The New Dataroom Center Administration in. Brainloop Secure Dataroom Service Version Administrative Guide for Dataroom Center Managers

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1 The New Dataroom Center Administration in Brainloop Secure Dataroom Service Version 8.30 Administrative Guide for Dataroom Center Managers Copyright Brainloop AG, All rights reserved. Document version: 1.0 All trademarks referred to in this document are the property of their respective owners.

2 Contents The New Dataroom Center Administration in Brainloop Secure Dataroom Service Version Introduction New functionalities and changes in usability New layout and enhanced handling of tables Move a column to another position Sort the contents of a column in ascending or descending order Display only a selection of columns Apply a filter to the column contents Select entries in a table Switch between the two Dataroom Center Administration versions Enhanced Group Management Add a new group Add a new group by copying an existing group Change a group s name or description Add members to an existing group Remove members from an existing group Add an API member to an existing group Change a group s permissions Enhanced Member Management Remove members from Datarooms and/or Dataroom Centers Disable or enable members Enforce system security policies Support Appendix: Document revision history Page 2 of 16

3 1 Introduction This document provides Dataroom Center Managers with information on the new features in the new architecture of the Dataroom Center Administration available in Brainloop Secure Dataroom as of version The enhanced Dataroom Center Administration allows Dataroom Center Managers to maintain and manage several hundreds of Datarooms in one Dataroom Center. New table views allow for quick, responsive filtering and sorting of data. Also, the Group Management and the Member Management have been optimized for handling a large number of Dataroom members. The most important change in the Member Management view being the new removal process for Dataroom members (see pages 13ff). Also, a new option to enforce system security policies (e.g. password and device security) has been introduced (see pages 14ff). Please note that only the functionalities that differ from the classic Dataroom Center Administration version 8.20 are described in this guide. All other functionalities are the same as before. If you want to make use of the new Dataroom Center Administration version 8.30, please contact Brainloop Support. Page 3 of 16

4 2 New functionalities and changes in usability The main changes in the new Dataroom Center Administration of Brainloop Secure Dataroom Service as of version 8.30 are detailed below. Note: You can switch between the old and new versions of Dataroom Center Administration at any time. New layout and enhanced handling of tables (see pages 4ff) Improved Group Management workflow (see pages 7ff) New Member Management workflow, including a wizard for removing users (see pages 11ff) New system security policies (see pages 14ff) Switching between the two Dataroom Center Administration versions (see page 7) 2.1 New layout and enhanced handling of tables The tables in the new Dataroom Center Administration version 8.30 have been given a new layout and a number of new functionalities, including new sorting and filtering options, have been introduced (see following chapters). Page 4 of 16

5 2.1.1 Move a column to another position Click a column header and drag and drop it to the desired location Sort the contents of a column in ascending or descending order Click the down arrow in the column header and select Sort Ascending or Sort Descending. You can also click the column header to sort the column Display only a selection of columns Click the down arrow in the column header, select Columns, and select the columns you want to see. Page 5 of 16

6 2.1.4 Apply a filter to the column contents Proceed as follows to filter the contents of a column for the required entries. 1. Click the down arrow in the column header, and select the Filter option. 2. Next, select the desired operator (e.g. Contains, Does not contain, Starts with or Ends with). 3. Enter the value you are looking for, and select the Filter option. Tip: You can also use the operators And or Or, if you want to use two filter criteria at once Select entries in a table To select several entries in a table, you can use the usual Microsoft Windows shortcuts, e.g. Ctrl+Click, Shift+Click. You can even click an entry with your mouse and draw a frame around the required entries: Page 6 of 16

7 2.2 Switch between the two Dataroom Center Administration versions To switch from Dataroom Center Administration version 8.30 to version 8.20, click the down arrow to the right of the Dataroom Center Administration tab and select Dataroom Center Administration To switch back from version 8.20 to version 8.30 of Dataroom Center Administration, simply click the Dataroom Center Administration tab once. 2.3 Enhanced Group Management The workflow of adding new groups or modifying the properties and permissions of groups in the Users and Groups > Group Management option has been changed as follows. Layout of version 8.20 (old): Layout of version 8.30 (new): Page 7 of 16

8 Notes: The See Permissions link has been removed from the Group Management view. This functionality is now available in the Permissions tab of the Add Group dialog or of the individual Edit Group dialogs (see chapter Change a group s name or description, pages 11ff). The Export to Excel option in the former Group Permissions dialog can now be found directly in the Group Management view and is now called Export Group Permissions Add a new group The Add Group dialog has been changed. The dialog is no longer a wizard, but now contains three tabs General, Members, and Permissions. Note: The group permissions can now be set in the Permissions tab of the Add Group or Edit Group dialogs. 1. Open your Dataroom Center Administration. 2. Select Users and Groups. The Group Management view is displayed. 3. Click Add Group. 4. The Add Group dialog is displayed with the General tab open. 5. In the Name field, enter the name of the new group. 6. If required, also enter a Description for the new group in the corresponding field. Page 8 of 16

9 7. If required, enable the Create LDAP group option. 8. If you want to copy the members and/or permissions from an already existing group, select the Copy from existing group option from the Options drop-down list. For further information, please refer to the following chapter. 9. Open the Members tab. 10. To add individual members to the group, enter the first letters of their names or addresses in the Enter a name or address field and click the corresponding name. Alternatively, click to pick the required members from the list displayed. Tip: You can also use the usual Microsoft Windows shortcuts to select several members at once (e.g. Ctrl+Click or Shift+Click). 11. Open the Permissions tab. 12. Select the suitable permissions to be assigned to all members in this group. 13. Click Done to create the new group. Page 9 of 16

10 2.3.2 Add a new group by copying an existing group If you want to create a new group on the basis of an already existing group because you want it to contain the same members and/or the same group permissions, proceed as follows: 1. Open your Dataroom Center Administration. 2. Select Users and Groups. The Group Management view is displayed. 3. Click Add Group. 4. The Add Group dialog is displayed with the General tab open. 5. In the Name field, enter the name of the new group. 6. If required, also enter a Description for the new group in the corresponding field. 7. If required, enable the Create LDAP group option. 8. Select the Copy from existing group option from the Options drop-down list. 9. Enter the first letters of the group you want to copy in the Enter a group name field. 10. Select the Copy all members option to copy all members from this group. The members from the selected group are entered in the Members tab. 11. Select the Copy all group permissions option to copy all permissions. The permissions assigned to the selected group are also selected in the Permissions tab. 12. Open the Members tab and add or remove members as required. 13. Open the Permissions tab and make your changes as required. 14. Click Done to save the new group. Page 10 of 16

11 2.3.3 Change a group s name or description You can easily change the name and description of an existing group. Note: The name of the DRC_Admins group cannot be changed. 1. Open your Dataroom Center Administration. 2. Select Users and Groups. The Group Management view is displayed. 3. Click the group you want to edit. The Edit Group dialog is displayed. 4. Open the General tab to change the name and description of the group in the corresponding fields. 5. Click Done to save your changes Add members to an existing group 1. Open your Dataroom Center Administration. 2. Select Users and Groups. The Group Management view is displayed. 3. Click the group to which you want to add members. The Edit Group dialog is displayed. 4. Open the Members tab. 5. To add individual members to the group, enter the first letters of their names or addresses in the Enter a name or address field and click the corresponding name. Alternatively, click to pick the required members from the list displayed. Tip: You can also use the usual Microsoft Windows shortcuts to select several members at once (e.g. Ctrl+Click or Shift+Click). 6. Click Done to save your changes Remove members from an existing group 1. Open your Dataroom Center Administration. 2. Select Users and Groups. The Group Management view is displayed. 3. Click the group to which you want to add members. The Edit Group dialog is displayed. 4. Open the Members tab. 5. To select an individual member, click the corresponding username in the list. To select several members at once, you can also use the usual Microsoft Windows shortcuts (e.g. Ctrl+Click or Shift+Click). 6. Click Remove Members. Important Note: Members are removed without any further security prompt. 7. Click Close to exit the Edit Group dialog. You changes are saved automatically. Page 11 of 16

12 2.3.6 Add an API member to an existing group 1. Open your Dataroom Center Administration. 2. Select Users and Groups. The Group Management view is displayed. 3. Click the group to which you want to add members. The Edit Group dialog is displayed. 4. Open the Members tab. 5. Click Add API account. 6. The following options are available: a. Select the Add an existing API account option to add an existing API account and enter the API username and the corresponding password. b. Select the Create a new API account option to create a new API account and enter the new API username, enter a password and confirm it. 7. Click Done to save your changes Change a group s permissions 1. Open your Dataroom Center Administration. 2. Select Users and Groups. The Group Management view is displayed. 3. Click the group to which you want to add members. The Edit Group dialog is displayed. 4. Open the Permissions tab. 5. Enable or disable the corresponding group permissions. 6. Click Done to save your changes. Page 12 of 16

13 2.4 Enhanced Member Management The Member Management view has been given a new layout and offers a new wizard to remove large numbers of Dataroom (Center) members from Datarooms and/or Dataroom Centers (see the How-to guide Remove members from a Dataroom Center ). Also, selected members can easily be disabled to prevent them from accessing this Dataroom Center and its Datarooms or enable their access to this Dataroom Center and its Datarooms again (see chapter Disable or Enable Members, pages 13ff) Remove members from Datarooms and/or Dataroom Centers For more information on how to quickly remove members in Dataroom Center Administration, see our How-to guide Remove members from a Dataroom Center. Page 13 of 16

14 2.4.2 Disable or enable members A new functionality in the Member Management view is the possibility to disable or enable members, i.e. to block their access to this Dataroom Center and its Datarooms or enable their access again. 1. Open your Dataroom Center Administration. 2. Click Users and Groups and select Member Management. 3. In the Member Management view, select the desired members. Tip: To select several members, you can use the usual Microsoft Windows shortcuts, e.g. Ctrl+Click, Shift+Click. You can even click an entry with your mouse and draw a frame around the required entries. 4. Click Disable or Enable as required. You can see the new status of the corresponding members in the Disabled column. 2.5 Enforce system security policies For more information on the new security policies, see our How-to guide Enforce System Security Policies. Page 14 of 16

15 3 Support If you have any additional questions about the new Dataroom Center Administration, please contact our support staff: 24/7 Phone Support: From within Germany dial: (toll-free) From within Switzerland dial: (toll-free) From within UK dial: (toll-free) From within USA dial: (toll-free) From other countries dial: Online Support: Please click here to open our online support form. Support: Page 15 of 16

16 4 Appendix: Document revision history Version Date of change Revision May 2014 First release for the new Dataroom Center Administration in Brainloop Secure Dataroom Service version 8.30 Page 16 of 16

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