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Configuration
  • All
  • Overview
  • Customizing portal
  • Managing portal modules
  • White Labeling
  • Controlling portal access
  • Tracking login history
  • Receiving audit trail data
  • Changing portal region
  • Creating backup
  • Deactivating/deleting portal
  • Adjusting Integration settings
  • Viewing portal statistics

Overview

Once your portal is created, you will need to customize and manage it so that it fitted your needs:

  • customize the portal: change the portal language, set the correct time zone, set up the title, logo and team template used for the portal, select a color theme that suits your company brand, set an alternative URL for the portal;
  • manage the portal modules: choose which of them to show on the portal and which to hide from the portal users, select a default start page;
  • update the Portal Access settings: determine the password strength used to access the portal, turn on two-factor authentication, enable the Single Sign-on feature to provide a more easy way to access the portal for users, specify mail servers allowed for user self-registration, etc.;
  • set up the access rights for portal administrators and other users;
  • look through the recent user login/logout activity and obtain a detailed report for half a year;
  • browse log entries of the recent actions that users performed on the portal (such as closing and editing tasks, changing access rights, creating and deleting CRM entities, transferring documents, inviting guests etc.), as well as download a detailed statistics file that provides data for half a year;
  • change the region of the server where your portal is hosted;
  • create the portal data backup;
  • temporarily deactivate or even delete the portal forever;
  • adjust Integration settings to connect some third-party services;
  • see the main portal statistics: creation date, total number of users, storage space used by various modules and users, user attendance.

To access the Settings from any portal page, click the Settings Icon icon at the top of the page or use the drop-down list in the top left corner and select the corresponding option.

Common 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 two subsections: Customization and Modules & Tools.

Customizing portal

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.

Customizing Portal Customizing Portal
Language and time zone settings

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,

  • drop-down the Language list and select an appropriate language to display all portal pages and notification,
    This setting specifies the default portal language for new users. Each user can later override the default language by choosing a preferred one on his/her profile page (this setting will have higher priority than the language selected in the Common Settings).

    At present the online office is available in 21 languages: English, German, French, Spanish, Russian, Italian, Latvian, Portuguese (Brazilian), Turkish, Greek, Polish, Czech, simplified Chinese, Ukrainian, Vietnamese, Finnish, Portuguese, Azeri, Korean, Japanese and Slovenian. 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.

  • set the time zone that corresponds to your location from the Time Zone drop-down list,
  • click the Save button at the bottom of the section to make the parameters you set take effect.
Welcome Page Settings

This section allows you to change the default title to be displayed on the Sign In page of your portal. To do that,

  • enter the name you like in the Title field (e.g. your company title, its motto etc.),
  • click the Save button at the bottom of the section to make the parameters you set take effect.
The same name is also used for the From field of your portal email notifications.
DNS settings

This section allows you to set an alternative URL for your portal. By default, your portal is registered at name.onlyoffice.com. You can change it specifying your own domain name. To do that, check the Custom domain name box and specify your own domain name for your portal in the field below.

Please note, that if you choose to switch to a custom domain, the portal will become available via HTTP protocol, the secure HTTPS will be disabled.

To set up your own domain name, add a DNS CNAME entry, such as for example: team.ourcompany.com - intranet.onlyoffice.com (for the US West (Oregon) region), intranet.onlyoffice.eu (for the EU (Ireland) region), or intranet.onlyoffice.sg (for the Asia Pacific (Singapore) region).

Before you may do it, you'll need to configure your domain name to point to the online office server by setting up the appropriate DNS records with your registrar. Please contact your registrar from whom you purchased the domain name for help on how to do it.
Portal renaming

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.

Once you click the Save button, your old portal name will become available to new users who want to register a new portal.
Team template

This section allows you to name the organization (or group), its members and their activities within your portal. To do that,

  • choose one of the available presets from the Template drop-down list,

OR

  • select the Custom option from the list and enter the names yourselves in the fields below,
  • click the Save button at the bottom of the section to make the parameters you set take effect.
Color themes

This section allows you to change the default color palette of your portal interface so that it suits your company brand. To do that,

  1. switch between the available Color Themes to preview them: Mellow green, Dark green, Deep blue, Wild pink, Bright blue,
  2. select the one which suits you best,
  3. click the Save button to apply the selected color theme.

To return to the default color theme, click the Pure orange radiobutton and save your changes.

Managing portal modules

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,

  • leave checked the necessary modules and tools and uncheck those you don't need for your work,

    It's also possible to manage the tools for your social network within the Community module checking those you need.

  • click the Save button at the bottom of the section to make the parameters you set take effect.

The disabled modules and tools will be hidden from all portal users.

After enabling the modules and tools again they will become available for all portal users as well. To restrict the access, refer to the Access Rights section of the portal Settings.
Managing Portal Modules Managing Portal Modules
Default start page

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 portal modules, the Feed page, or leave the default Module Choice page.

Just check the corresponding radiobutton and click the Save button at the bottom of the section to make the parameters you set take effect.

Pricing Page Settings

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.

White Labeling
This option is available for paid portals only.

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,

  • Enter your Company name in the text entry field to change all the titles and messages in the online office interface where the default value is used replacing it with the one you specified. Click the Use as logo button below the entry field if you want to use your company name as a text logo (instead of an image logo) - all the logos below will change correspondingly.
  • Replace all the image Logos which appear in the online office:
    • Logo for notification mail messages (432x70) - this logo appears in the upper left corner of email notifications about the portal events.
    • Logo for the portal header (284x46) - this logo appears in the upper left corner of every portal page.
    • Logo for the About/Login page (432x70) - this logo appears on the Sign In page of the portal and the About page (user profile -> About this program).
    • Favicon (32x32) - this logo appears in the address bar or tab of a web browser when the portal is opened in it, or on the bookmarks panel if you've added the portal address to the bookmarks.
    • Logo for the editors header (172x40) - this logo appears in the upper left corner of the online editors launched.

    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.

    We recommended that you use images in the PNG format with a transparent background. To improve your logos legibility and make their outline clearly distinguishable, you also need to optimize them for use on dark or light backgrounds. The image sizes are shown for the Retina displays. For the displays with standard resolutions the logo width and height will be resized accordingly upon upload.
  • click the Save button at the bottom of the section to make the parameters you set take effect.

To return to the default settings, click the Restore to Default button.

White Labeling White Labeling

Security settings

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.

Controlling portal access

The Portal Access subsection of the Security settings allows you to provide users with secure and convenient ways to access the portal.

Changing Portal Access Settings Changing Portal Access Settings
Password strength settings

This section allows you to determine password complexity (the effectiveness of a password in resisting guessing and brute-force attacks). To do that,

  • use the Minimum password length bar to determine how long the password should be to be considered strong,

    By default, the password should be at least 6 characters long.

  • check the appropriate boxes below the bar to determine the character set that must be used in the password: capital letters, digits, special characters,
  • click the Save button at the bottom of the section to make the parameters you set take effect.
Two-factor authentication
This option is only available for the portal owners/full access administrators in case at least one SMS provider is connected in the Settings -> Integration -> Third Party Services section.

This section allows you to enable two-step verification that ensures more secure portal access. 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.

To enable this feature,

  1. make sure that one of the SMS providers is connected in the Integration section,
  2. check the Enable radiobutton under the Two-factor authentication section and click the Save button at the bottom of the section to make the parameters you set take effect.

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 learn more on how to use the two-factor authentication on your portal you can read the following article.

Single sign-on settings

The Single Sign-on section allows you to enable/disable third party authentication using SAML/JWT, 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.

An Identity Provider (IdP) is a service that creates, maintains and manages user identity information and provides user authentication to other Service Providers within a federation. Such services as OneLogin, ADFS etc. act as Identity Providers. A Service Provider (SP) is an entity that provides web services and relies on a trusted Identity Provider for user authentication. In our case, the Service Provider is the online office.

In your online office, you can enable SSO on the base of one of the following standards for the authentication/authorization data exchange between an Identity Provider and a Service Provider:

  • SAML (Security Assertion Markup Language) - an XML standard that allows to transmit user authentication/authorization data between an identity provider and a service provider through security tokens which contain assertions.
  • JWT (JSON Web Token) - a security token that allows to transfer user authentication/authorization data through URLs using the JSON format and digital signatures.

Enhanced security is enabled by means of the fact that the online office does not store user passwords, instead of that it uses the results of the authentication on the Identity Provider side. All the necessary user information is transmitted through an authentication token. If the user information changes on the Identity Provider side, it will be automatically updated on the portal during the next SSO authentication (note, that the data can only be synchronized in one direction: from the Identity Provider to the online office).

After the Identity Provider and the online office are mutually configured to ensure SSO, the user SSO authentication process will be performed on the Identity Provider side. The online office will receive an authentication token (SAML or JWT) from the Identity Provider. After the token is validated (by using digital signatures and the token lifetime), the online office allows the user to access the portal.

Enabling SSO Authentication Enabling SSO Authentication

To enable and configure SSO authentication for your portal, you should integrate it with your Identity Provider, i.e.:

  1. Specify your portal data in your Identity Provider account. This procedure differs depending on the selected Identity Provider. For example, for the OneLogin service, you should open the 'Configuration' tab and enter https://@@@/samllogin.ashx/ in the 'SAML Consumer URL' field, where @@@ is your portal DNS name (e.g. https://test.onlyoffice.com/samllogin.ashx/). Save the settings.
  2. Specify your Identity Provider data at the portal Settings page. To do that check the Enable SSO box, select a corresponding SSO Type (SAML or JWT) and fill in the required fields. The information you should specify in the Issuer URL, SSO Endpoint URL, SLO Endpoint URL, Signature validation type and Key fields can be found in your Identity Provider account. When all the parameters are set, click the Save button.
Each portal can only be integrated with one Identity Provider at the same time. For working with a different Identity Provider you should previously integrate it with the online office as described above.

After the SSO is enabled, users can click the Single Sign-on link below the Sign In button at the portal authorization page, or use the sign-in page on the Identity Provider side. Moreover, you still be able to use other authentication methods.

Trusted mail domain settings

This section allows you to specify the mail servers used for user self-registeration in your portal. By default, this option is disabled. To enable it,

  • check the Custom domains radiobutton,
  • enter the trusted mail server in the field which appears below,
  • check the Add users as guests box if you wish the added users to get the view-only permissions,
  • click the Save button at the bottom of the section to make the parameters you set take effect.

To add more mail servers, use the Add trusted domain link. To delete a server added by mistake, click the corresponding Remove Icon 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.

IP security settings

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,

  1. check the Enable radio button;
  2. click the Add allowed IP address link;
  3. in the entry field that appears, specify a single IP address in the IPv4 format (#.#.#.#, where # is a numeric value from 0 to 255) or set an IP addresses range by entering the starting and ending IP addresses of the range in the #.#.#.#-#.#.#.# format;
    You can find the information on your portal visitors IP addresses in the Login History subsection of the Security settings by clicking the Download and open report button.
  4. in the same way, add as many trusted IP addresses as you need;
  5. click the Save button at the bottom of the section.

If necessary, you can delete the added IP addresses by clicking the corresponding Remove Icon icon to the right of the IP address. To disable this option again just check the Disable radio button and click the Save button.

Administrator message settings

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.

Cookie Settings

This section allows you to set cookie lifetime.

To set cookie lifetime, check the Enable radiobutton, enter the necessary time value measured in minutes in the 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.

Tracking login history

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.

Tracking Login History Tracking Login History

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 file will also be automatically saved to the My Documents section.

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.

Receiving audit trail data

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 feature is currently available for the Documents, Projects, CRM and People modules only.

This page displays only the last 20 records. Each record shows which action took place, who performed it and when the event occurred.

Receiving Audit Trail Data Receiving Audit Trail Data

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 file will also be automatically saved to the My Documents section.

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.

Data management settings

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 and Deactivating/Deleting Portal.

Changing portal region
This option is available for the owners of the paid portals only.

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.

Changing Portal Region Changing Portal Region

At present you can select between three server regions: EU (Ireland) Region, US West (Oregon) Region and Asia Pacific (Singapore). To migrate from one region to another one,

  • select the necessary Server Region from the drop-down list,
  • check the Migrate Mail as well box if you wish to transfer your mail as well,
    The Mail migration may considerably increase the migration time. Besides that, only the mail for the last 30 days will be transferred. Therefore it's recommended to set your account once again once the process is completed instead of transfering the messages.
  • notify users about portal migration leaving the corresponding box checked,
  • click the Change Server Region button to start the migration process.
Once the process is started, it cannot be cancelled.

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.

Creating backup

The Backup subsection of the Data Management settings allows you to backup your portal data.

Creating Backup Creating Backup
Data backup

To create your portal data backup manually, use the Data Backup section:

  1. select the desired Storage for your backup files:
    • select the Temporary radio button if you wish to download the backup to your local drive when the backup process is over. You'll be able to do that using the link that appears below.
    • select the Documents radio button and click the Choose button next to the field that appears below. The Select folder window will open. Set a folder in the Common Documents section where you wish to store your backup and click the OK button.
    • select the DropBox, Box.com, OneDrive, Google Drive radio button and click the Choose button next to the field that appears below. The Select folder window will open. Set a third-party resource directory located in the Common Documents section where you wish to store your backup and click the OK button.
      The third-party resource must be previously connected to the Documents module as well as make shared and put into the Common Documents section. Otherwise the DropBox, Box.com, OneDrive, Google Drive option will be disabled.
    • select the Amazon Cloud radio button and enter the necessary data to access Amazon: Access Key ID, Secret Access Key and your unique Bucket Name. Open the Choose Region drop-down list and select an AWS region where your Amazon bucket resides.
    If you select the Documents or DropBox, Box.com, OneDrive, Google Drive option, the backup file size affects the overall disk space used on your portal.
  2. check the Include Mail in backup box if you want to backup the Mail data as well. This increases the backup process time and backup file size, but if this option is unchecked, the Mail data will be lost after restoring and you'll need to connect accounts again.
  3. click the Make copy button.

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:

  1. check the Enable radiobutton.
  2. select the desired Storage for your backup files (the available options are the same as those described above, except for the Temporary storage which is only available in the Data Backup section).
  3. check the Include Mail in backup box if you want to backup the Mail data as well.
  4. specify the time interval at which backups should be created: Every day with an indication of the necessary time of the day, Every week with an indication of the necessary day of the week and time of the day, or Every month with an indication of the necessary day of the month and time of the day.
  5. set The maximal number of backup copies to be stored selecting the necessary value from the corresponding drop-down list.
  6. click the Save button.

Backups will be created automatically with the specified periodicity.

For more tips, you can refer to our Tips and Tricks section.

Deactivating/deleting portal

The Deactivating/Deleting Portal subsection of the Data Management settings allows you to temporarily deactivate or permanently delete your portal.

Deactivating/Deleting Portal Deactivating/Deleting Portal
Portal deactivation

If you decide to not use the portal for some temporary reasons, deactivate it. To do that,

  1. click the Deactivate button.
  2. a link to confirm the operation will be sent to the email address of the portal owner. Follow the link to confirm the operation.
This link is valid for 7 days only. Please complete the portal deactivation process within that period.

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.

Portal deletion

If you do not think you will use the portal and would like to delete your portal permanently,

  1. click the Delete button to submit your request.
  2. a link to confirm the operation will be sent to the email address of the portal owner. Follow the link to confirm the operation.
This link is valid for 7 days only. Please complete the portal deletion process within that period.

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.

Integration settings

The Integration section is used to integrate your portal with third-party services.

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:

  • DocuSign - to send files from the Documents module for electronic signature to your portal employees.
  • Twilio - to be able to call your CRM contacts from a web browser. You can also use Twilio to enable the two-factor authentication.
  • Clickatell or smsc - to enable the two-factor authentication option and receive an SMS with a code allowing the user to enter the portal.

For more details on the third party service integration, please refer to this article.

Adjusting Integration Settings Adjusting Integration Settings

Statistics settings

The Statistics section is used to present and summarize all your portal data in order to analyze and manage them.

Viewing portal statistics

Here you can view the following information:

  • your portal creation date,
  • the total number of users registered on your portal,
  • the total storage space used,

    You can also view the storage space allowed for the selected pricing plan as well as the storage space used by each portal module or tool.

  • the total number of visits per day,

    By default, the Usage Graph shows data for the last week. You can change the period selecting one of the available options: last month, last 3 months, or for a period setting the start and end date in the corresponding fields.

Viewing Portal Statistics Viewing Portal Statistics
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