom of the section to make the parameters you set take effect.
This section allows you to set time (in minutes) before the portal users will need to enter the portal credentials again in order to access the portal.
To set session lifetime, check the Enable radiobutton, enter the necessary time value measured in minutes in the Lifetime field that appears and click the Save button at the bottom of the section to make the parameters you set take effect. After save all the users will be logged out from portal.
The Access Rights subsection of the Security settings is used to change the portal owner, grant administrator privileges to users and restrict access to certain portal modules for users and groups.
If the portal owner wants to appoint another portal member to this position, he/she needs to:
The portal owner or full access administrators can grant administrator privileges to users only (not to guests). To do that, they need to proceed through the following steps:
The portal owner or full access administrators can restrict access to certain portal modules for some users or groups.
To restrict access to a portal module,
To do that, use one of the available options;
The Login History subsection of the Security settings is used to monitor the latest user login activity including successful logins and failed attempts with an indication of reasons.
This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred. You can also set the period to store the data. By default, it is set to 180 days.
To view the detailed statistics for the latest half year click the Download and open report button. The report will open in an .xlsx spreadsheet (LoginHistory_ReportStartDate-EndDate.xlsx).
The login history report includes the following details: user IP address, Browser and Platform which were being used when the registered event occurred, Date and time of the event, name of the User who made an attempt to log in/log out, portal Page where the action has been performed, specific Action (for example, Login Fail. Associated Social Account Not Found).
The records are sorted chronologically in descending order, but you can easily ">sort and filter the data by any parameter or use the ">search tool to quickly find a specific record.
In the Online Users section, you can also view the list of the users who are currently logged in as well as each online user session duration.
The Audit Trail subsection of the Security settings allows you to browse through the list of the latest changes (creation, modification, deletion etc.) made by users to the entities (tasks, opportunities, files etc.) on your portal.
This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred. You can also set the period to store the data. By default, it is set to 180 days.
To view the detailed statistics for the latest half year click the Download and open report button. The report will open in an .xlsx spreadsheet (AuditTrail_ReportStartDate-EndDate.xlsx).
The audit trail report includes the following details: user IP address, Browser and Platform which were being used when the registered event occurred, Date and time of the event, name of the User who performed the operation, portal Page where the action has been performed, generic Action Type (for example, download, attach, updated access), specific Action (for example, Projects [Product development and promotion]. Tasks [Distribute coupons]. Status Updated: Closed ), Product and Module that the changed entity is referred to.
The records are sorted chronologically in descending order, but you can easily ">sort and filter the data by any parameter or use the ">search tool to quickly find a specific record.
The Data Management settings section allows you to ensure data protection and recoverability as well as to manage your portal status. It includes three subsections: Migration, Backup<%--/Restore--%> and Deactivating/Deleting Portal.
The Migration subsection of the Data Management settings section allows you to change the location of the server where your portal is hosted. The closer the server region is to your geographical location, the faster the portal speed will be.
At present you can select between three server regions: EU (Frankfurt) Region, US West (Oregon) Region and Asia Pacific (Singapore). To migrate from one region to another one,
The migration process may take some time depending of your portal data amount. During this process the portal will not be available. Once the migration is complete, you will receive the email with the new portal address.
After the migration, current passwords will be reset and users will need to restore their access. Users will receive notifications to the emails specified in their profiles and will be able to use the Set password button in this message to specify the password which will be used for signing in.
The Backup subsection of the Data Management settings allows you to backup your portal data.
To create your portal data backup manually, use the Data Backup section:
Once the backup process is completed you'll find the backup .tar.gz file (portal-name_date_time.tar.gz) in the specified folder. If you've selected the Temporary storage, the link to download the created backup will be available for 24 hours.
To automate the backup process, use the Automatic backup section:
Backups will be created automatically with the specified periodicity.
To restore your portal data from the previously created backup file that has been hashed (for ONLYOFFICE Workspace Cloud 11.5 or later),
After restoring the backup in the cloud version, current passwords will be reset and users will need to restore their access via the emails specified in their profiles by specifying the password which will be used for signing in. <%--Users will receive notifications to the emails specified in their profiles and will be able to use the Set password button in this message to specify the password which will be used for signing in.--%>
For more tips, you can refer to this article for ">the Cloud version and ">the Server version.
The Deactivating/Deleting Portal subsection of the Data Management settings allows you to temporarily deactivate or permanently delete your portal.
If you decide to not use the portal for some temporary reasons, deactivate it. To do that,
After that your portal and all information associated with it will be blocked so that no one has access to it for a particular period.
You will be able to reactivate your portal at any moment. To come back to the portal and resume using it, use the second link provided in the confirmation email. So, please, keep this email in a safe place.
If you do not think you will use the portal and would like to delete your portal permanently,
All the data stored on your portal, as well as your registration details will be deleted. You will not be able to reactivate your portal or recover any information associated with it.
The Integration section is used to enable ">LDAP and ">SSO settings, integrate your portal with ">third-party services and adjust the SMTP settings.
When using ONLYOFFICE Workspace, the first thing that you need to do is to create accounts for all your company employees. But if it numbers more than 50 persons, the process of creating new portal users will take a lot of time. Your portal offers you the LDAP Settings option which allows you to import the necessary users and groups from an LDAP Server (e.g. OpenLDAP Server or Microsoft Active Directory) to your portal, literally, in several minutes. The newly created users, in turn, don't need to memorize new passwords and logins because they will sign in to the portal using their credentials stored on your LDAP Server.
Fill out the required fields and click Save.
For more detailed information on each field and corresponding values, please refer to the following instructions for ">the SaaS version and ">the Server version.
The Single Sign-on section allows you to enable/disable third-party authentication using SAML, thereby providing a more quick, easy and secure way to access the portal for users.
Generally, the Single Sign-on technology allows users to sign in only once and then get access to multiple authorized (i.e. integrated with an Identity Provider) applications/services without having to enter their credentials each time they access a different application.
To learn more about configuring SSO, read the corresponding articles for ">the SaaS version and ">the Server version.
If you use the SaaS version, the authorization keys parameters for most services, such as Facebook, Twitter, Google, LinkedIn, Box, Dropbox, OneDrive, Bitly, Firebase, and Yahoo are set up automatically, so the corresponding switchers are disabled. You can connect your Facebook/Google/LinkedIn/Twitter account on your profile page right away or follow ">this article instructions to learn how to connect third-party services within the Documents module.
In the SaaS version, you can connect the following services on the Third-Party Services page:
For more details on the third-party service integration, please refer to our instructions for the ">SaaS version or ">server version.
The SMTP Settings subsection allows you to configure your portal so that the email notifications to be sent using your own SMTP server. To do that,
For more details, please refer to ">this article.
The Statistics section is used to present and summarize all your portal data in order to analyze and manage them.
Here you can view the following information:
You can also view the storage space used by each portal module or tool.
By default, the Usage Graph shows data for the last 3 months. You can change the period selecting one of the available options: last week, last month, or for a period setting the start and end date in the corresponding fields.
You can enable and set the base memory quota that will be applied to all new users:
To disable the quota use the No quota option. The Recalculate button is used to recalculate the space used by users.
The user list below allows you to set the quota for several users or for a certain user separately. To easily find users, you can filter the list by email (Active, Pending), by type (Administrator, User, Guest), or by group. It's also possible to sort the list by first or last name or enter the necessary name in the search field.
To set the quota for several users:
To set the quota for a certain user: