Brother OmniJoin User guide

Administrator Guide

Version 0

ENG

i

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iii

Table of Contents

1

Target User of this Guide 1

2

Adding System Administrator Accounts 2

3

Profile 3

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

Message Template .......................................................................................................................................... 5

Edit the message template ...................................................................................................................... 5

Add a company logo to Message Templates ........................................................................................... 7

Toolbar ..................................................................................................................................................... 9

Apply Message Template to Profile ....................................................................................................... 11

4

Adding & Managing User Accounts 12

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

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

About CSV File Format .......................................................................................................................... 17

Export Account Information to Files .............................................................................................................. 18

Use Filters to Find Specific Accounts............................................................................................................ 19

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

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

Merge Accounts (For account created using Single Sign-On only) ....................................................... 23

Change Account Group Membership ............................................................................................................ 24

Remove groups that the account belongs to ......................................................................................... 26

View Meeting Report for the Account ............................................................................................................ 27

5

Groups 28

Add Groups ................................................................................................................................................... 28

Use Filters to Find Specific Groups .............................................................................................................. 29

Delete Groups ............................................................................................................................................... 31

Change Group Information ........................................................................................................................... 32

6

License 33

Active Usage ................................................................................................................................................. 33

7

Security Policies 34

Password Policies ......................................................................................................................................... 34

8

Content Storage Management 36

9

Customer Branding 37

Customize My Account Web Portal Page ..................................................................................................... 37

A

Troubleshooting 38

Frequently asked questions (FAQs) .............................................................................................................. 38

iv

B

Appendix 39

Security Tab .................................................................................................................................................. 40

Feature Tab ................................................................................................................................................... 43

Privilege Tab .................................................................................................................................................. 46

General Tab ................................................................................................................................................... 47

1

Target User of this Guide

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

Organization Owner has an administrator right as default, administrator rights can be given to as many accounts

as needed.

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

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

downloaded from Brother Solutions Center.

2

Adding System Administrator Accounts

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

administrators.

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

b Click My Organization > Admin Group tab

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

displayed

d Click Edit Admin Group

e Enter the admin group’s information

Details:

Enter the detailed information for the admin group.

Name and Password must be entered. Select Invisible to hide the admin group in Live Contact List/OmniJoin

IM.

Membership:

Edit the admin group membership list.

The accounts that belong to the admin group are highlighted in green.

To add more accounts to the admin group,

deselect the checkbox on the right to display all accounts, then click Add next to each account. To remove an

account, click Remove.

Owner:

Display the admin group owner

f When admin group editing is completed, click Save Changes on the bottom-right of the screen

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 template. It is possible to create multiple different profiles to apply across the organization.

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

b Click My Organization > Profiles tab

NOTE

You can create multiple profiles with different settings by copying an existing profile and edit it.

c Click Edit to edit a profile

d Click the tabs to move to each profile settings category

4

Profile

Profile:

Enter identification information for the profile, a default conference template (optional), and whether or not you

want this profile to become the default.

Profile Name must be entered.

Accounts:

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

Default Groups:

A group can be set for profile. A group registered in Default Group can be affiliated to the account to which

profile is applied.

For more information about Features, Privileges, General, or Security, see Appendix on page 39.

NOTE

A change to Default Group is not incorporated into an account or accounts to which profile is applied before the

change to Default Group.

e When profile editing is completed, click Save on the bottom-right of the screen

5

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/OmniJoin IM and My Account web portal page.

NOTE

The default template appears in gray text assigned to every meeting as the system template. System template

cannot be modified in any way. If you want to use a different template for a particular meeting, make a copy of

the original system template and edit it, then assign the new template.

Edit the message template

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

b Click My Message Templates

The template contains the verbiage of Invite mail, Reminder email, RSVP email, Confirmation email, Join

message and Deny message.

c

Click Copy of the template to be changed

d Click Edit to edit a message

6

Profile

e Template editing screen is displayed

f Edit the template name, subject and body

The body must be modified with this text editor that includes codes. Be careful when modifying message

templates.

g Click Save Changes on the bottom-right of the screen

NOTE

• You can make new message template you created as default by clicking Make Default. In addition, you can

select the new template when creating a meeting.

• Message templates can be also created by clicking Copy. To change, click Edit to display message

template details. There is also an option to delete a template once Copy is chosen.

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

7

Profile

Add a company logo to Message Templates

a Open the Edit screen of Message Templates

b Select HTML from the drop down list of Send email as

c Put the cursor in a position to place the logo, and click Insert Company Logo

8

Profile

NOTE

• In Step 2, selecting HTML from the drop down list of Send email as disables line feed within text in the

Message Template. In order to feed lines, switch to the HTML view and add HTML line feed codes, such

as <br>.

• To insert company logo to message templates, it is necessary to enable Enable Customer Branding in

advance. For more information, see Customize My Account Web Portal Page on page 37.

9

Profile

Toolbar

The toolbar offers a variety of tools allowing you to edit your message template such as 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

Company

Logo

Inserts Company Logo when the edit screen displays 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.

10

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.

11

Profile

Apply Message Template to Profile

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

b Click My Organization > Profiles tab

c Click Edit

d Click Message Templates tab

Message Template editing screen is displayed.

(1) Message Template list that the administrator owns

(2) Message Template list that assigned to Profile

e From the message template list (1), choose the message template that should be assigned to Profile, and

then click Assign To Profile

f When message template editing is completed, click Save on the bottom-right of the screen

NOTE

By deselecting the Allows users to create their own message template, it becomes impossible for the user

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

12

4

Adding & Managing User Accounts

Manually adding user accounts

A

dministrators can create new OmniJoin accounts within the range of the contracted license.

NOTE

• Users need to have an OmniJoin account to host or schedule a meeting, but online attendees can join the

m

eeting without accounts just by clicking on a web link.

• Before adding accounts, click Accounts tab to check that no account exists.

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

b Click My Organization > Accounts tab

c Click New located at the bottom-right of the screen

d Enter the registration information of the account

Adding & Managing User Accounts

13

(1)Email address (Mandatory)

The email address of the account. Email addresses used by other accounts cannot be used.

(

2)Password/Re-enter password (Mandatory)

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

• Minimum number of characters total: 8

• Minimum number of digits and special characters: 1

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

(3

)Screen name (Mandatory)

The name displayed in Live Contact List/OmniJoin IM and OmniJoin meeting. This name is displayed when the

account is used.

(4)P

rofile

Select the profile you wish to apply. You can limit the functionality that can be used by 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

Default Profile is applied unless you select any profile.

Adding & Managing User Accounts

14

(5)First name (Mandatory)

The first name of the account.

(6)L

ast name (Mandatory)

The last name of the account.

(7)

Enabled

Check to activate the account immediately. The account cannot be used if it is not checked.

(8)

Listed in global directory

Check to make the account visible when searched for in a contact list addition search. However, if the account

belongs to a group, regardless of whether "Listed" is checked or not, the account will be displayed when the

group that it belongs to is displayed in the contact list.

NOTE

Item 4, 7, 8 ,or the other fields that are not indicated above will be ticked or entered as necessary.

e Click Save Changes on the bottom-right of the screen

Adding & Managing User Accounts

15

Adding users via Import Account feature

B

y using CSV files, multiple accounts can be added or edited at once together (account import function).

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

b Click My Organization > Import Accounts tab

c Click Browse to select a CSV file

d The results are displayed on the right edge of the screen

Edit:

When a used email address is specified for an existing account, the contents of the existing account will be

overwritten. In this case, check the updated contents.

N

ew:

When an unused email address is specified for an existing account, a new account will be added.

e To apply the same profile to all imported accounts, select the desired profile 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.

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

C

hanges on the bottom-right of the screen.

NOTE

When adding new accounts or changing existing accounts with CSV files, the same required items for when

adding or changing accounts without CSV files must be entered in the CSV files. See About CSV File Format on

page 17 for a list of mandatory items.

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Brother OmniJoin User guide

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