Brother OmniJoin User guide

Administrator Guide

Version G

ENG

i

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ii

Table of Contents

1

Target User of this Guide 1

2

Adding System Administrator Accounts 2

3

Profile 3

Editing Profiles ................................................................................................................................................ 3

Apply Default Message Template to Profile ............................................................................................. 5

Message Template .......................................................................................................................................... 6

Edit the message template ...................................................................................................................... 6

Add a Custom Logo to Message Templates ............................................................................................ 8

Toolbar ................................................................................................................................................... 10

Associate room systems with Profiles (OmniJoin Interoperability Users Only) ..................................... 11

4

Adding & Managing User Accounts 12

Manually adding user accounts .................................................................................................................... 12

Adding users via Import Account feature ...................................................................................................... 15

About the CSV File Format .................................................................................................................... 18

Export Account Information to Files .............................................................................................................. 19

Use Filters to Find Specific Accounts............................................................................................................ 20

Delete Accounts ............................................................................................................................................ 21

Change Registered Account Information ...................................................................................................... 22

Change Account Group Membership .................................................................................................... 22

5

Groups/Licenses 24

Add Groups ................................................................................................................................................... 24

Use Filters to Find Specific Groups .............................................................................................................. 26

Delete Groups ............................................................................................................................................... 28

Change Group Information ........................................................................................................................... 29

Change user group information ............................................................................................................. 29

Add License to Accounts / Remove License from Accounts ......................................................................... 30

6

Usage 31

Usage Report ................................................................................................................................................ 31

Active Usage .......................................................................................................................................... 31

View Meeting Report for the Account .................................................................................................... 32

7

Security Policies 33

Password Policies ......................................................................................................................................... 33

8

Content Storage Management 35

Use Filters to Find Specific Files ................................................................................................................... 35

Delete Files ................................................................................................................................................... 36

Content Retention Policies ............................................................................................................................ 37

9

Custom Branding (Only for available plans)

38

iii

Customize My Account Web Portal Page ..................................................................................................... 38

A

Appendix 39

Feature .......................................................................................................................................................... 40

Privilege ........................................................................................................................................................ 48

General ......................................................................................................................................................... 50

Security ......................................................................................................................................................... 60

1

Target User of this Guide

OmniJoin administrators are responsible for setting up and managing OmniJoin in your organization.

The Organization Owner has administrator rights by default, but administrator rights can be given to as many

accounts as needed.

This guide provides assistance for the administrator's area found in the My Account web portal page.

For general operations other than those specific to administrators, please refer to the User's Guide that can be

downloaded from the Brother Solutions Center.

Organization Owner

(Default administrator, the owner of the

OmniJoin subscription)

Administrators

(The accounts added to the admin group)

Standard Users

(All the accounts in the organization, excluding the owner and the

administrators)

Target users of

this guide

2

Profile

2

Adding System Administrator Accounts

Multiple administrator accounts can be created. This chapter describes how to set multiple accounts as

administrators.

a Log on to the My Account web portal page with an administrator account

b Click Administration > Groups/Licenses > Admin Group

c The Admin Group owner’s information and a list of members that belong to the Admin Group will be

displayed

d

Click Assign to Admin

Accounts that belong to your organization will be displayed.

e Select the accounts that you want to assign as administrators, and then click OK

NOTE

You can also change the owner of Admin Group with the Change Owner button.

3

Profile

3

Profile

Editing Profiles

Profiles let administrators apply a set of characteristics or limitations to several accounts at once, including a

default meeting mode. You can create multiple different profiles and apply them across the organization.

If an administrator changes the profile of Account A from Profile A to Profile B, Account A will not be able to

record a meeting anymore.

To edit Profiles, follow these steps.

a Log on to the My Account web portal page with an administrator account

b Click Administration > Profiles

NOTE

You can create multiple profiles with different settings by adding a new one, or by copying an existing profile and

editing it.

c Click the profile name you want to edit

Account (A)

• Share a Desktop

• Record a Meeting

• Use Chat

Profile A

• Share a Desktop

• Use Chat

Profile B

Change

Profile

4

Profile

d Click the tabs to select each profile settings category

Profile Setting:

Enter identification information for the profile, a default Meeting Mode (optional), message templates, and

choose whether to use this profile as the default.

A Profile Name must be entered.

Advanced Options:

To ensure security or the other advanced privilege settings, set whether to enable each function for the accounts

to which this profile is applied.

For more information, see Appendix on page 39.

Accounts:

A list of the accounts to which this profile has been applied will be displayed.

Assignments:

Apply the profile to all users in a specific group at once.

NOTE

To update the Assignments settings for the accounts that already use the profile, click Apply to Existing

Accounts in the Assignments tab. Only the addition of groups can be applied (no deletion).

e When profile editing is completed, click Save on the bottom-left of the screen in the Profile Setting tab

f Click Licenses in the Assignments tab

g Click Add License Groups and select the license you want to add to the Profile

For more information, see Add License to Accounts / Remove License from Accounts on page 29.

5

Profile

Apply Default Message Template to Profile

a Log on to the My Account web portal page with an administrator account

b Click Administration > Profiles

c Click the profile name you want to edit

d Select the message template type you want to edit from Message Templates

NOTE

By deselecting the Allows users to create their own message templates option, it becomes impossible for a

user account to which the profile is applied to create a new message template.

(1) Message Template list that the administrator owns in selected type of message

e From the message template list (1), click

f Click Make Default

NOTE

To edit a message template, see Message Template on page 6.

6

Profile

Message Template

Message templates allow you to set up the default email messages relating to scheduled meetings. The message

template has been unified between the Live Contact List/Instant Messenger and My Account web portal page.

NOTE

Each message has a preset template that cannot be edited directly. To use a different template for a particular

meeting, make a copy of the preset template and edit it, then assign the new template.

Edit the message template

a Log on to the My Account web portal page with an administrator account

b Click Settings > My Message Templates

The template contains the following terms: Invite mail, Reminder Email, RSVP Email, Confirmation Email,

Join Message and Deny Message.

Invite email:

Email which will be sent to the address which you entered in the Invites field when you scheduled a Meeting

Reminder email:

Email which will be sent to attendees several minutes before the meeting starts, which is set in Advanced

Settings > Invitation

RSVP email:

Email which will be sent to attendees who selected Registration.

Confirmation email:

Email which will be sent when attendees complete Registration.

Join Message:

Message which will be displayed in the Welcome tab

Deny Message:

Message which will be displayed when attendees cannot enter a locked meeting room.

7

Profile

c Click > Copy of the template to be changed

d Click Edit of the template to be changed

e Edit the template name, subject and body text, and then click Save

NOTE

• By clicking , you can rename, make default and copy the template. A template you created by clicking

Copy can be deleted by clicking Delete.

• This function can be used not only by Administrators, but also by users.

8

Profile

Add a Custom Logo to Message Templates

a Open the Edit screen of Message Templates

b Click the HTML tab

c Put the cursor in the position you want to place the logo, and click Insert Custom Logo

9

Profile

NOTE

To insert a custom logo into message templates, it is necessary to select Enable Custom Branding and add

custom logo in advance. For more information, see Customize My Account Web Portal Page on page 38.

10

Profile

Toolbar

The toolbar offers a variety of tools allowing you to edit your message template, such as the format settings.

Icon Name Description

Insert Image Inserts images.

Insert Link Inserts hyperlinks.

Insert Code

Snippet

Meeting information such as Conference ID, Topic, or Timezone

can be selected and inserted from a drop-down list.

Insert

Custom Logo

Inserts a Company Logo when the edit screen displays the

HTML view

Bold Makes the selected text bold.

Italic Italicizes the selected text.

Underline Draws a line underneath the selected text.

Strikethrough Draws a line through the middle of the selected text.

Font name Changes the font of the selected text.

Size Changes the font size of the selected text.

Foreground

Color

Changes the color of the selected text.

SuperScript Makes selected text superscript.

Subscript Makes selected text subscript.

11

Profile

Icon Name Description

Align Left Aligns text to the left.

Align Center Aligns text in the center.

Align Right Aligns text to the right.

Justify Justify text.

Insert

Symbol

Inserts characters that are not found on the keyboard such as

the copyright symbol, trademark symbol, paragraph symbol, or

Unicode characters.

Associate room systems with Profiles (OmniJoin Interoperability Users Only)

a Log on to the My Account web portal page using administrator account details

b Click Administration > Profiles

c Click the profile name you want to edit, and then click Room Systems

d Click the Add Room System button and type in the address you want to associate with the profile.

NOTE

Administrators can add multiple addresses, and export newly created room system addresses, using the CSV

file and import functionality.

12

4

Adding & Managing User Accounts

Manually adding user accounts

Administrators can create new OmniJoin accounts within the scope of your license contract.

NOTE

• Users need to have an OmniJoin account to host or schedule a meeting, but online attendees without

accounts can join the meeting just by clicking on a web link.

• Before adding accounts, click Administration and Accounts to check that no corresponding account exists.

a Log on to the My Account web portal page with an administrator account

b Click Administration > Accounts

c Click Add Account

d Enter the registration information of the account

Adding & Managing User Accounts

13

(1) Enabled

Select to activate the account immediately. The account cannot be used if it is not selected.

(2) Listed in global directory

Select to make the account visible when searched for in a contact list search in Live Contact List/Instant

Messenger. However, if the account belongs to a group, the account will be displayed when the group that it

belongs to is displayed in the contact list of Live Contact List/Instant Messenger whether "Listed" is checked or

not.

(3)Force user to change password

Select to force the user to set a new password at the next login.

(4) Profile

Select the profile you want to apply. You can limit the functionality of an account by applying a previously

configured profile. To use this function, you must set up the profile in advance. For more detailed information,

see Profile on page 3.

NOTE

The Default Profile is applied unless you select a specific profile.

Adding & Managing User Accounts

14

(5) Email address (Required)

The email address (login ID) of the account. Email addresses used by other accounts cannot be used.

(6) Password/Re-enter password (Required)

The password used by the account. By default, password policies are set as follows:

• Minimum number of characters: 8

• Minimum number of digits and special characters: 1

• Minimum number of lower case characters and upper case characters: 1

You can change these password complexity settings. For more information, see Security Policies on page 33

(7) Screen name (Required)

The name displayed in Live Contact List/Instant Messenger and attendees list of meeting.

(8) First name (

Required)

The first name of the account.

(9) Last name (

Required)

The last name of the account..

NOTE

Select or fill in other fields as necessary.

e Click Save on the bottom of the screen

Adding & Managing User Accounts

15

Adding users via Import Account feature

By using CSV files, multiple accounts can be added or edited at once.

a Log on to the My Account web portal page with an administrator account

b Click Administration > Accounts

c Click Import Accounts

d Click Browse… to select a CSV file

(the name of the button may differ depending on the browser you use)

e The results are displayed on the left edge of the screen

Edit:

If email addresses that have already been registered with the organization are imported, the contents of the

existing account will be overwritten. In this case, check the updated contents.

New:

If email addresses that have not been registered with the organization are imported, a new account will be

added.

f To apply the same profile to all imported accounts, select the profile you want from the Profile drop-down

list

NOTE

To apply a profile, you must configure it first. For more detailed information, see Profile on page 3.

Adding & Managing User Accounts

16

g Verify that the content shown on the screen matches the information in the CSV file and then click Save.

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Brother OmniJoin User guide

Brother OmniJoin User guide

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