Training Module 1: Administration (logical) (for Privia version 5.9)

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1 Training Module : Administration (logical) (for Privia version.9) Copyright 0 by Privia LLC. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any forms by any means, without the written permission of PriviaLLC.

2 Contents Contents... Overview... Types of Administrators... Privia Administrator Tool... Installing the Privia Administrator Tool... Downloading the Privia Administrator Tool... Installing the Privia Administrator Tool... 6 Logging In... 6 Layout... 7 User Management... 8 Creating/Adding users... 9 User creation explanations... 0 Internal Users (only applies to non Privia LLC Hosted instances)... 0 External Users (only applies to non Privia LLC Hosted instances)... Internal & External Users (for Privia LLC Hosted instances)... Notes on creating users... Changing User Properties... Changing User License Type... Deleting/Removing users... Activating Users (assigning a license)... Inactivating Users (unassigning a license)... Setting User Passwords... Exporting your user list... 6 User last login and creation information... 6 Roles... 7 Creating Roles... 7 Role Assignments... 7 Organizations... 8 Creating an organization... 8 Assigning/Adding Users to an organization... 8 Removing Users from an organization... 9 Personas... 9 Persona Assignments - Changing... Groups... Group Management... Guidelines for External Groups... Controlling the number of members in an External Group... 0 Administrator - Logical /67

3 Allowing Group Owners to manage External Groups... Extension of licenses for members in External Groups... Creating groups... Managing a group through the Privia Web Client... Using Groups... Pools... Creating Pools... Pool Assignment... 6 User Rights Management... 6 Administrators (Business Admin rights)... 7 Automation Rule Creators... 8 Repository Manager... 8 Process Author... 9 Invitation Operators External Users... 0 Invitation Operators Internal Users... Local Workspace Creators... Workspace Modifiers... Licensed Features... Configuration Options... Global Options List... Configuring the Startup Message... Configuring commenting tool Status column... Configuring commenting tool Assignment column... Emptying User recycle bins... Manage Deleted Objects... Managing Workspace Ownership... 6 Managing Workspace Membership... 7 Archiving Workspaces/Opportunities... 7 Unarchiving Workspaces/Opportunities... 8 Managing Report Ownership... 9 Managing Metadata Template Ownership... 0 Managing Metadata Attribute Ownership... 0 Managing Rule Ownership... Enabling and Disabling Rules... User Storage... File Services... Privia Index Service... Privia Thumbnail Service... 0 Administrator - Logical /67

4 Resending invitations... Sending a user a link to download the software (resending the invitation)... Sending a Business Administrator a link to download the Privia Administrator tool... Sending a message... Sending a message to a user or group of users... Sending a message to all users... Status of thumbnail generation and search indexing... Appendix : Adding a New User... 6 Appendix : Deciphering Privia User Invitations... 6 Appendix : Client Access Center... 7 Appendix : Common setup for small to medium businesses (0 to 00 licenses)... 8 Appendix : Common setup for large businesses (00+ licenses) Appendix 6: License Types... 6 Privileges of licenses... 6 Teammate License characteristics... 6 Read-only license characteristics... 6 Appendix 7: Troubleshooting User Issues Administrator - Logical /67

5 Overview This module covers the Privia Administrator tool that comes with the Privia server. The tasks that are covered in this document are user management, permission management, and general use of the administrative tool on the Privia system. Specific common tasks are covered in appendices. Types of Administrators The first thing to cover is that there are two types of Administrators on a Privia system. There are System administrators (sometimes called super administrators or uber administrators) and Business administrators. Throughout this document, any action that requires you to be a System Administrator will be identified with (System Administrator only). The System Administrator is the user that the Privia software was installed with and is the user that cannot be removed or demoted. This is the only ID in the system that has full rights and capabilities in the system. The Business Administrator in contrast is only able to manage user related features within organizations that the Business Administrator belongs to. A quick summary of the differences are as follows: System Administrator: Created during installation of Privia Server Can see all organizations and content regardless of access Access to ALL global options Able to purge deleted objects (version.. and later) CAN modify settings that can cause the server to be inoperable Business Administrator: Privia User granted administrator rights Can only see organizations the user belongs to Limited set of global options CANNOT modify settings that can cause the server to be inoperable Can take ownership of workspaces/opportunities Privia Administrator Tool The Privia Administration tool is delivered with every Privia server and can be downloaded by any user. A user must be set up as a Business Administrator in order to actually use the tool on a specific server. Further, the administrator tool is the only end-user installable piece of software that is absolutely specific to the version of the Privia server that the tool came from. Therefore, you should not attempt to use a Privia Administrator tool from one server version on a different server. If you do use an incompatible Privia Administrator tool with a server, you will, at best, not see all items that you expect to see; or, at worst, the Privia Administrator tool will hang and eventually crash. 0 Administrator - Logical /67

6 The capabilities of the Privia Administrator tool are: Users, Roles, Organizations, Personas Content, User Pools, Deleted Objects, Global Options, User Rights Assignment, License Management, Search Indexing status Did you know? You cannot be logged in with the Privia Administrator tool and the Privia Platform Client at the same time. The Privia Administrator uses the same port and protocol that is used by the Privia Platform Client. Therefore, if you log on with the Privia Administrator tool while logged in with the Privia Platform Client, you will be logged out of the Privia Platform Client. Similarly, if you log back in with the Privia Platform Client, you will be disconnected from the Privia Administrator tool. You will automatically be logged out of the Privia Platform Client when you log in with the Privia Administrator tool. Installing the Privia Administrator Tool Every Privia system has the Privia Administrator tool in the download area of the server. The tool is packaged up on the server by the System Administrator when the server is installed and whenever the client package is updated. While every user can download and install the Privia Administrator tool, only users that have been given administrative privileges by an administrator can log onto a server with the tool. Therefore, it is safe to install the Privia Administrator tool on every computer that gets the Privia client. Downloading the Privia Administrator Tool To download the Privia Administrator tool, use any browser to go to your server using the following URL format: http[s]://{servername}/priviadownload/priviaadmin.exe Thus, if your server name is customer.privia.com and your server uses SSL, you should use the URL of to get the administrator tool. If your server doesn t use SSL, connect with Note that normally you do not need to derive the URL to get the administrator tool. Any administrator on the system (there must be at least one) can right click on your user ID on the Privia system and have the system send you an Administrator invitation. (See the section on Sending a Business Administrator a link to download the Privia Administrator tool for instructions on how to send the Business Administrator invitation.) This is standard URL format. [s] indicates that the s is optional and dependent on the server installation. {servername} should be replaced with the DNS name of your server. 0 Administrator - Logical /67

7 Installing the Privia Administrator Tool To install the Privia Administrator tool, run the PriviaAdmin.exe file that you downloaded from the server. When installing the Privia Administrator tool, just follow the prompts of the installation. The Privia Administrator tool (and the Privia Client) can be installed by users that do not have local administrative rights for installing software. The default installation is to install for just the user that is running the installation. This will install in the c:\users area on the machine and will only be available to the user that installed it. If you want to install the software for all users of a machine, download the PriviaAdmin.exe file and then right click on it so that you can choose to Run as Administrator. Installing this way installs it in c:\program Files and becomes available for any user that uses the computer. You must have administrative rights to install software on the computer in order to select this option. Logging In The password used for the Privia Administrator Tool is the same password that is used for logging in with the Privia Client. Once you have downloaded and installed the Privia Administrator tool, you run it from the Start menu: ) Start Programs Privia Privia Administrator ) Click the Connect button ) Enter your username ) Enter your password ) Make sure that the server name is correct 6) Verify that the SSL checkbox is checked (99% of the time this will be the case) 7) Click the Connect button There are two very common questions that the Privia support team gets from new administrators of a Privia server:. I was made a Privia administrator recently but I don t see anything different in the Client? The Answer to this is that the Privia administrator right only enables you to use the Privia Administrator tool on the server. It does not change anything about your access, responsibilities, or abilities on the server through the Privia Platform Client or the Privia Web Client Administrator - Logical 6/67

8 . I received a Privia invitation to download the Privia Administrator tool. After I installed it, what user ID do I use? The Answer to this question is that you use the same user ID and password credentials for the Administrator tool as you use for your normal Privia Platform Client or the Privia Web Client. The Privia Administrator tool does not rely on your Did you know Privia Profile as the other tools do. This makes the Privia Administrator independent of your ability to create a profile which bypasses some situations that may prevent a user from logging in. Therefore, every time you connect to your Privia server with the Privia Administrator, you must enter your username and password to authenticate. The Privia Administrator usually remembers everything that you entered except your password unless the tool is used by another user on the same system. It is recommended that you log in as a Business Administrator whenever possible and reserve logging in as the System Administrator for specific tasks that can only be done by the System Administrator. Layout Once you have connected to the Privia server through the Privia Administrator tool, you will see a layout similar to the figure to the right. The layout is very similar to that of the Privia clients in that the left hand window pane is used for navigation and the right hand window pane is used for actions. The layout is divided into main groups: The Privia Administrator tool is unique in that it can log onto the Privia Server even if many things are improperly configured on the server. If the server is part of an Active Directory domain, you MUST GET THE DOMAIN entry correct for authentication to proceed. If the server is NOT part of an Active Directory domain, you can enter anything into the Domain field and you will still be able to log in. The domain entry counts only if you are a member of an Active Directory. Menu and Toolbar Directory Tree Server Name: The fully qualified (servername + DNS domain) name of the server that the Admin tool is connected to Administrator Name: The username that is currently logged in Menu and Toolbar: Used to modify items in the Main Display Area Directory Tree: Used to display the objects that can be navigated Action Pane: The display area for actions that can be taken Status Bar: Indicates the current status of the Privia Administrator tool with relation to the server. Status Bar Administrator Name Action Pane Server Name The reason for naming each of the window panes is so that the rest of this document can refer to the areas of the Privia Administrator tool with a common vernacular and so that you can open support tickets for issues that you have and use a vernacular that the support agents will understand. 0 Administrator - Logical 7/67

9 User Management Everything you do with the Privia Administrator tool revolves around some action relating to a user. Whether it is directly adding or removing a user or granting rights, you are always adjusting something that affects users. This section is intended to cover the basic actions that are needed to directly manipulate user IDs on the system. Users in Privia are either Internal users or External users. There is a flag in the global options that the System Administrator can set to make Internal and External mean different things. On-Demand Server = 0: If you are on a server that is not hosted by Privia LLC, it probably has the On-Demand Server flag set to 0. In this case the server is integrated with your network Active Directory so that you use the same password to authenticate with Privia as you do with your local computer. This kind of server can also have users that are not using the same password as your internal systems and this type of user is normally used for people connecting to Privia from outside of your company. An Internal user is a user that authenticates with your Active Directory credentials (username and password). The user must exist and be an enabled user in your Active Directory for the user to log in. An External user is a user that is not in your Active Directory and thus will be created locally on the Privia server. External users have security implications for organizations that run their own Privia server and require that all users exist in the Active Directory for the company. Privia does not have a mechanism to prevent users from being created as External users; therefore, it is up to the Business Administrator that is creating the user to know the rules and create the appropriate type of user. On-Demand Server = : If you are on a server that is hosted by Privia LLC, your server will have the On-Demand Server flag set to. This means that users have separate usernames and passwords from any corporate network accounts and the accounts are stored locally on the Privia server. In this case, the primary difference between and Internal user and an External user is the shape of the icon and group permissions. Beyond the authentication method, Internal and External users have some significant differences. An Internal user will have a circular icon and an Exernal user will have a square icon. Users set as Internal can only belong to Internal Groups. They cannot belong to External groups Users set as External can belong to both Internal and External Groups. External users can be activated and inactivated through the Privia Client if they belong to an external group. 0 Administrator - Logical 8/67

10 Creating/Adding users In order for someone to access the Privia server, the person must have a user ID. The ID should be created using the Privia Administrator tool whenever possible. The following instructions should be used to add a new user to a Privia server.. Create the User ID ) In the Directory Tree, right click on the Users item ) Select the menu item for new User as shown to the right. ) The Create New User dialog will display. Choose the type of user to be created i. Internal user: Select this option if the user is a member of your Active Directory AND your Privia Server is using your Active Directory Did you know? Users can also be added to the system using the Privia client. But, there are limitations on users added that way which make it more desirable to add users via the Privia Administrator Tool. It is best to use the Privia Administrator tool to add users. ii. External user: If the user is not a member of your company Active Directory or your server does not participate in an Active Directory (or if you don t know what an Active Directory is), use this option. ) Enter the username to be added to the system (if you are creating an internal user, you can select the Directory button to browse the active directory of your company for the username) ) If you want to set the password manually, uncheck the box for Auto Generate Passwords (It is recommended that you set the passwords manually as the ones that are generated by the system are difficult to remember and thus more likely for the user to write down) 6) Enter the First Name of the user. A common convention used by customers of Privia is to enter the First Name with the Company name as a prefix. This allows you to sort by the first name column to group people from the same company together for other actions. 7) Enter the user s Last Name (sometimes referred to as Surname) 8) Enter the fully qualified address of the user. Fully qualified means that it has a name followed by character and then the domain 9) 0) ). Activate the user: After you have added all of your users, you must activate the users. Click on the Users item in the Privia Administrator directory tree to view all users of the system. a. Select the user added (you can select multiple users by holding down the control key while you are selecting users) b. Right click on the user selection and choose the option to Activate Administrator - Logical 9/67

11 . Assign the Personas: Go to the organizations that the user was added to and set the user Persona. Add to a group: Add the user to the appropriate groups within the organizations User creation explanations Whether the user is an internal user or an external user, the following information MUST be entered into the dialog to add the user to Privia. Logon Name: The user s unique logon name (Note that this name must not exceed characters) User Type: Internal or external. The user s unique address. (Note that every user must have a unique address) Invite Now: Sends Privia Invitation to new users. Checkbox is only available for Internal users. External users are sent an invitation immediately. Organizations: The organization that the user is to be a member of (Users can belong to multiple organizations and if you add users to organizations through this dialog, they will be added with the Contributor persona.) Internal Users (only applies to non Privia LLC Hosted instances) If you know the user s Logon Domain and the Logon Name, you can type those directly. Otherwise, you can click the Directory button and search for the user in the Active Directory associated with the Privia server configuration. In addition to the standard information for a user, you must enter the following information when adding an Internal user: Logon Domain: Auto Synchronize with Active Directory: User details will automatically be updated according to changes implemented in the user information in the Active Directory. When you use the Directory button, Privia will fill in the remaining information for you. Any time that an Internal user logs onto the system, the Privia server will contact the AD server and request authentication from the AD server with the supplied Logon Name, Domain, and password. The AD server must respond to the Privia server that the user is allowed to log in before any further authentication on the Privia server occurs. 0 Administrator - Logical 0/67

12 External Users (only applies to non Privia LLC Hosted instances) When you create an external user, you are creating a user locally on the Privia server. For the most part this does not matter to anyone except the security people for your company. Make sure that your company policy allows you to create users on servers outside of the Active Directory domain. If Privia LLC is hosting your server, all of your users will be created as External users. When you create an external user you will have a dialog similar to the one to the right. For this dialog, in addition to the standard information required, you must enter: First Name: The user s first name as you want it to appear to other users on the system. Last Name: The user's last name as you want it to appear to other users on the system. Auto Generate Password: Generates random password. Only available for External users. Internal users use their domain passwords. Internal & External Users (for Privia LLC Hosted instances) When Privia is hosted by Privia LLC, the system is set up so that all users are local to the system (e.g. not a part of an active directory structure) and so the internal/external setting simply changes the icon that is displayed for the user and affects group membership. The use of internal and external does have an impact on whether the user can be assigned a teammate license so use these settings appropriately for your users. Notes on creating users If you have the Invite now checkbox set when you create the user, an message will be sent to the address listed in the user information with a link to download the software and the user login credentials. If you have the system create the password for you, the only record of the password is in the invitation to the user so if the user loses the invitation, you cannot retrieve the user s password and must reset the user password in order for the user to log in. When creating external users, the Privia system will automatically create passwords that conform to the Windows maximum complexity requirement. This means that the password will be a combination of 8 upper case, lower cases, numbers, and punctuation characters. Quite often this password is very difficult to remember so users should change the password immediately. You can uncheck the box for Auto Generate Password when creating your user, but you will still be required to meet whatever password policy has been set on the Privia server. 0 Administrator - Logical /67

13 Changing User Properties Any administrator can modify the user properties for a user by right clicking on a username from any of the Privia Administrator tool directory tree groups and selecting the menu item for Properties. While the details tab is useful for most other users, the end user can enter this information through the client software. But, the user cannot modify the Options or Roles information that is only available through the Privia Administrator tool. There are two key options for a user id that can be modified in only the Privia Administrator tool. These are: User uses secure(ssl) connection Disable Save Password The global options set by the System Administrator determine the default settings for these two options but they can be overridden for each individual user. If you have User uses secure (SSL) connection checked, then users must check the SSL box on their profile or connect to the server using https. Your server must support SSL connections through IIS and have a valid certificate for you to use this option. When a user profile is created or edited, it requests this value from the server and will automatically set the value on the client to what is on the server. Therefore, it is critical that this information be set correctly. If you have the Disable Save Password box checked, the Privia Platform Client and the Privia Web Client will grey out the option to save the password locally on the user machine. This option is provided to allow companies to meet security policies and is the recommended setting when a company Active Directory policy is set to automatically force users to change their passwords on a regular basis. If your Active Directory requires periodic resets, then having a stored password on the Privia client will cause Privia to retry a password multiple times which will usually lock a user out of the Active Directory such that the user cannot get into any system that depends on the Active Directory for authentication. 0 Administrator - Logical /67

14 Changing User License Type Any administrator can modify license type properties for a user by right clicking on a username from any of the Privia Administrator tool directory tree groups and selecting the menu item for Properties. ) In the admin tool, right click on the username to modify ) Choose the option for Properties ) Click on the General tab at the top of the properties dialog ) Use the pull-down on the lower part of the dialog to choose the license type Note that only Teammate users can have an expiration date. This field will be disabled for all other license types. Also note that Teammate licenses can only be applied to External users and to accounts where the address is not in the domain of the Privia server. Deleting/Removing users Users can only be deleted from a system if they have been deleted from all organizations and all content owned by the user has been reassigned to another user. Follow these steps to delete a user from a Privia system:. Delete or reassign all reports owned by the user (see Managing Report Ownership). Delete or reassign all rules owned by the user (see Managing Rule Ownership). Delete the user from all Archived content (see Archiving Workspaces/Opportunities). Remove the user from all deleted content in user recycle bins (reference the user Document Management guide). Remove the user from all deleted content in the Manage Deleted Objects (see Emptying User recycle bins) 6. Remove the user from every organization (see Figure 9 Removing Users from an organization) 7. Delete the user from the System a. Click on Users in the directory tree b. Right click on the user to be deleted c. Choose the menu option for Delete d. Select the OK button It is also common that users will be members of workspaces or own workspaces that are in enduser recycle bins. If a user owns metadata attributes or templates, those attributes and templates will be transferred to the super administrator of the system automatically. 0 Administrator - Logical /67

15 Activating Users (assigning a license) Licensing for Privia is managed at the server through the Privia Administrator tool. A license is assigned to a user when the user account is set to an Active state. Users can be activated either one at a time or many at a time. The status of a user s account is shown in the column right after the user s login information when looking at the User folder on the Privia Administrator tool. It may help in locating users to select the header to the status column to sort all of the inactive users to the top or bottom of the list. To select multiple users at one time, hold down the Ctrl key on your keyboard as you select the users. Follow these steps to change the state of a user to Active.. Click on the Users object in the Privia Administrator directory tree. Select the user (or users) in the main display area. Right click on the selected users. Choose the option to Make Active If you have selected multiple users, note that if any of the users selected are already active, you will not have the option to activate (or inactivate) the users. When activating users, if you exceed your license count for the server, when you go to activate a user, you will get an error as shown in the figure to the right. Inactivating Users (unassigning a license) When Privia is purchased, your server is purchased with a fixed number of licenses that can be given to users. To allocate a license to a user, you set the user as active. Conversely, if you want to unassign a license, you can inactivate the user. There are a few reasons to inactivate a user: You have run out of licenses and need to reassign a license The user no longer needs access to Privia When a user is set to a state of inactive, the user cannot log into Privia and if the user is currently logged into Privia, the user will be immediately logged out when the state is changed. It is preferable that administrators inactivate users rather deleting users from the system. The logic for this is that if you delete a user from the system, all objects that the user was accountable for will be reassigned to someone else and you will lose historical information that you may need when auditing file access or actions. 0 Administrator - Logical /67

16 Rest assured that if you inactivate a user, the user is unable to log onto the Privia system in any way. When users are set as inactive, their icon will appear with a slash through the icon. Further, when sending notifications the default when sending to a group of users is to eliminate inactive users. But you can check a box to allow the system to send messages to inactive users. To set a user as inactive, follow these steps:. Click on the Users object in the Privia Administrator directory tree. Select the user (or users) in the main display area. Right click on the selection. Choose the option to Make Inactive If you have selected multiple users, note that if any of the users selected are already inactive, you will not have the option to inactivate (or activate) the users. Setting User Passwords If a user account in Privia is an external account such that it does not rely on your company Active Directory for password authentication, you can change the password for any user in the Privia system through the Privia Administrator tool. If a user is an internal user and your system is integrated with your Active Directory, you must change the user password in the Active Directory for your company. To change a password for a user, follow these steps:. Click on the Users object in the Privia Administrator directory tree. Select the user (or users) in the main display area. Right click on the selected user and choose the menu option for Set Password. A dialog similar to the one to the right will allow you to either let the system generate a password or you can set the password manually.. (Optional) Note that if you are setting the password manually, you have the option to uncheck the box for sending the password to the user by (Optional) If you are setting the password manually, you must enter the password twice to avoid mistyping the password since you cannot see the characters you type 7. (Optional) When setting the passwords manually, you can choose whether to send the user an with the new password. If you are letting the system generate the passwords automatically, you cannot uncheck the option to users their passwords. 8. Click the OK button to complete setting the password Administrator - Logical /67

17 You can also set the password for multiple users at the same time by selecting more than one user at the same time when you perform step. To select multiple users, hold down the Ctrl key on your keyboard as you select each user. Note that when you are setting the password for multiple users at the same time, you do not have an option to set the passwords manually and so you must allow the system to generate unique passwords for each user. Exporting your user list The Privia Administrator tool has the ability to export a list of all of your users to a comma delimited file that can be viewed in Microsoft Excel or any document viewer that recognizes the CSV format. You might use this option if you need to generate a report of all users on your system or if you wanted to extract information about your users for use in another application. To export a list of users in CSV format, follow these instructions:. Right click on the Users object in the Privia Administrator directory tree and choose the menu option for Export CSV file. A dialog will pop up that allows you to set the filename that you want to save the user list. Use the Save in pull-down to select the location to save the file. Enter a valid Windows file name. Click the Save button to complete the transaction. User last login and creation information 6 Starting with version.8, the admin tool will show you the date that users were created and the last login date. The time is displayed in the timezone that the server operates in. Click on the Users item in the left pane and then scroll to the right in the information pane to see the Created and Last Login columns. The Last Login column will be blank for any user that has never logged onto the system. Note that this information has always been recorded in the Privia database prior to.8, so any server that is upgraded to.8 or higher will 0 Administrator - Logical 6/67

18 display accurate information for the Last Logon Field back to the point when the server was first created. Roles Roles are related to the Process Designer and are used to set up processes with generic assignments for accountability which are later assigned when the process is launched. Roles are global to a server and can only be adjusted by a business administrator through the admin tool. Creating Roles Note: A role does not have to have users allocated to it. To create roles:. Right click on the Roles object in the Privia Administrator directory tree. Choose the menu item for New Role. Enter the role name and description in the designated fields.. Click OK. The role is added to the Roles branch in the directory tree. Role Assignments Users can be assigned to multiple roles. Thus, you could put the same user in every role in the system if you wanted to. One of the challenges that organizations face is how to keep the Privia system up to date with responsibilities that people take on over time. To accommodate this, the Privia process assignment facility allows you to bypass the roles feature and select from all users in an organization. But, if you do keep your role assignments up-to-date, you will simplify assignments as the company expands in usage of the product. To Add Users to Roles:. Expand the Roles list in the Directory Tree. Right-click the role to which you wish to add users. Choose the menu option for Add users. Select the user(s) that you wish to add to the role (multiple users can be added at the same time by holding down the Ctrl key while selecting multiple users). Click the OK button to complete the action 0 Administrator - Logical 7/67

19 Organizations Organizations in Privia were created to mimic the way company management structures are set up and the way that information is shared between the organizations. It was closely targeted at companies that have subsidiaries such that each subsidiary would have a separate organization and a separate set of users. Executive Personas can see information across organizations whereas managers are limited to only the organizations that they belong to. At the most basic level, organizations allow you to partition your user base up into groups that limit who can be added to workspaces. For instance, if you have a need to make sure that certain users (foreign users in a secure system) are never added to workspaces related to secure contracts, create a separate organization for the secure contracts and only allow workspaces to be created in the secure organization that should be isolated from the foreign users. The overview of Privia concepts document provides a greater description of organizations and their uses. Creating an organization ) Right click on the Organization branch of the directory tree ) Choose the menu option for New Organization ) Enter the new name for the organization in the Name field in the dialog that opens up ) (Optional) Enter a description for the organization. This description will be used in reports and in displaying the organization in the activity pane. ) Click the OK button to create the organization. Assigning/Adding Users to an organization Once an organization has been created, you can assign users to the organization so that they can be added to workspaces in the organization. To Add Users:. Expand the Organizations item in the directory tree. Expand the organization that you want to add the user to. Expand the item called Organization Users. Right click on the Users item. Choose the menu item for Add Users Administrator - Logical 8/67

20 6. Select the user(s) to be added to the organization (you can select multiple users by holding down the ctrl key or the shift key to select individual users or series of users respectively) 7. (Optional) Choose the persona for the user if the user will be logging in with the Web interface 8. Select OK to finish adding the users Removing Users from an organization Removing users from an organization requires that all content owned by the users be reassigned to other users or be deleted from the organization. To delete a user from an organization, follow these steps:. Expand the Organization group in the Privia Administrator directory tree.. Expand the specific organization that you want to delete the user from. Expand the Organization Users group. Click on the Users folder. Right click on the user to be removed 6. Choose the menu option for Remove 7. Acknowledge that the user really should be removed 6 7 If you get to step 7 and the system tells you that the user owns content, you must first reassign all content for that user to another user before the user can be deleted. The types of content that must be reassigned are: Workspace ownership: Refer to the section on Managing Workspace Ownership Group Ownership: If the user is an owner of a group in the organization, the group must be reassigned before the user can be removed from the organization Transfer ownership of Process Templates and Process Workspace Templates By design, Privia enforces a model of accountability, and reassigning content (reports, files, folders, workspaces, activities, and alerts) obfuscates the accountability that the user held. For this reason, it is recommended that users be inactivated rather than removed so that accountability of content is maintained for post analysis purposes. Personas A Persona defines a user s navigation link access and view of Privia data when using one of the Web based interfaces. 0 Administrator - Logical 9/67

21 Contributor Team Member Manager Executive Data Administrator TO Past Performance Manager Team Member Proposal Manager Task Order Manager Business Developer Contract Administrator Executive Home Activities & Alerts Workspaces Notifications Reports Opportunities All Opportunities Team Dashboard Pipeline All Resources Performance New Account New Workspace New Notification New Opportunity New Master Project New Teammate View Accounts View Contracts View Master Projects View Teammates Labels and Fields Lookups Data Import Capabilities Data Export Capabilities Edit Place Fields 0 Administrator - Logical 0/67 system, or translated into any language in any forms by any means, without the written permission of Privia LLC.

22 Persona Assignments - Changing In Privia Administrator you can assign a user to one or more Personas. Personas are used to define what users see when they are using any of the Browser based user interfaces (Web based on IE, Firefox, or Safari). By default, all users are created with the Contributor persona in any organization that they are added to. This provides the minimum set of permissions for file management. To add other personas to a user, follow these steps:. Expand the organization that you want work with. Expand the Organization Users. Click on the Users folder. Right click on the user to be managed. Choose the menu option for Manage Personas Assignment 6. Select the personas to be assigned in the left hand window of the dialog that pops up 7. Select the > arrow to assign the persona to the user. Groups Groups add a new dimension to managing licenses by allowing the membership and attributes of users within groups to be managed by the group owner. Groups add the capability to: Activate and inactivate users as groups Manage inclusion into workspaces by group (e.g. a group can be a member of multiple workspaces and when a user is added to the group, the user is added to all workspaces that the group is a member of.) Delegate responsibility for group membership management down to the owner of the group which does not have to be an administrator. Group Management A Group is not a separate entity or object within Privia and is essentially a construct to assemble users who require the same permissions and functional access. A Group can only be created initially through the Administration Tool. But if the group is an External group, it can be further managed by the Group Owner from the Privia Web Application. To accommodate the various needs of an organization, Privia extends two types of Groups: Internal Group this group can accommodate both Internal and External users. External Group while very similar to Internal groups, this construct allows only users with license type of External. This is a way for organizations to create multiple groups with each representing a teaming partner or subcontractor organization. External groups Administrator - Logical /67

23 also provide mechanisms to manage involvement of teaming partners more easily as will be seen later in this document. Guidelines for External Groups The following are applicable to creation of External Groups within Privia: An External Group can initially be defined only through the Administration Tool by a (any) user with a role of either a Business Administrator or Systems Administrator. For an External Group to be successfully created, a name for the Group and at least one External user in Privia should be part of it. At the time of creation, the administrator must assign an owner to the External Group (Group Owner). The Group Owner does not have to belong to the Group but must be a licensed and an Active user in Privia. Once an External Group has been created, members can be added to the group by either the Administrator or by the Group Owner through the Manage Groups functionality in the Privia Web application An External Group can have only one owner at any one time. Only an individual member can be a Group Owner. An External Group can contain any number of individual users. An External Group is Organization-specific. In other words, a Group created under one Organization is not visible across Organizations. A user can be a member of multiple groups. Controlling the number of members in an External Group Privia allows an Administrator or a Group Owner to add members to a group. In a typical scenario, an Administrator would create an External Group for a specific teammate organization. The owner of the group may proceed to add other members of that teammate organization to the group so as to manage that teammate or subcontractor as one entity. In many cases, the Administrator may want the Group Owner to manage other members of that group. In any case, the Administrator may want to specify a maximum number of members that can be added to the External Group. Allowing Group Owners to manage External Groups Group owners of Internal Groups can manage their groups. For details please see the Privia Groups... documentation. With External Groups, the Administrator has the option to allow Group Owners to manage their groups since the owner could be an External user. When allowed, the group owner can manage the group through the Manage Groups option in the Privia Web application. This simplifies user management for the Administrator. Extension of licenses for members in External Groups Teammate licenses can have specific expiration dates. Sometimes a proposal effort could get extended and the External team members may need to participate longer than expected. If the teammate licenses are set to expire, it becomes the prerogative of the Administrator to extend these licenses. If the member population is large, this can become a daunting task. To alleviate 0 Administrator - Logical /67

24 the administration burden Privia provides an option where the Group Owner can be provided the rights to extend a members license. When given this permission, the Group Owner can set or extend license expiration dates through the Manage Groups option in the Privia Web application. Creating groups Groups are organization specific. Therefore you can have the same group name in multiple organizations and each group can have a different set of users. There is no way to copy groups between organizations. To create a new group, follow these instructions: ) Expand the organization that the group will belong to ) Expand Organization Users folder ) Right click on Groups folder ) Click the menu item for New Group ) Choose whether the group is Internal or External a. Internal groups can have both internal and external users b. External groups can only contain users that are tagged as external users (have the square icon) 6) Give the group a name (common uses of groups are names of projects and names of companies, for instance, you could group all of the users from one company together so that you add the entire company at one time to a workspace) 7) The default owner is the user that is creating the group. But, you can set the owner of the group to someone else which will delegate the management of the users in the group to that person. This is the feature that allows you to extend the management functions out to end users. 8) Click the Options tab 9 0 9) Identify whether you want to limit the number of users in the group or have an unlimited number. This choice will affect what the delegated owner of the group can do and is not changeable by the owner of the group. 0) If you check the box for Activate/deactivate members on add/removal from workspace, the system will automatically manage your licenses such that if the group is removed from all workspaces, the members of the group will be tagged to be inactive if they belong to no other active groups. Similarly, if the group is added to a workspace, all members of the group will change to an active status and get a license. If no licenses are available, the users will remain inactive and you will need to resolve the licensing issue through the admin tool Administrator - Logical /67

25 ) If you check the box Allow group owner to manage users, you will be allowing the owner of the group to add and remove users from the group. This is part of the delegation of management features to the end users. ) If you check the box Owner can set and extend license expiration dates, you will be delegating the authority to the group owner to change the expiration date for teammate licenses if the teammate is included in the group. (Note if you delegate # and # to an end user, then you are allowing the group owner to have complete control over the user license for the users in the group.) ) Click on the General tab ) Click the Add button to add members to the group or the Remove button to remove members from the group ) Choose OK to accept the changes and create the group Managing a group through the Privia Web Client When you navigate to an organization within the Web client, you can right click on the organization name and choose the option to Manage Groups that you own. From here you can do any of the tasks that were delegated to the owner of the group. To manage a group, follow these steps: ) Right click on an organization for which you have a group that you are the administrator of ) Choose the menu option for Manage Groups ) A list of groups that you have administrative rights to will appear in the Document pane of the Web application. Click on one of your groups to open a dialog with the actions that have been delegated to you. a. The buttons for Activate and Deactivate will appear if the group was set up with the option of Activate/deactivate members checked b. The buttons for Invite, Add, and Remove will be shown if the group has been set up with the option to Allow group owner to manage users. 0 Administrator - Logical /67

26 Using Groups c. The Change License button will appear if the group has been set up with the option for Owner can set and extend license expiration data The main purpose of the groups feature is to allow a group of users to be treated as a single user. If the group is added to 0 workspaces, then when a user is added to the group, the user is effectively added to all 0 workspaces. Conversely, removing a user from a group removes the user from all of the workspaces that the group belongs to. One side effect of using groups is that the entire group of members is treated as a single member in the workspace and so permissions to files is managed at the group level rather than the individual level. If you want to give a user specific permissions to a file, you must add the user explicitly to the workspace containing that file and then set the permissions for that individual user. Pools Pools are associated with Process and allow you to create groupings of users that limit who can participate in a process. Unlike Roles, the Pools concept for process affect the entire process and limits the possible choices for the entire process. A user can be assigned to more than one pool within an organization but only one Pool can be assigned to a process. An example of how pools are used is in the case of IDIQ or GWAC contracts. When you win or are bidding on a contract, you can create a pool with that contract name. For instance ITES. You can then put all of the users that will be participating in the ITES contract into that pool and associate the pool with the process you use to respond to individual task order requests. Thus when a task order request comes in, you can launch your ITES task order request process and the program manager for the task order request will only be able to select from users that are in that pool. For small companies pools make little sense. But when you consider larger companies with a couple of thousands of users, pools make it very convenient to avoid overwhelming your program managers with finding users in the universe of members of an organization. Creating Pools To Create a User Pool:. In the directory tree or in the organization list in the Main Display area, double-click the name of the organization for which you wish to define a new pool.. Right-click Pools in the Main Display area and select New User Pool. The Create New Pool dialog box is displayed:. Enter the name and description of the pool in the designated fields.. Click OK. The pool is added to the organization 6 0 Administrator - Logical /67

27 Pool Assignment To add a user to a pool, follow these steps: ) Expand the organizations folder in the directory tree ) Expand the organization that contains the user Pool ) Expand the Pools folder ) Right click on the name of the pool to be managed ) Choose the menu option for Add Users 6) Select the users that you want to add to the pool (you can select multiple users by holding down the control key or the shift key when you click on the user names) 7) Click on the OK button to complete the action User Rights Management The security model of Privia is based on need-to-know and delegation of responsibility. By default, when a user is added through the admin tool, the user can create workspaces but is limited to just the basic document management. You must add rights to a user to give the user any additional capabilities. Rights related to Personas have already been covered; and, this section covers the other rights that can be added globally for users of a Privia system. Note that the actual rights that a user has will be the more restrictive of the global rights and the local rights associated with organizations and workspaces. The following provides a high level description of the individual rights that can be granted to a user. 6 0 Administrator - Logical 6/67

28 Administrator: have the rights required to create applications and users. o Required to log in to the Privia Administrator Repository Managers: have the rights required to manage the Privia repository. Process Authors: have the rights required to create and define processes. Invitation Operators: External Users: have the rights required to invite or add other users from outside the domain to an existing workspace. Invitation Operators - Internal Users: have the rights required to invite or add other users from within the domain to an existing workspace. o Enterprise Servers Only Local Workspace Creators: have the rights required to create a process folder in the Privia Repository. o This right is granted by default to all users by when they are created with the administrator tool but not assigned if the user is added through one of the Clients External Workspace Creators: Not used and has no effect. Workspace Modifiers: have the rights to modify the settings on workspaces. If a user is taken out of this group, the user will not be able to modify workspace permissions even if the user owns the workspace. o This right is granted by default to all users when they are created with the administrator tool Administrators (Business Admin rights) Business Administrators are users that have been designated to be able to manage the Privia rights for users in the organizations that the Business Administrator belongs to. If you are Did you know? There is no way to restrict a business administrator from being able to designate other users as business administrators. Further, when a user is added to the system, the dialog for adding the user allows you to specify any and all organizations in the system. Therefore, there is a possible security concern that if a Business Administrator is not a member of an org that they want to get access to, they can simply create a new user and then make that user a business administrator, log in with that account, and then add their other account to the organization to gain control of the organization. Make sure that you completely trust anyone that you make a Business Administrator as you are giving that user the keys to your castle. 0 Administrator - Logical 7/67

29 reading this document, you are probably a business administrator. As a business administrator you can do everything that is covered in this document including designating other users as business administrators. To give a user Administrator rights, follow these steps:. Expand the User Rights Assignment group in the directory tree. Right click on the Administrators folder. Choose the menu option for Add Users. Select the user(s) in the dialog that appears (you can select multiple users by holding down the ctrl key or the shift key when selecting the users). Click the OK button to make the users Business Administrators. Automation Rule Creators By default, whenever a user is added to a Privia server, the user is automatically given the ability to create rules for notifications or for schedule actions. Removing a user from this rights group will prevent the user from creating any rules. If the user has already created a rule, the rule will continue to operate as designed but the user will not be able to modify the rule. Repository Manager A repository is a template workspace that is used in the process designer. A repository template is associated with a process so that when an opportunity is launched, the repository template is used to create the initial layout of the folder structure for the opportunity. When you give someone Repository rights, they are automatically given Process Author rights; however, the reverse is not true. 0 Administrator - Logical 8/67

30 To assign a user Repository Manager rights, follow these instructions:. Expand the User Rights Assignment folder in the directory tree. Right click on Repository Managers. Click the menu item for Add Users. A dialog will appear where you can select the individual users (you can select multiple users at one time by using the ctrl key and the shift key when selecting users). Click the OK button to make the assignment. Refer to the document on Building a Process Template for a tutorial on how to create a Repository template and then how to associate that template with a process. Process Author Process Author rights are required to be able to launch and log in with the Privia Process Designer. Even if you give a user Process Author rights, the user will not be able modify existing processes unless you give the user edit rights on the process. But the Process Author rights will give the user the ability to create their own process. Did you know? If a user is given both Process Author and Administrator rights, the user can take control of any process through the Process Designer. Thus a Business Administrator with Process Author rights can take over any process, modify the process, and transfer it back to the original user. (Note this is all logged) Be careful of the combination of rights you delegate as they are cumulative. To give a user Process Author rights, follow these steps: 0 Administrator - Logical 9/67

31 ) Expand User Rights Assignment in the directory tree ) Right click on Process Authors ) Select the menu item for Add Users ) Select the user(s) that you want to assign Process Author rights to (you can select multiple users at the same time by holding down the ctrl or shift keys while selecting users with your pointer) ) Click the OK button to finish the assignments. Invitation Operators External Users There are two user rights groups that allow an end user to create new users on the system even if they are not managing the membership through a group. The first is the Invitation Operators External Users. A user that is a member of this group can add a user to the system through either the Platform client or the Browser based clients simply by having the address of the user to be added. The primary differences between adding a user through an Invitation Operators right and adding users through the admin tool are: Users added through the admin tool are added but not activated immediately. When users are added through an Invitation Operators right, the users are activated immediately. Users added through the admin tool are automatically added to the Workspace Creator groups. Users added through an Invitation Operators right are not added to the Workspace Creators rights groups. Thus users invited through the Invitation Operators rights will not be able to create workspaces in the system until they are added to the Workspace Creators rights groups by a Business Administrator. 0 Administrator - Logical 0/67

32 To add a user to the Invitation Operators External Users rights group, follow these steps:. Expand User Rights Assignment in the directory tree. Right click on Invitation Operators External Users group. Choose the menu option for Add Users. When the dialog appears, select the user(s) that you want to add to this rights group. Select OK to add the users to the rights group. Invitation Operators Internal Users There are two user rights groups that allow an end user to create new users on the system even if they are not managing the membership through a group. The second is the Invitation Operators Internal Users. A user that is a member of this group can add a user to the system through either the Platform client or the Browser based clients simply by searching through the associated active directory to find the user and then invite them to the system. Note that if the system is not attached to an active directory, this feature has no function. The primary differences between adding a user through an Invitation Operators right and adding users through the admin tool are: Users added through the admin tool are added but not activated immediately. When users are added through an Invitation Operators right, the users are activated immediately. Users added through the admin tool are automatically added to the Workspace Creator groups. Users added through an Invitation Operators right are not added to the Workspace Creators rights groups. Thus users invited through the Invitation Operators rights will not be able to create workspaces in the system until they are added to the Workspace Creators rights groups by a Business Administrator. 0 Administrator - Logical /67

33 To add a user to the Invitation Operators External Users rights group, follow these steps:. Expand User Rights Assignment in the directory tree. Right click on Invitation Operators External Users group. Choose the menu option for Add Users. When the dialog appears, select the user(s) that you want to add to this rights group. Select OK to add the users to the rights group. Local Workspace Creators As the name implies, the Local Workspace Creators rights group grants a user the ability to create workspaces in the Privia system through either the Platform client or one of the Browser based clients. Individual workspaces have a setting that determines if members of Did you know? The ability of a user to create subworkspaces is determined by the more restrictive of the setting for the parent workspace and the Workspace Creators rights group. Privia takes the most conservative route when determining rights for end users. that workspace have the ability to create subworkspaces but there is no such setting for an organization. When a user is added through the admin tool, the user is automatically added to the Local Workspace Creators rights group. Conversely, when a user is added using one of the Invitation Operators rights groups, the user is not added to the Local Workspace Creators rights group. 0 Administrator - Logical /67

34 To assign a user to the Local Workspace Creator rights group, follow these steps:. Expand User Rights Assignment in the directory tree. Right click on Local Workspace Creators group. Choose the menu option for Add Users. When the dialog appears, select the user(s) that you want to add to this rights group. Select OK to add the users to the rights group. Workspace Modifiers Workspace Modifier rights determine if a user has the ability to modify the permissions on a workspace that they own. If you take away Workspace Modifier rights and take away Workspace Creator rights for a user, the user will be able to own a workspace that is transferred to the user but cannot modify the properties of the workspace. Did you know? When users are created with the Privia Administrator tool, they are automatically added to the Local Workspace Creators and Workspace Modifiers rights groups. You cannot remove a user from the Workspace Modifiers rights group until you have removed the user from the Local Workspace Creators group. A user must have Workspace Creator rights if the user has Workspace Modifier rights. This feature was created for organizations that have one group that creates workspaces for projects and then transfers the workspace to another user to run the project. In this case, the person that creates the workspace usually sets the properties for the workspace to take away the ability to create or delete folders and take away the ability to create or delete subworkspaces. In doing so, the new owner of the workspace can be locked into the company defined structure for the workspace. 0 Administrator - Logical /67

35 To assign a user to the Workspace Modifiers rights group, follow these steps:. Expand User Rights Assignment in the directory tree. Right click on Workspace Modifiers group. Choose the menu option for Add Users. When the dialog appears, select the user(s) that you want to add to this rights group. Select OK to add the users to the rights group. Licensed Features The license for a server is stored in the Privia database. The Licensed Features area allows you to view both the features that your server is licensed to have and the allocation of those licenses for the users in the system. To access your license information, click on the Licensed Features folder in the directory tree. The following are possible features that you will see: ACTIVE_MONITORS: A commonly requested feature is the ability to set up a user with the ability to log onto the system to check that the system is up and running without having to pay for an additional license. So, Privia now recognizes what is called a Monitor user which can simply log in but cannot do anything at all. The number of ACTIVE_MONITORS on the system is determined by your contractual agreement when you purchase Privia. ACTIVE_READONLY_USERS: This is the number of READ-ONLY licenses installed on the server and the number that have been assigned. A READ-ONLY license can only be assigned the contributor persona, can only use the Pure Web client (i.e. cannot use the Platform Client or the Enhanced Web client) and can only read documents. A user with a READ-ONLY license cannot be in any of the rights groups. ACTIVE_TEAMMATES: A teammate license is a special kind of license that limits the user to the Team Member Persona and has a set expiration date in which the license 0 Administrator - Logical /67

36 will automatically become inactive. The Team Member persona is half way between a contributor persona and a manager persona in that it can do everything that a contributor persona can do but has the added capability to have a pipeline. The Team Member persona is limited in that it cannot launch or transfer opportunities. A teammate license cannot be in any of the rights groups. Users with teammate licenses can use the Platform Client, Enhanced Web Client, and the Pure Web Client. FIXED_USERS: This is a license that never expires and can be assigned any persona available. This type of user can do everything from a contributor persona to a Data Administrator persona and can be in all of the rights groups as needed. Users with fixed licenses can use the Platform Client, Enhanced Web Client, and the Pure Web Client. NAMED_SERVER: This is the official name of the Privia Application server. If the actual server name does not match the NAMED_SERVER in the license, the column for Verified will show NO and only the system administrator will be able to log onto the system. TEAMING_AUTHORITY: This field is optional and will only be in the list if the server has ACTIVE_TEAMMATE licenses installed. This entry should always be set to the domain for the server. Configuration Options When you log in with the Privia Administrator tool, as the System Administrator, you will have access to all of the configuration options for the server. Global Options List Be very careful when adjusting the global options as some of them can make the server nonfunctional. Also, changes to the global options do not take effect until the Privia services have been restarted. Business Administrators see a subset of the total configuration options available on the system. The following table lists the options that are safe to be modified on the server. The last column in the table indicates whether the item can be modified by a Business Administrator. Note that if your Privia instance is hosted by Privia LLC, you will only have access to the Business Administrator (BA) Global Options. 0 Administrator - Logical /67

37 Global Option Default Value Description Visibility Admin Contact Alternate Phone ADMINCONTACTALTPHONE in the invitation templates will be replaced with whatever is in this option. Admin Contact ADMINCONTACT in the invitation templates will be replaced with whatever is in this option. Admin Contact Name ADMINCONTACTNAME in the invitation templates will be replaced with whatever is in this option. Admin Contact Phone ADMINCONTACTPHONE in the invitation templates will be replaced with whatever is in this option. ADPath RootDSE Never change this!!! BA ADPrefix LDAP:// Never change this!!! BA ADServer Set this to the server name of the AD server if the Privia server is not a member of an AD. Do not set this value if Privia LLC is hosting Privia. Allow Purge Yes Allow business administrators to permanently delete objects. Automation Trigger Polling Interval 0 Interval in seconds to control automation processing speed. BlackBox Recovery Yes When enabled, if the installed client crashes, it will force a full synchronization on the next startup Collect Statistics Yes When set to Yes, Privia will capture statistics about transactions performed by users. Setting this to No will disable this capability. Statistics are shown on the http{s}://server/privia/statistics page. Comment Assignments Comment Statuses Win Theme Strength Weakness Defficiency Incorporated green Added Deleted red Rejected red List of assignment values that will be displayed in the commenting tool for the assignment picklist column. Placing a * before a value makes it the default value for the picklist. List of status values that will be displayed in the commenting tool for the status picklist column. Format is the status value followed by an optional character followed by a color. The colors may be. black, aqua, gray, green, lime, fuschia, maroon, navy, olive, orange, purple, red, silver, teal, yellow Common Group Privia Users Privia all users group name. If you want to have this group exist in your AD, set the value to DOMAIN\GroupName. Customer AD Available 0 Never change this!!! BA Database Storage Folder <installdir>:\priviaserver\db\privia\data\ Folder where database files are stored. This should be set at the time of BA installation. Never change this!!! Disable Save Password No When users use the Platform Client or Enhanced Web client, they have BA an option to save their password. Setting this value to Yes will disable this capability for end users when the account is created. The setting can be overridden in the user Properties on the Options tab. Display Name Privia Server Name of the Server used for Display in Applications BA Domain If the Privia server is a member of an Active Directory domain, set this field to match the domain. This information will be used when creating Internal users. BA BA BA BA 0 Administrator - Logical 6/67 system, or translated into any language in any forms by any means, without the written permission of Privia LLC.

38 Domain Controller Name If you want to allow Privia to create users in your AD for you, you can set this field to the computer name where external users created. Domain Name <Server NETBIOS name> Domain name that external users created with <domain name>\<user name>. This is set at the time of installation. Never change this!!! Download Page URL /privia/production/ Never change this!!! EnablePrivia LLCDocMan 0 Privia has the ability to connect to the Spring application hosted by Privia LLC to use Spring for the storage system. Set this to to enable access to Spring document storage. External Storage Installed 0 This will be set at the time of installation and must match your license. Never change this!!! External Storage is Default No If external storage is licensed on your server, setting this to Yes will cause all workspaces to be created in external storage by default. External Storage Logon Set this to match the login ID for external storage. External Storage Password External Storage URI Set this to match the login password for external storage. This is the URI for making the connection to external storage. Global Temp Path <installdir>:\priviaserver\storage\cache Never change this!!! BA Helpdesk Page Url /Privia/Persona/app.HelpdeskSupportPage.aspx Never change this!!! Helpdesk Source Address When a user clicks the Help feature of Privia, the message will be generated as coming from this address. If this field is blank, the address of Privia Administrator will be used. Include Version History Never change this!!! Index server <Server NETBIOS name> This is the server that is running the Microsoft Indexing service on the storage area. Unless the storage for the system is housed on a CIF server, this should be set to the NETBIOS name of the application server. Never change this!!! Invitation Mail Subject:Change Logon Notify Privia Login Change Notification Invitation Mail Subject:Change Logon Notify Invitation Mail Subject:Invite Admin You are designated as a Privia Administrator Invitation Mail Subject:Invite Admin Invitation Mail Subject:Invite Client You are invited to join Privia Invitation Mail Subject:Invite Client License Expiration Notification Frequency 6 Number of days between notifications of license expiration for Teammate users. License Expiration Notification Lead Time 0 Number of days in advance to start notifying Teammate users of license expiration. Link Notification Format String Link: %s Format for embedded document links in notifications. Never change this!!! Log Level 7 (Recommend setting to to enable audit logs) Masked Value: 0x Out errors, 0x Out warnings, 0x Out info messages, 0x Enable Audit logging 0x Out messages from security components, 0x Out messages from DB components, 0x Out debug messages Mail Recipient Delimiter, Character to use as delimiter between mail recipients BA BA BA 0 Administrator - Logical 7/67 system, or translated into any language in any forms by any means, without the written permission of Privia LLC.

39 Max Metadata Attributes The maximum number of metadata attributes that can be Maximum Download Size 00 Maximum size of a file that can be uploaded or downloaded on the system. Maximum Mail Recipients 00 Maximum number of recipients per mail message Maximum Number of Report Columns 0 This is the limit on the number of columns that can be added to a report in the Web UI. This value is used to control the maximum memory that a report will take up in a browser and should only be adjusted if browsers are crashing or freezing when displaying large reports. Maximum Recycle Bin Size 000 Maximum individual recycle bin size in megabytes Maximum Title Length Maximum Name Length for auto-created (Pipeline and Launched Opportunities) Workspaces and Folders. Multi-Tenant 0 Never change this!!! New File Is Public No Set to Yes to cause all new files to be created with the Public flag set on the file. Notify License Expirations by Teammate licenses have an expiration date. If you do not want to notify teammates that their licenses are expiring, set this flag to 0. Notify When Recycle Bin Exceeds Maximum If this flag is set to, then if a user s recycle bin exceeds the size set in maximum Recycle Bin Size the user will be notified when the user tries to log out. At that time the user will get the option to empty their recycle bin or continue the logout. On Demand System 0 Set to to cause internal and external users to be created locally. Set to 0 to have internal users reference AD. Opportunity Unique Identifier Padding 0 Length of Unique Identifier Number Padding. Opportunities that are created in the system automatically get a unique identifier. This entry will determine the number of characters that all unique identifiers will have. Opportunity Unique Identifier Prefix Prefix used when generating a unique identifier for opportunities. Password Password used by the system for AD synchronization. BA Password Reset Confirmation Template HTML Text Template used to generate to confirm password reset. Available Tokens: BA BA Password Reset Domain Pwd Template HTML Text FIRSTNAME LASTNAME SERVERLINK Template used to generate to deny password reset on a domain account. Available tokens: USERNAME SERVERLINK USERDETAILS LOGONNAME Password Reset Number of Attempts Number of times a user will be allowed to attempt a password reset action 0 Administrator - Logical 8/67 system, or translated into any language in any forms by any means, without the written permission of Privia LLC.

40 Password Reset Request Template HTML Text Template used to generate with password reset link. Available tokens USERNAME RESETLINK SECURITYCODE SERVERLINK USERDETAILS RESETTIMEOUT Password Reset Timeout in Minutes 0 Number of minutes to allow the user to respond to the password reset link PathServerDLL /privia/basic/prvserver.dll Never change this!!! BA PortHttp 80 Never change this!!! BA PortHttps Never change this!!! BA Privia Administrator Help URL /privia/help/pa Never change this!!! Privia Help URL /privia/help/pc Never change this!!! Privia Process Designer Help URL /privia/help/pd Never change this!!! Privia Search Server Address localhost:0 Hostname and port for connecting to the search server service. This value must match the value used when installing the search service. Never change this!!! Privia Server Name <Server FQDN DNS Name> Name of privia Server as referenced in DNS by end users. This must BA match the license on the server. Changing this value will cause the Privia services to shut down until the license is updated to match. Privia Support support@privia.com of Privia Support Team BA Process Definition Storage Port 80 Never change this!!! Process Definition Storage Port SSL Never change this!!! Process Definition Storage Server <Server FQDN DNS Name> This will be set at the time of installation. Never change this!!! Process Definition Storage UNC <installdir>:\priviaserver\storage\repository\processes\ This will be set at the time of installation. Never change this!!! Process Definition Storage URL Basic /privia/processes_basic Never change this!!! Process Definition Storage URL NTLM /privia/processes_alls Never change this!!! Process Name Proposal Alias of Process Name Column. Never change this!!! Production Storage Port 80 This will be set at the time of installation. Never change this!!! Production Storage Port SSL This will be set at the time of installation. Never change this!!! Production Storage Server <Server FQDN DNS Name> This will be set at the time of installation. Never change this!!! Production Storage UNC <installdir>:\priviaserver\storage\production\ This will be set at the time of installation. Never change this!!! Production Storage URL Basic /privia/prod_basic Never change this!!! Production Storage URL NTLM /privia/prod_alls Never change this!!! 0 Administrator - Logical 9/67 system, or translated into any language in any forms by any means, without the written permission of Privia LLC.

41 Public files shown in search results Yes Public files shown in search results BA Refresh Privia Group No Refresh Privia NT Groups after new user creation Report Page Size,0,00,ALL Number of rows displayed on each page in reports. BA Search Results Page Size 0 Number of results to return to the client for each page of the search set results. Increasing this size will have impacts on the memory needed for searches on the application server. Search Server Health Pre-Check When set to, the application server will check to see if the search server is responding or if it is busy before submitting another search query to the search service. Never change this!!! Search Server Lite Set to for single server deployment where search server is on the same server as the application server. Never change this!!! Search Server Max Records 000 The maximum number of results to obtain from the search server. This value throttles the search server so that it will avoid taking up too much memory on large systems. Search Server Max Text to Index 6000 The maximum number of characters in a file to index. This value prevents the search server from using too much memory trying to index excessively large files. Search Server maximum characters for highlights 6000 The maximum number of characters to return to the application for the text to display in highlight form in the client. = Never change this!!! Search Server Page Recycle Limit This option is used to control the cycling of the search server memory and is enabled only when the search server is local to the Privia server. Search Snippets Page Size This option limits the number of documents for which snippets are being fetched in a single search server query. Never change this!!! Secure_SSL_Connection Secure_SSL_Connection BA Server Description Privia - By Privia LLC Inc. Information regarding the server for clients BA ServerIP This will be set at the time of installation. Never change this!!! BA Startup Message Storage Node Any HTML text can be placed in this field and will be displayed by both the Web client and the Platform client before displaying the licensing agreement or logon dialog. Setting this value to NULL (or blank) will disable this feature. This will be set at the time of installation. Never change this!!! Task Scheduler Server Name localhost Server host name for the task scheduler service. Never change this!!! Task Scheduler Server Port Port for task scheduler service. This must match the value configured during the installation of the task scheduler service. Never change this!!! Temp Storage Port 80 This will be set at the time of installation. Never change this!!! Temp Storage Port SSL This will be set at the time of installation. Never change this!!! Temp Storage Server <Server FQDN DNS Name> This will be set at the time of installation. Never change this!!! Temp Storage UNC <installdir>:\priviaserver\storage\temp\ This will be set at the time of installation. Never change this!!! Temp Storage URL Basic /privia/temp_basic Never change this!!! Temp Storage URL NTLM /privia/temp_alls Never change this!!! 0 Administrator - Logical 0/67 system, or translated into any language in any forms by any means, without the written permission of Privia LLC.

42 Tenant Name This will be set at the time of installation. Never change this!!! Thumbnail Storage Server Set to null if on the local host. Set to the storage server name if on a remote server. Never change this!!! Thumbnail Storage UNC C:\PriviaServer\Storage\Thumbnails\ The path to the thumbnail storage. Set to the drive letter that the Privia server is installed to. Never change this!!! TimeOut 0 If AD synchronization services are in use, this will set the amount of time the server will wait till it gives up when searching the AD for a user name. Set to 0 for no timeout. Tree Page Size 000 Number of items to display in the tree list in the Web client Use Domain Logon Only Force users to Logon using their default windows logon credentials BA Use Secure Connection Yes This will be default for the SSL Required flag for all new users when they are created. This can be overridden in the User Properties on the Options tab for each individual user. User Logoff Timeout 600 This is the time period that Privia will wait before taking a client offline on the server if it has not heard a heartbeat from the client. UserName If AD synchronization services are in use, this will be the username that is used to connect to the AD to update the Privia database. Web activity postfix app.winclient.aspx?activity Never change this!!! Web Application Process Memory Threshold Memory threshold as a percentage of physical memory. Disable by setting to 0. Never change this!!! Web deleted object postfix app.winclient.aspx?objectdeleted Never change this!!! Web entry point path /privia/ Never change this!!! Web Personas Root Virtual Dir /privia/persona/ Never change this!!! Web workspace postfix app.winclient.aspx?workspace Never change this!!! Window Title Privia Window Title Workspace Definition Storage Port 80 This will be set at the time of installation. Never change this!!! Workspace Definition Storage Port SSL This will be set at the time of installation. Never change this!!! Workspace Definition Storage Server <Server FQDN DNS Name> This will be set at the time of installation. Never change this!!! Workspace Definition Storage UNC <installdir>:\priviaserver\storage\repository\workspaces\ This will be set at the time of installation. Never change this!!! Workspace Definition Storage URL Basic /privia/workspaces_basic Never change this!!! Workspace Definition Storage URL NTLM /privia/workspaces_alls Never change this!!! BA BA BA 0 Administrator - Logical /67 system, or translated into any language in any forms by any means, without the written permission of Privia LLC.

43 Configuring the Startup Message Starting with Privia version.9, a startup message can be configured for the system. The startup message can be used to provide notice of upcoming maintenance, special instructions to users, or the common message indicating that the system is the property of the company and any data on the system is subject to audit and reuse. This message can also be used for ITARS compliance to warn of geographical sensitivities for files and data. The startup message is displayed by the Pure Web client, Enhanced Web client, and the Platform Client before any other information is displayed. The user has the option to accept the message or cancel. If the user clicks Cancel, the client will exit immediately. If the user chooses to Accept, then the user proceeds through the login process. The startup message can be formatted as plain text or can have embedded HTML tags for emphasis. The window for the startup message is constrained to be inches by inches. Factor this in when creating a long startup message. The startup message can only be changed by the super administrator of the system and will take effect immediately. This feature can be disabled by deleting the startup message in the Privia Administrator tool. Follow these steps to modify the startup message: ) Within the Privia Administrator tool, click on the global option for Startup Message ) Type or copy the desired message into the multi-line text field. If HTML formatting is used, there is no need to use the return to create new lines. ) Click OK to accept the message. Configuring commenting tool Status column Starting with the.9 client for Privia, two new columns have been added to the commenting tool. These columns allow the owner of a document to set a status and assignment for the comment and the status can be configured to change the color of the comments. The default for the status column are Incorporate, Added, Deleted, and Rejected. The default values are edited with the admin tool and there is no limit on the number of items that can be in each picklist. Only one item can be selected. A default value can be specified by placing a * in front of the list item. 0 Administrator - Logical /67

44 This image shows the colors that can be used for the status field. The color must be entered in all lower case. The format is Text color. The text can be up to 0 characters in length but it is recommended to keep it shorter to limit the width of the column. The following colors are available: black aqua gray green lime fuschia maroon navy olive orange purple red silver teal yellow To configure the status column for the commenting tool, follow these steps:. Log in with the Privia Administrator tool and locate the global option called Comment Statuses. Edit the statuses by placing the text of each status on a new line. An * character can be placed before any status value to make it the default. The status can be followed by a character and one of the colors from the list above. The color must be in lower case. Click OK to make the changes take effect. Once the status field has been modified in the admin tool, users will see the new values when they next log in. Configuring commenting tool Assignment column The defaults for the assignment column are Win Theme, Strength, Weakness, and Deficiency. The default values are edited with the admin tool and there is no limit on the number of items that can be in each picklist. Only one item can be selected. A default value can be specified by placing a * in front of the list item. While the status column is fairly straight forward to see a use, the assignment column may not be so obvious. Some customers of Privia configure the assignment to be a department within the 0 Administrator - Logical /67

45 organization or a list of teaming partners. Others use it to categorize the comment with relation to the company s capability. Managing Content All of the tasks up to this point have had to do with managing users and their rights. From this point forward in this document, the focus will be on how the administrator tool can be used to manage the ownership and membership for workspaces and their associated content. To configure the Assignment column for the commenting tool, follow these steps:. Log in with the Privia Administrator tool and locate the global option called Comment Assignments. Edit the assignment values by placing the text of each assignment on a new line. An * character can be placed before any status value to make it the default.. Click OK to make the changes take effect.. Once the status field has been modified in the admin tool, users will see the new values when they next log in. Emptying User recycle bins Business administrators can forcibly empty a user s recycle bin. This was added because many of the administrators of Privia had problems getting their users to empty their individual recycle bins. To empty a user s recycle bin: ) Click on the Users item in the left hand navigation pane ) Select the user to manage ) Right click on the user and choose the menu option for Empty Recycle Bin ) Click Yes to remove the recycle bin Note that you can select multiple users at one time by either using the shift key to highlight a consecutive list or the ctrl key and clicking multiple users. Once you have emptied the users recycle bin, the objects will appear in the Administrator s Manage Deleted Objects where they can be purged or restored to another user. 0 Administrator - Logical /67

46 Manage Deleted Objects A user recycle bin is where objects are placed when an end-user deletes an object from the system. Once a user empties their own recycle bin or an administrator empties a user s recycle bin, the objects are moved to the system recycle bin called Manage Deleted Objects. From the Manage Deleted Objects an administrator can purge, restore, or reassign items that have been deleted. The following rules apply: You can Purge/Restore/Transfer Ownership/Restore application content that has been deleted by users. Only the "System Admin" can purge all files from MDO. All Privia Administrators may restore from MDO. Files can be restored to any folder under original Parent Workspace. They cannot be restored to Folders in Subworkspaces Folder can be restored to any folder under parent Workspace OR directly under parent Workspace. It cannot be restored to Subworkspaces or folders under Sub-Workspace Workspace can be restored to any Workspace or Subworkspace under the parent Organization OR directly under parent Organization "Restore To" not available on multi-select To manipulate objects in the Manage Deleted Objects folder, use the following steps: ) Click on the Manage Deleted Objects folder in the directory tree ) Click on any object in the list that shows up in the action pane ) Choose a menu option to take action. ) Click OK to take the action The following actions are available: Purge: Delete the object from the system (Note: this is not reversible and permanently removes the object from Privia and the server) Restore: Restore the object to the folder structure to the original owner and in the original location Transfer Ownership : Restores the object to the folder structure but allows you to transfer ownership of the deleted object to someone else. This is particularly useful if someone has left the company and you want to restore a file that was deleted to someone that still has an active username. Restore To : Restores the object to a specific location that may be different from the original location for the object in the directory tree. 0 Administrator - Logical /67

47 Managing Workspace Ownership One of the most common questions that comes up on the Privia support line is how to transfer ownership of a workspace to someone else. This is likely because there is a high volume of turnover in the proposal industry and so people come and go regularly. It isn t always possible to ask someone to transfer their projects to someone else before they leave or are let go so the administrator tool has a mechanism where a Business administrator can see all workspaces in an organization and can manipulate ownership. To access the list of all of the workspaces in an organization, follow these steps: ) Expand the Organizations folder in the directory tree ) Right click on the organization that you want to manage ) Choose the menu option for Show Content ) Select the workspace(s) that you want to transfer ownership of from the list in the left hand side of the dialog that appears ) Select the new owner in the right hand side of the dialog 6) Click the > arrow between the windows to perform the transfer 7) Select the Close button to close the dialog. The transfer ownership feature enables you to transfer ownership of a process or workspace from one user to another. From the content dialog, you can also adjust the membership (see the next section) within the workspaces and processes and you can delete workspaces and processes Administrator - Logical 6/67

48 Managing Workspace Membership From the Organization content dialog, an administrator can manage the membership of workspaces and opportunities. ) Expand the Organizations folder in the directory tree ) Right click on the organization that you want to manage ) Choose the menu option for Show Content ) Select the workspace to manage ) Click the Membership button 6) The window on the left lists the users that do not belong to the workspace. Select the user(s) that you want to add to the workspace in this window. (Note you can select multiple users at the same time by holding down the shift or ctrl key while selecting the members.) 7) Click the > button to add the users that have been selected to the membership 8) The right hand window lists the users that already are members of the workspace. Select the user(s) that you want to remove from membership in the right hand window. 9) Click the < button to remove the members from the workspace. 0) When you click the OK button, the membership changes will occur. Any members that owned content that were removed from the workspace will lose the content and the ownership of the content will be transferred to the workspace owner. ) Click the Close button to finish the task and close the dialog. It is very important to recognize that when a user is removed from a workspace, the owner of the workspace will be assigned any content that was owned by the user that was removed. You cannot select who the ownership will transfer to. While this method has some negative drawbacks, it does have some conveniences. For example, if you want to transfer ownership to the program manager for an opportunity when you start a review cycle, you simply remove everyone from membership of the workspace and then put them back in. This will guarantee that the program manager (the workspace owner) is the owner of all documents. Archiving Workspaces/Opportunities 6 6 When you archive a workspace, it becomes invisible to all users. Archived contents can be searched even though it is not visible through the User Interface. If an active process is associated with an archived workspace, the process is put on hold. Lastly, you can only archive Administrator - Logical 7/67

49 top level workspaces. You cannot archive a subworkspace. When an archived workspace is restored, it is restored to its state as of the time that it was archived. To archive a workspace, follow these steps: ) Expand the Organizations folder in the directory tree ) Right click on the organization that contains the workspace ) Choose the option for Show Content ) Click on a top level workspace (a workspace that has no parent workspace) ) Click the Archive button 6) Select the OK button 7) Select the Close button to finish the transaction. Note, only top level workspaces can be archived. If you try to archive a subworkspace you will get the error shown in the figure to the right. 6 7 Unarchiving Workspaces/Opportunities To get access to the list of archived workspaces, go to the administrator tool and view the archived content in the target organization. Follow these steps to unarchive content in an organization. 0 Administrator - Logical 8/67

50 ) Right click on the organization containing the archived content. ) Choose the option to Show Archived Content ) Select the workspace that you want to restore. Note that restoring the archived content will make it visible in the UI but will not change ownership or rights to the archived content. ) Click the Restore button ) Click OK Managing Report Ownership Reports have ownership just like every other object in Privia and thus can prevent a user from being removed from the system. Reports show up differently than all other content and so are accessed differently. The typical reason for accessing reports through the admin tool is to transfer ownership or to delete a report that is owned by a user that is being removed from the system. To transfer ownership of a report, follow these steps:. Expand the Organizations folder in the directory tree. Right click on the name Organizations. Choose the menu item for Reports. In the left hand window, choose the report(s) that you want to manage. Note that you can select multiple reports by holding down the ctrl or shift key when making selections.. Select the new owner of the report in the right hand window 6. Click the > button between the two windows 7. Click the Close button to finish the transaction. Notice the Delete button in the lower left corner of the window. If you need to just delete a report rather than transferring ownership, use this button to remove the report from the system. Reports cannot be recovered once deleted. 6 0 Administrator - Logical 9/67

51 Managing Metadata Template Ownership You can transfer ownership of metadata templates using the Administrator Tool through the Organizations menu. You would want to transfer ownership of a template if you are trying to remove a user from the system or you need to allow another user to modify the template. To transfer ownership of a template, follow these steps:. Right click on the word Organizations. Choose the menu item for Metadata Templates. In the left hand window, choose the templates(s) that you want to manage. Note that you can select multiple templates by holding down the ctrl or shift key when making selections.. Select the new owner of the template in the right hand window. Click the > button between the two windows 6. Click the Close button to finish the transaction. Note that you cannot delete a metadata template through the Administrator Tool. Templates can only be deleted from the Web Client by the owner of the template. Managing Metadata Attribute Ownership You can transfer ownership of metadata attributes using the Administrator Tool through the Organizations menu. You would want to transfer ownership of an attribute if you are trying to remove a user from the system or you need to allow another user to modify the template. To transfer ownership of a metadata attribute, follow these steps:. Right click on the word Organizations. Choose the menu item for Metadata Attributes. In the left hand window, choose the attributes(s) that you want to manage. Note that you can select multiple attributes by holding down the ctrl or shift key when making selections.. Select the new owner of the attribute in the right hand window. Click the > button between the two windows 6. Click the Close button to finish the transaction. Note that you cannot delete a metadata attribute through the Administrator Tool. Attributes can only be deleted from the Web Client by the owner of the template Administrator - Logical 0/67

52 Managing Rule Ownership Users cannot be deleted from a Privia system if the user owns a rule. Follow these steps to transfer ownership of rules to another user before deleting a user. ) In the Privia Administrator tool, right click on the Organization folder on the left ) Select the menu item for Rules ) Select the rule to change ownership ) Select the new user to receive ownership ) Click the arrow between the windows 6) Click Close to complete the transfer 6 Enabling and Disabling Rules If a user is made inactive, any rules that that user has created will be disabled automatically. When the user is made active again, the rules for the user need to be reactivated through the Privia Administrator tool. ) Right click on the Organization folder on the left of the Privia Administrator tool ) Select the menu item for Rules ) Click the rule to take action on (or hold down the ctrl key to select multiple rules) ) Click Disable button to stop a rule from firing or Enable to reenable one that has been disabled ) Click Close to complete the action 0 Administrator - Logical /67

53 User Storage The Administrator tool can be used to assess the disk storage taken up by each user. This includes files owned by the user as well as storage taken up by the user s recycle bin. ) Start the Admin tool and log in by clicking the Connect button ) Click on the Users folder on the left hand pane of the Admin tool ) The user list will display as shown to the right. There are three new columns labeled Files, Deleted Files and Deleted Content. Files: The sum of all file versions owned by the user. These are files that have not been deleted. It is important to realize that each version of a file is a complete file so it takes up disk space. So, if a file has 0 versions and each version of the file is 0 bytes, then the 0 versions of the file will take up 00 bytes on the disk system. Deleted Files: The size of all deleted files owned by the user that are in the user s recycle bin. Once a user empties their recycle bin, the files move to the Manage Deleted Objects folder and are no longer attributed to the individual user. Deleted Content: The size of all deleted files owned by the user that are located in folders that have not been deleted + the size of all deleted files located in deleted folders that are owned by the user and located in workspaces that have not been deleted + the size of all deleted files located in deleted workspaces that are owned by the user File Services Starting with Privia version.9 a new folder is available on the left navigation tree. The File Services folder provides the status of various background services that run on the server. Privia Index Service Version.9 of the Privia server uses a separate search service engine called Solr. This service is considerably more scalable than the indexing service used in previous versions of the Privia server and can index billions of documents. The service is set to run at a low priority on the server so that it doesn t impact user experience when a large number of documents are uploaded and being indexed. In the Admin tool, clicking on File Services will show the status of the index service. There will always be errors as the indexing service cannot index file like.iso or graphic images. The status of the service does not update in real time so hit the refresh (the blue swirling arrows next 0 Administrator - Logical /67

54 to the Disconnect button) to refresh the display. If there are a lot of pending files and the completed list of files is not increasing over a reasonable period of time, check the search service on the server. Privia Thumbnail Service Small images are automatically created for supported graphic type files. They take a fair amount of time to process on the server and so the service to generate the thumbnails runs in the background at a low priority to avoid affecting server performance when a large number of images are uploaded. The thumbnails are retrieved from the server in real time in both the Web and Platform Clients. If a graphic file doesn t have an image, it could be that the file is of an incompatible format or is not a valid graphic. Check this field in the Privia Administrator tool to see if all of the graphics have been processed. Resending invitations Sending a user a link to download the software (resending the invitation) There are a group of fairly common questions that come up on the support line that are answered by this section. The questions are: What is the Web server address for Pure Web users? What do I put in the Log On to field? I lost the link to the software. Where do I go to download the latest version of the Privia Platform Client? For all of these questions and a few others, this section shows you how to send a user another invitation so that they can have this information in their in-box. Follow these steps to send a new invitation. Appendix is provided to explain how to read the fields of the invitation. ) Click on the Users folder in the directory tree ) Select the user(s) that you want to send an invitation to (note that you can send multiple users an invitation by holding down the ctrl or the shift key when selecting the users) 0 Administrator - Logical /67

55 ) Right click on one of the selected users and choose the menu option for Invite to Privia ) Click the Yes button to send the invitation. Note that when a user receives an invitation in this manner, the invitation will not contain the user s password. But, the invitation has all of the answers to the questions identified at the beginning of this section. Read Appendix to decipher the invitation. Sending a Business Administrator a link to download the Privia Administrator tool Administrators log in with their normal user credentials, and most companies have IT install the software, but if your organization allows end users to install their software, you need to send the new business administrators a link to get the admin tool. When a user is made a business administrator, the user needs to download and install the Privia administrator tool in order to exercise the rights provided by this elevation in rights. To send a business administrator an invitation to download the admin tool, follow these steps: ) Expand the User Rights Assignment group in the directory tree ) Click on the Administrators folder ) Right click on the user that you want to send an invitation to ) Choose the menu option for Invite Administrator Sending a message Like the Privia Platform Client and the Privia Web clients, the Admin tool can send messages to end users through Privia. Unlike the Platform and Web clients, however, messages sent by the Admin tool are ONLY sent through the Privia messaging system -- the Admin tool cannot send messages to Privia user inboxes 0 Administrator - Logical /67

56 Sending a message to a user or group of users To send a message to a user or a group of users, follow these steps: ) Click on Users in the directory tree ) Right click on the user(s) that you want to send the message to (note you can select multiple users by holding down the ctrl key or the shift key while selecting the users) ) Select the menu option for Send ) Enter a subject for the message in the first entry line ) Enter the actual message in the larger box. 6) Once you have composed your message, click the Send button or press enter to send the message. Sending a message to all users On occasion, you may need to send a message to everyone that is in the system. This can be done through the Admin tool. To send a global Privia message, follow these steps:. Right click on the Users folder in the directory tree. Choose the menu option for Send Global . Enter a subject for the message in the first entry line. Enter the actual message in the larger box.. Once you have composed your message, click the Send button or press enter to send the message. Remember, as with messages sent to a specific user or users, global messages sent by the Admin tool are only sent through Privia, not to the users' external inboxes. Status of thumbnail generation and search indexing Through the admin tool you can get the status of the system s progress on generating thumbnails and search indexes by going to the File Services area. The File Services area displays a snapshot of the work that the server is performing for background services. The indexing service will tell you how many documents have been 0 Administrator - Logical /67 6

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