System Administrator – User Manual For Azeus Convene 5.0
Table of Contents Mobile App Installation and Sign In . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
iPad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
User Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Android . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Meeting Roles and Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . 34 Manage Meeting Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Portal Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Add Additional Organisers to a Meeting . . . . . . . . . . . . . . . . . . . 40
User Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Folder and File Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Create User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Grant Folder and File Permissions . . . . . . . . . . . . . . . . . . . . . . . 42
Upload Digital Certificate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Revoke Folder and File Permissions . . . . . . . . . . . . . . . . . . . . . 43
Manage Multi-Company Users . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Enable / Disable User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . 21
Corporate Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Manage Users from an LDAP Server. . . . . . . . . . . . . . . . . . . . . . 22
Update Corporate Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Export List of Users to CSV . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Reset User Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Audit Trail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Unlock User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Erase Mobile App Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
System Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 System Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
User Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Check Schedule Conflict . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Manage Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Push Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Export List of Groups to CSV. . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Check License Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Manage Meeting Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Manage Outlook Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Board Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
System Key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Announcements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 2 of 62
Mobile App Installation for iPad 1.
Using your iPad or iPhone, launch the App Store application.
2.
Search for Azeus Convene.
3.
Install Azeus Convene.
1
2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 3 of 62
Sign In to Azeus Convene 1.
On your mobile device, tap the Convene icon.
2.
In the Welcome page, tap set up the app manually.
3.
Specify the server to be used.
4.
Enter your login details.
5.
Tap Sign in.
1 3
4 5
2
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 4 of 62
Sign In to Azeus Convene 1.
Convene allows you to use multiple devices with only one account, as long as the devices are registered. For unregistered devices, a prompt will appear and will ask you to sign in from any of your registered devices. A prompt will also appear on the registered device and will ask you to register your other devices. Tap Approve.
2.
You may also use SMS Authentication to register your device. You will receive a text message with the verification code. Enter the code in the app to be able to sign in.
2
1
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 5 of 62
Advanced Server Configuration for iPad Convene can connect to Convene Portal behind a firewall by opening the required ports directly in the firewall or using a proxy server that has support for HTTP and SOCKS version 5. The following ports are required by Convene to connect to the portal: •
80
•
443
iPad HTTP Proxy Configuration To allow Convene to use a proxy server with HTTP support, configure the iPad network settings by following these steps: 1.
Launch iPad Settings.
2.
Tap Wi-Fi.
3.
Tap
2
3
to open the Wi-Fi settings.
1
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 6 of 62
Advanced Server Configuration for iPad 4.
Go to the Manual tab under the HTTP PROXY section and configure the following parameters:
Parameter
Values
Server
Required, either host name or IP address
Port
Required, proxy server listening port
If the proxy server specified requires authentication, slide the Authentication on and specify the Username and Password on the respective fields.
4
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 7 of 62
Advanced Server Configuration for iPad SOCKS Proxy Configuration To configure Convene to use a proxy server with SOCKS version 5 support, follow these steps: 1.
In the Convene sign in screen, tap Advanced Network Settings.
2.
Fill-up the address.
3.
Under the SOCKS Proxy Server section, fill-up the fields using values from your system administrator.
2 1
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
3
Page 8 of 62
Mobile App Installation for Android 1.
Using your Android device, launch the Play Store application.
2.
Search for Azeus Convene.
3.
Install Azeus Convene.
4.
On the permissions dialog, tap Accept.
3 1
2
4
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 9 of 62
Sign In to Azeus Convene 1.
On your mobile device, tap the Convene icon.
2.
In the Welcome page, tap set up the app manually.
3.
Specify the server to be used.
4.
Enter your login details.
5.
Tap Sign in.
3 1
4 5 2
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 10 of 62
Sign In to Azeus Convene 1.
Convene allows you to use multiple devices with only one account, as long as the devices are registered. For unregistered devices, a prompt will appear and will ask you to sign in from any of your registered devices. A prompt will also appear on the registered device and will ask you to register your other devices. Tap Approve.
2.
You may also use SMS Authentication to register your device. You will receive a text message with the verification code. Enter the code in the app to be able to sign in.
2
1
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 11 of 62
Advanced Server Configuration for Android Convene can connect to Convene Portal behind a firewall by opening the required ports directly in the firewall or using a proxy server that has support for HTTP and SOCKS version 5 (Convene for Android also supports SOCKS version 4). The following ports are required by Convene to connect to the portal:
•
80
•
443
Basic HTTP Proxy Configuration To configure Convene to use a proxy server with HTTP Support, go to the Convene app sign in screen and specify the server to be used.
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 12 of 62
Advanced Server Configuration for Android Advanced Proxy Configuration To configure Convene to use specific proxy settings for HTTP, HTTPS and SOCKS version 4/5, follow these steps: 1.
In the Convene sign in screen, tap Advanced Network Settings.
2.
Tick Use proxy server and specify host name or IP address and port. This also applies to both HTTP and HTTPS.
3.
Untick Same proxy server for all protocols.
2 3
1
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 13 of 62
Advanced Server Configuration for Android 4.
For each protocol, the user can configure the following parameters:
Parameter
Values
Server
Required, either host name or IP address
Port
Required, proxy server listening port
5.
If the proxy host specified requires authentication, tick the Requires authentication check box and configure the following parameters:
Parameter
Values
Username
Optional, only if authentication is needed
Password
Optional, only if authentication is needed
5 4
Note for SOCKS protocol: • If Username is not specified, or if specified with the corresponding Password, SOCKS version 5 protocol will be used. • If Username is specified without a Password, SOCKS version 4 protocol will be used. INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 14 of 62
Web Portal Access and Sign In The Convene web portal is a web-based application where you can change system settings, audit security logs, and perform administrative functions such as meeting management and user accounts management. 1.
You can access the portal using your PC’s web browser. Please contact your administrator for the web address to use.
2.
Enter Username or Email and Password.
3.
Click Sign In.
4.
If the System Administrator has not accepted the terms of service for the software yet, a modal screen will be prompted immediately after sign in.
1
4 2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 15 of 62
Web Portal Access and Sign In 5.
Convene allows you to use multiple devices with only one account, as long as the devices are registered.
6.
You may also use SMS Authentication to register in the Portal. You will receive a text message with the verification code. Enter the code in the app to be able to sign in.
5
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
6
Page 16 of 62
Create User Accounts 1.
Under the System Admin main menu, click Accounts.
2.
Click Add User.
3.
On the New User Profile modal screen, specify the relevant details.
4.
To add more information about the user, click Switch to Advanced Mode.
5.
Click Add User when done.
1 3
2 4
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
5
Page 17 of 62
Upload Digital Certificate Users can have their personal e-Certificates uploaded. They can use this to sign documents. 1.
On the New User Profile modal screen, specify the relevant details.
2.
To upload the digital certificate, tap Switch to Advance Mode.
3.
Upload the user’s digital certificate.
4.
Click Add User when done.
1
2
3 4
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 18 of 62
Manage Multi-Company Users 1.
On the New User Profile modal screen, click Switch to Advanced Mode.
2.
Under Related Companies,
3.
a.
If the Role* of the user has been set to General User, you can select the companies you want the user to be linked with.
b.
If the Role of the user has been set to System Administrator, all companies in the list will be selected by default.
Click Add User when done.
2.a
1 2.b 3
* Please refer to the section User Roles and Permission for information about the Role field. INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 19 of 62
Manage Multi-Company Users 5.
Alternatively, you can click on the account to display the User Profile – [account name] modal screen.
6.
Under Related Companies, select the companies you want the user to be linked with.
7.
Click Save and Close when done.
5
6 7
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 20 of 62
Enable / Disable User Accounts 1.
Under the System Admin main menu, click Accounts.
2.
Select the accounts you want to enable / disable.
3.
Click Enable / Disable.
1 2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 21 of 62
Manage Users from an LDAP Server Accounts imported from an LDAP (Lightweight Directory Access Protocol) are disabled by default. To enable them: 1.
Under the System Admin main menu, click Accounts.
2.
Select the accounts you want to enable.
3.
Click Enable.
1 2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 22 of 62
Export List of Users to CSV 1.
Under the System Admin main menu, click Accounts.
2.
Click Export User List.
1
2
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 23 of 62
Reset User Password 1.
Under the System Admin main menu, click Accounts.
2.
Click on the account whose password you want to change.
3.
On the User Profile – [account name] modal screen, click Change Password*.
4.
Specify a new password for the account.
5.
Click OK. The system will prompt the user to change the account password upon sign in.
1 3 2
4 5
* This method cannot be used for users that use ADFS authentication. The password should be reset through Active Directory. INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 24 of 62
Unlock User Accounts Locked users are due to consecutive wrong login attempts. To unlock the account and reset its password: 1.
Under the System Admin main menu, click Accounts.
2.
Select the accounts you want to unlock.
3.
Click Unlock.
4.
Click Yes to unlock the account and reset the password of the users.
1 2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
4
Page 25 of 62
Erase Mobile App Data In case a device is lost or compromised, administrators can erase data on the device of a specified user. 1.
Under the System Admin main menu, click Accounts.
2.
Click on the account whose mobile data you want to erase.
3.
Click Erase Mobile App Data.
1 2
3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 26 of 62
Manage Groups Convene supports multiple boards and committees to facilitate meeting management and access permissions. To add a group: 1.
Under the System Admin main menu, click Accounts.
2.
Click the Groups tab.
3.
Click Add Group.
4.
Specify a Company associated with the group (Optional).
5.
Specify the Name of the group.
6.
Click Save and Close when done.
1
4
5
2 3
6
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 27 of 62
Manage Groups To add / remove members of a group: 1.
Under the System Admin main menu, click Accounts.
2.
Click the Groups tab.
3.
Click the group to which you want to add / remove members.
4.
Click Add Member, and then add each user you want to add as a member.
5.
To remove a member, click X.
6.
Click Save and Close when done.
1 2
5
3 4
6
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 28 of 62
Manage Groups To delete groups: 1.
Under the System Admin main menu, click Accounts.
2.
Click the Groups tab.
3.
Select the groups from the list.
4.
Click Delete Groups.
1
2
3 4
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 29 of 62
Export List of Groups to CSV 1.
Under the System Admin main menu, click Accounts.
2.
Click the Groups tab.
3.
Click Export Group Member List.
1 2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 30 of 62
Directory To check the user directory of a committee or a company: 1.
Under the Directory main menu, click User Directory.
2.
Choose the filters.
3.
Click on a profile to view the details.
1
2
3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 31 of 62
Board Profile To add a board profile: 1.
Under the Directory main menu, click Add.
2.
Specify relevant details.
3.
Click Save when done.
1
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
2
3
Page 32 of 62
User Roles and Permissions Convene maintains two user roles with different levels of access. The table below shows the operations that can be performed by each user role. General User
Administrator
Yes
Yes
No
Yes
Yes*
Yes
Manage Accounts
No
Yes
Manage Groups
No
Yes
Maintain Corporate Structure
No
Yes
View Audit Logs
No
Yes
Maintain Meeting Types
No
Yes
Maintain System Settings
No
Yes
Meeting Management Schedule / Create Meeting
Document Management Manage org-level folders Set file and folder permission System Administration
* A General User can only manage a file or folder’s access permissions if the user is granted administrative rights to that specific file or folder. Administrative rights to files or folders can only be granted by a user who has administrative access to the same file or folder. INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 33 of 62
Meeting Roles and Permissions Convene has a number of built-in meeting roles to help you get started right away. The permissions of these roles can be customised by your system administrator as appropriate for your organisation. Chairperson The Chairperson is the user who will preside the meeting and this role has the following default permissions: •
Manage meeting details, status and notifications
•
Download meeting files to desktop
•
Manage agenda and meeting files
•
Export meeting pack
•
Manage participants
•
Add shared and private annotations
•
Start and end meeting
•
Assign presenter role during meeting
Secretary The Secretary role has, by default, the same permissions as the Chairperson.
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 34 of 62
Meeting Roles and Permissions Meeting Organiser The Meeting Organiser is the user who prepares the meeting, he/she has the same permissions as the Chairperson plus the following additional permissions: •
Manage Meeting Minutes
•
Manage Actions
•
Input Vote on behalf of others
Agenda Contributor
Agenda Contributors help meeting organisers prepare the agenda for the meeting. They can add new agenda items and organisers can also grant them permission to access existing agenda items as needed. Once the meeting is published, the Agenda Contributor can only view the agenda and can no longer manage or edit them. They have limited access to the administrator portal and also cannot access the meeting using the client app.
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 35 of 62
Meeting Roles and Permissions Participant By default, the Participants can do the following to a meeting: •
Add shared and private annotations
•
Download meeting files to desktop
Additional Access With the Additional Access role, users who are not participants can access the meeting in the Convene app. They have the same permissions with the participant.
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 36 of 62
Manage Meeting Roles Although Convene provides a number of built-in meeting roles, you can customise these roles to reflect the roles and responsibilities within your organisation. To add meeting roles: 1.
Under the System Admin main menu, click Meetings.
2.
Click the Meeting Roles tab.
3.
Click Add Meeting Role.
4.
Specify the name of the new role.
5.
Specify what the role can do in a meeting by marking the corresponding checkboxes of function rights listed.
6.
Click Save and Close when done.
4
1
5
2
3 6
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 37 of 62
Manage Meeting Roles To update meeting roles: 1.
Under the System Admin main menu, click Meetings.
2.
Click the Meeting Roles tab.
3.
Click on the meeting role that you want to update.
4.
To change what an existing role can do in a meeting, mark or unmark the corresponding checkboxes of function rights listed.
5.
Click Save and Close when done.
1
4
2 3
5
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 38 of 62
Manage Meeting Roles To delete meeting roles: 1.
Under the System Admin main menu, click Meetings.
2.
Click the Meeting Roles tab.
3.
Select the meeting roles from the list.
4.
Click Delete Meeting Roles.
1 2
3
4
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 39 of 62
Add Additional Organisers to a Meeting 1.
Under the System Admin main menu, click Meetings.
2.
Click the Additional Access tab.
3.
Select the meeting where you want to add new organisers.
4.
Click Add Temporary Organisers.
5.
Search for the name or group and click Add.
6.
Click Done.
1 2
5
3 4
6
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 40 of 62
Grant Folder and File Permissions Permissions can be managed by users who created the folder or users who have been explicitly granted the Administrative right to manage permissions. 1.
Under the Document Library main menu, right click on the file or folder whose permissions you want to change.
2.
Click Set Permissions…
3.
Click Add group / people.
1
2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 41 of 62
Grant Folder and File Permissions 4.
Click Add on the users to whom you want to grant permissions.
5.
Click Done.
6.
Select the Access type.
7.
Click Save and Close.
8.
For folders, select whether to apply the changes to the folder only or to the folder as well as subfolders and files within.
9.
Click OK to confirm.
6 4
7
8
5
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
9
Page 42 of 62
Revoke Folder and File Permissions 1.
Under the Document Library main menu, right click on the file or folder whose permissions you want to change.
2.
Click Set Permissions…
3.
Click
4.
Switch off the toggle of the person you want to deny access to.
5.
Alternatively, you can click X on the user whose permission you want to revoke.
6.
Click Save and Close when done.
.
1
2
3
5
4
6
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 43 of 62
Update Corporate Profile Convene lets administrators define a parent company and one or more subsidiaries, each with its own set of boards and committees. To update the parent company information: 1.
Under the System Admin main menu, click Corporate Profile.
2.
Update the fields with relevant details.
3.
Click Save when done.
1
2
3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 44 of 62
Audit Trail The Convene web portal’s audit trail lets you track the activities being performed within the system. To access the audit trail: 1.
Under the System Admin main menu, click Audit Trail.
2.
Select the audit trail category you want to view.
Category
Description
Sign In
Sign Ins, both successes and failures
Documents
Operations on the files and folders: Download, Insert (new), Delete, Move, New version
Permission
Permissions granted (Insert) or revoked (Delete)
User Profile
Operations on account records
Settings
Changes on the system settings
Temporary Organisers
Temporary organisers added by the system administrator under the System Admin menu
1
2
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 45 of 62
System Settings Convene lets you configure how the system behaves through the System Admin screen. Under the System Admin tab, click Settings and you will see the following options: Setting
Description
General Server ID
Read only field used for debugging
Company Name
Name of your organisation – this text also appears at the upper right hand side of the portal
Portal Time Zone
Your time zone
Default country calling code
Your country code
Max duration of keep alive in Convene web portal (in minutes)
Maximum session duration in Convene web portal
All users must CC the corresponding PA / Assistant
All email notifications or message sending to those VIP users would also cc the PA / assistant for following up
Documents
Maximum file size for uploads (MB)
Maximum size of each uploaded document
Default scheduled action for folder
Action to take once Default File / Folder Retention Period has elapsed
Default period for scheduled disposal of folder
Action to take once Default File / Folder Retention Period has elapsed
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 46 of 62
System Settings Setting
Description
Documents Default Folder Status
Set the current status of the folder
Default option when changing the folder permission
Action to take when changing the folder permission
Default option for new permissions
Action to take for new permissions
Restrict files that can be uploaded
Specify the file types that can be uploaded
Enable content validation on uploaded files
Ensures that the actual content of the uploaded files matches the file type
Meeting Schedule Closed meeting [ ] hours of the scheduled date and time
After the specified period, the meeting will become readonly. If blank, the meetings will never be closed.
Enable publishing of meetings
Allows the meeting scheduler to preview the meeting details before publishing the meeting details to the participants
Send meeting summary
Send a Meeting Summary file via email to participants of a meeting
Default separator
Allows the mobile app to insert cover pages for agenda items that have no meeting files
Enable extra page break during export
Allows the mobile app to insert page breaks for agenda items
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 47 of 62
System Settings Setting
Description
Meeting Schedule Default extra page break
Set where to add agenda page break during export
Default header option
Set the information to be displayed in the header of the meeting pack
Default header size
Adjust the margin of the header of the meeting pack
Default footer option
Set the information to be displayed in the footer of the meeting pack
Default footer size
Adjust the margin of the footer of the meeting pack
Send notification to participants when meeting starts
Automatically send email to participants informing them that the meeting they were invited to is about to start
Default action for scheduled disposal
Action to take when the Default Agenda File Retention Period has elapsed
Default period for scheduled disposal
Number of days since agenda file creation to perform the Default Agenda File Retention action above
Default participant groups
Allows meeting organisers to group participants when scheduling meetings; however, this has no bearing on permissions and is simply an organisational tool
Show warning when restricting agenda items and files
Control whether to show warning when restricting agenda items and files in a meeting
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 48 of 62
System Settings Setting
Description
Meeting Schedule Check for schedule conflict on publish
Control whether to enable automatic checking of meeting conflicts when a meeting is published
Include adjacent meetings when checking for schedule conflict
Configure whether adjacent meetings should be considered when checking for schedule conflict
Schedule proximity of adjacent meetings to be considered as conflict
Configure how close an adjacent meeting must be (in minutes) before it will be considered as conflict.
Enable start / end meeting on portal
Shows / hides the "Start Meeting Now" and "End Meeting Now" buttons in portal
Enable input of agenda purpose
Allows the organiser to input agenda purpose
Default values for agenda purpose
Set the values for agenda purpose
Show reminder on change of meeting schedule / venue
Set whether to show reminder on change of meeting schedule / venue
Enable sending an email with a link to download the meeting pack
Allows the organiser to send an email with a link to download the meeting pack
Meeting Template
Agenda
Allows the organiser to select a file that will be used as the cover for meeting files
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 49 of 62
System Settings Setting
Description
Meeting Template Separator
Allows the organiser to select a file that will be used as the separator for the agenda items
Organisation Minutes Template
Upload your custom template for the meeting minutes
Review Room Send reminder [ ] days before close date
Toggle sending a reminder and the number of days prior to the close date to send it
Default action for scheduled disposal
Default action to perform when the Default Document Retention Period is reached
Default period for scheduled disposal
After the specified number of days after the due date, perform the action specified in Default Document Retention
Resolutions Resolutions will be closed [ ] days after the decision has been entered.
After a specified period, resolutions will be closed after the decision has been entered.
Default action for scheduled disposal
Default action to perform when the Default Document Retention Period is reached
Default period for scheduled disposal
After the specified number of days after the due date, perform the action specified in Default Document Retention
Hide individual votes
Set to show / hide the individual votes
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 50 of 62
System Settings Setting
Description
Resolutions Allow input vote result for others
Allows the organiser to input vote for others
Directory Show Conflict of Interest Declaration Made
Set to show / hide the conflict of interest declaration
Client Devices Automatically sign out after [ ] minutes of inactivity
Set the session timeout of the mobile application in minutes
Auto-delete all local data on sign out
If enabled, cached files will be deleted from the user’s mobile device upon sign out or session timeout; offline access will also be disallowed
Security Settings
Activate security settings
Lets you activate the security services or displays the current status if already activated
Sign-In retry limit
Related user account will be disabled and related user offline data will be deleted from the app after retry limit
Default two-step verification
Set the type of 2nd verification for the devices
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 51 of 62
System Settings Setting
Description
Security Settings The link in the welcome email and initial password must expire [ ] days after issuance.
Set the expiration of the initial password and link in the welcome email
Two-Step Verification - Device Registration Registration request expiry
Set the expiration of device registration requests
Enable automatic approval for first device or browser
Control whether to automatically approve first registered device
Enable self-service registration
Control whether to allow users to approve and reject device registration requests
When there is a new registration request, send email notification to: account holder
Control whether to send mail to the account holder each time there is a new device registration request
When there is a new registration request, send email notification to: system administrator(s)
Specify system administrator(s) and control whether to send mail to them each time there is a new device registration request
Two-Step Verification – SMS Expiration of each SMS code
Set the expiration of SMS codes
For users configured for two-step verification with SMS
Set to allow offline access with password authentication only
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 52 of 62
System Settings Setting
Description
Two-Step Verification – SMS Suspend Two-Step Verification with SMS temporarily
Set to temporarily suspend the two-step verification with SMS
Password Policy Password expiry
Number of days before passwords expire; when expired, user accounts must provide new passwords when they sign in
Minimum password length
Set the required minimum number of characters
Minimum number of letters
Set the required minimum number of letters
Minimum number of lower case letters
Set the required minimum number of lower case letters
Minimum number of upper case letters
Set the required minimum number of upper case letters
Minimum number of digits
Set the required minimum number of digits or numerals
Minimum number of special characters
Set the required minimum number of special characters such as ^, &, *, etc.
Disallow reuse of old passwords
Whether to allow users to reuse the last, last 2, last 3, and so on password
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 53 of 62
Check Schedule Conflict 1.
Under the System Admin main menu, click Settings.
2.
Under Meeting Schedule, set the Check for schedule conflict on publish option to Yes.
3.
Click Save when done.
1
2 3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 54 of 62
Push Notifications 1.
Under the System Admin main menu, click Settings.
2.
Click the Notifications tab.
3.
Select the notifications you would like the participants to receive. You may edit the notifications for Meetings, Resolutions, Review Rooms, Announcements, and Action Items.
4.
Click Save when done.
1
2
3
4
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 55 of 62
Check License Information 1.
Under the System Admin main menu, click Settings.
2.
Click the License tab.
1 2
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 56 of 62
Manage Meeting Types Meeting types allow participants and organisers to easily identify the type of meetings and filter meetings by type. To add meeting types: 1.
Under the System Admin main menu, click Meetings.
2.
Click Add Meeting Type.
3.
Specify Description.
4.
Click Save and Close when done.
1
3 4 2
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 57 of 62
Manage Meeting Types To delete meeting types: 1.
Under the System Admin main menu, click Meetings.
2.
Select the meeting types from the list.
3.
Click Delete Meeting Types.
1 2
3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 58 of 62
Manage Outlook Integration To add an Exchange Server: 1.
Under the System Admin main menu, click Settings.
2.
Click the EWS Integration tab.
3.
Click Add Exchange Server.
4.
Specify relevant details.
5.
Click Save when done.
1 4 2
3
5
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 59 of 62
Manage Outlook Integration To delete an Exchange Server: 1.
Under the System Admin main menu, click Settings.
2.
Click the EWS Integration tab.
3.
Select exchange servers from the list.
4.
Click Delete Exchange Server(s).
5.
Click OK to confirm.
1 3 2
4 5
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 60 of 62
System Key This section is only available if you opted to keep the system key separately (as opposed to storing it in the server). Safeguard the System Key The system key is very important because it allows unprecedented access to the service. The system key is able to decrypt user keys, which can be used to decrypt file keys, and thus lets the system key holder access the contents of any document in the Convene repository. It should be stored on a protected workstation with not just software-related security mechanisms, but also physical security mechanisms. Start the Service with System Key
1.
Under System Admin, click Settings.
2.
Under Security Settings, locate the private key file provided to you during installation.
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 61 of 62
Announcements To distribute announcements to other users. 1.
Under the Announcements main menu, click Create Announcement.
2.
Specify relevant details.
3.
Click Publish when done.
2 1
3
INFORMATION CLASSIFICATION: PROPRIETARY – not for disclosure to third parties.
Page 62 of 62
