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Admin guide

Access to the administration interface

Introduction

The administration interface (also called back-office) allows you to manage the Shadline solution centrally and autonomously.

  • User management: creation, modification, unlocking, deletion, etc.
  • Management of containers (shared storage spaces): activation of containers, management of access rights for the « Data Manager ».
  • Settings for your instance: configuration options

We strongly recommend that you assign the Administrator role to at least two people in the company. This allows you to maintain access to the back office in case one person is unavailable or their account is blocked.

Characteristics of a company within Shadline

A Company (or Enterprise) is defined as an organisation of users with business email addresses using a domain authorised under the Shadline contract. More than one domain name can be authorised for an Enterprise.

Each user of the Company has a personal, nominative email address based on one of these domains. This email address is the user’s login to the Shadline application. This address cannot be modified by the user; only an Administrator of the Company can modify it.

Within Shadline, each email address is unique. It can therefore only be used by one account.

Connection

From your Shadline user account, go to the « COMPANY ADMIN » (or « COMMUNITY ADMIN« ) menu in the left navigation bar.

You enter the password for your Shadline account (step 1).

Then you enter the one-time code (also called OTP) received by email or SMS (step 2).

Note: We advise administrators to enable the receipt of authentication codes by SMS, instead of email, to prevent their email from being cut off (Settings > Security > Two-factor authentication)

Home screen

You are now in your Administration interface. You will find a new menu on the left:

  • Dashboard (your homepage)
  • Users management
  • Containers management (shared storage spaces)
  • Statistics
  • Settings
  • Information

The dashboard on the home page gives an overview of Shadline usage. The first graph shows a breakdown of user accounts by status. The second graph illustrates the use of the global storage space allocated to the company and distributed among the users.

Users management

Users list

You can access the list of users in your company from the menu on the left. This list is sorted by default according to status to quickly identify accounts that need assistance (blocked, suspended, etc.). This display order can be modified by clicking on the heading of each column (Name, First name, Email, Profile, Connection date, etc.).

Create a user

Click on the button at the top right « Add a user« .

Fill in the user’s information:

  • name
  • first name
  • email (which will be the login)
  • profile (User, Manager, Admin)
  • optionally, the language of the email the user will receive to finalise their account

Then click on « Create« .

The user will receive an email containing a one-time password (OTP). This temporary password will allow the user to log in to Shadline. The user will then be automatically invited to set a password to finalise the creation of their account. See section « User side ».

Note: For a company, all accounts must be created with an email address using one of the authorised domains. You cannot create an account associated with an address that does not belong to the company (for example « gmail.com »). The list of domains allowed by your contract is visible from the « Information » page of the administration interface.

User-side account creation

The user receives an email inviting her/him to finalise the creation of his account. She/he logs in to Shadline using the one-time code received as a password. Her/his login corresponds to the email address.

He/she arrives at a web page and is asked to set a password.

  • Minimum 9 characters
  • At least 3 different types of characters (among lower case, upper case, numbers or special characters).

Once the password is validated, the account creation process is finalised. The user is invited to connect to Shadline with the chosen password to access all the features.

At the same time, he/she receives an email confirming the creation of his/her account.

Create multiple users

From the list of users, click on the option button at the top right and choose « Add users from a CSV file« .

Note: The CSV file must contain 1 line per user to be added (without header), with these 4 pieces of information in order, separated by a semicolon: Name; First name; Email; Language of the email the user will receive to finalise their account (FR or EN).

Import the file by drag & drop or from your computer.

A conformity check of the file is carried out before proceeding with the creation of user accounts. You will be informed of the validity of the data or of any errors to be corrected in the import file.

User profiles

Every Shadline Enterprise user account has one of the following 3 profiles: user, manager or administrator (admin).

  • User
    • A user has access to the different functionalities of the application (Lines, Storage, Transfer, Visio).
    • He/she may be granted access to some of the Company’s shared storage containers depending on the configuration defined by an Admin. She/he is then considered as a Data Manager of the containers she/he has access to.
    • They cannot access the administration interface.
  • Manager
    • A Manager can access the administration interface.
    • She/he can manage the users of the application:
      • Create new Users or Managers
      • Modify the profile information of existing Users or Managers (name, first name, email address)
      • Suspend and delete Users or Managers
      • Reactivate suspended Users or Managers
      • Change the status of a User to Manager or a Manager to User
    • She/he also has access to the Dashboard, Settings and Statistics pages.
    • A Manager cannot edit an Admin account.
    • She/he can also manage containers (shared Enterprise storage):
      • Create new containers
      • Modify existing containers
      • Manage user access to containers
      • Manage Container access permissions
  • Administrator
    • An Admin has the highest level of access to the administration interface of their Enterprise.
    • Admin can create new Users, Managers or Admins
    • Modify the profile information of existing Users, Managers or Admins (name, first name, email address)
    • Suspend and delete Users, Managers or Admins

There can be multiple Admins and Managers per Company. There is no limit to the number of Admins and Managers.

User status

Every user account has one of the following 7 statuses. The statuses are directly visible with different colours from the user list. It is possible to filter this list by status with the selector on the top left.

  • Active
    • The user has finalised the creation of his account. He/she can connect to the Shadline application and benefit from the available features.
  • Waiting for approval
    • The user is trying to create a Freemium account directly from the application but your company policy requires prior approval by an Admin.
  • Blocked
    • The user has made more than 5 incorrect login attempts on the Shadline authentication page. Their account is blocked. The user can no longer access the application. An Admin or Manager must reactivate the account. The user’s data is not deleted.
  • Suspended
    • The account has been locked by an Admin or Manager. The user can no longer access the Shadline application. An Admin or Manager must reactivate the user before they can log in again. The user’s data is not deleted.
  • Creation not completed
    • The creation of the user’s account is not yet complete.
    • The Shadline application has sent an email invitation to the user, but the user has not clicked on the link to choose a password to complete the account creation. The user must do this in order for their account to become « Active » and usable.
    • This is the first status assigned to an account during the creation process by an Admin.
  • Creation blocked
    • The email address entered for the user’s registration is already being used by another Shadline account. The process is blocked.
    • The user must, as an option :
      • Delete their existing personal Shadline account;
      • Set a primary email address to their existing Shadline account (Settings, Security tab) and then remove their Company email address from their email list
    • She/he will then keep a personal Shadline account. Another Shadline Enterprise account can then be created once the user has done any of these actions.
    • You can also contact Shadline support to request that this user be attached to your Enterprise. The account will then be managed centrally. The user will keep his data (password, lines, files, etc.).
  • Deleted
    • The account can no longer be connected but the user’s data will be kept for an emergency period during which you can ask Shadline support to reactivate it. This period can be configured from the « Settings » page in the back office. After the set time, the account and all data are permanently deleted.

Manage users

The actions available are accessible from the button on the right and depend on the status of the account.

You can:

  • Modify the account
  • Reactivate the account (if the user has blocked it after 5 failed login attempts)
  • Suspend the account
  • Delete the account
  • Resend the finalisation code (OTP) for an account in « Creation not finalised » status

The account form allows you to modify its information: name, first name, email.

It is also on this page that you can adapt its profile: user, manager, administrator.

Containers management

Containers - Overview

A container is an unalterable and shareable space that allows the most sensitive data of companies to be stored very simply, in particular to preserve its integrity and keep it accessible at all times, even in the event of a cyber attack (cryptolocking) or compromise of the information system.

The containers are automatically fed from the applications, systems or Cloud services of the companies via the API or the Shadline connector.

Each container is perfectly watertight and has its own security key to guarantee its uniqueness. Only Managers or Administrators can access the containers.

Create a container

Access the list of containers from your navigation menu on the left (via the 3rd item named « API »). This page shows you the containers of your company (name, description, status, storage used and number of users having access).

Click on the blue « + » button at the bottom right to create a new container.

Fill in the name of the container and add a description to the container if necessary.

Note: This information can be modified at any time without affecting the functioning of the container.

Confirm the creation of the container by clicking on the « Create » button.

Then enter the password for your personal Shadline account (for security reasons).

After validating the password, a window will show you the value of the container key, called « x-user-key ». This is the unique identifier of the container. This technical information must be transmitted to the people in charge of implementing the connector to this container (via the API or the Shadline system tool).

Managing access to containers

In the row of the desired container, click on the option button on the right and access the « Manage user access » menu.

The screen displayed lists the users in your Company who have access to the container files. These people are considered as Data Managers of the container.

You can remove users by using the « – » button and then validating your selection with the « Remove these users » button at the bottom right.

To add users with these rights, click on the « Add users access » button.

You can then add users by using the « + » button in the list of proposed users, then validating your selection using the « Add these users » button at the bottom right.

Note: On the user side, any authorised person can access the files in a container from the Storage page of the Shadline application, « Enterprise Storage » tab.

Manage container authorizations

Permissions are the access rights to the files in the container. They apply to all users (data managers) who have access to the container.

Three levels of permissions are available:

  • View files (applicable to files whose format is compatible with the preview functionality)
  • Download files and be able to copy them into Lines
  • Delete files

These permissions are defined by the Administrator or the Manager.

Choose the container from your list and, using the button on the right, select the « Manage Authorizations » menu.

Check the boxes that correspond to the permissions you give to all users (data managers) who have access to this container.

Note: In case of deletion, the files are permanently deleted at the source, i.e. in the container. They can no longer be recovered, neither via API nor by other users who have access to the container.

Setting up your instance

Global options

The options for setting up your instance are accessible from the 5th item of the navigation menu.

Note: Some greyed-out values are provided for information purposes but cannot be edited by the company via this interface.

The main options that can be configured are the following:

  • Default validity period of a transfer
    • When creating a transfer, each user sets a maximum validity date until which the files can be retrieved by the recipients. This setting sets the default duration of validity of the transfer from the time of its creation.
  • Delay before final deletion of an account
    • When a user is deleted, they can no longer access Shadline but their data is retained for a short period of time for backup purposes. Before the end of this period, the user can be reactivated. After the time limit set by this parameter, their data is destroyed, including their access keys.
  • Hide user list
    • If the setting is active, your company’s (or community’s) internal Shadline directory is not displayed to your users. The Contacts page and the list displayed to manage participants in Lines and recipients of transfers therefore do not include this list. The Shadline directory contains only the personal contacts created by the users.
  • Over-encryption of files
    • Enabling this option provides additional protection by adding a 2nd level of file encryption in addition to the HTTPS tunnel for all users. The content of all files imported and uploaded by users in your company (or community) are encrypted. This does, however, increase file transfer time.
  • Allow users to change the file over-encryption option
    • This option allows each user to individually enable or disable file over-encryption from their account settings.
  • Force 2-factor authentication
    • If enabled, strong two-factor authentication is enforced for all users in the company (or community). Each user defines in his account settings the mode of reception of the one-time code (OTP) which is sent at each connection (SMS or email by default).
  • Authorised secondary email address
    • This setting allows you to define whether or not a member of your company/community can add a second email address in their settings.
  • Display account email to other users
    • This setting defines whether or not a user’s email address is displayed to other users of the application, whether they are from the same company/community or external. If display is not allowed, the email is replaced by « Hidden address ».
  • Allow users to change the visibility of their email address
    • This setting allows a company/community member to change the visibility of their email address.
  • Automatic validation of Freemium accounts
    • This setting defines whether a user can create a Freemium account, with an email using one of your domain names, without prior validation from your company (or community). If the option is disabled, the creation of Freemium accounts is subject to the rule defined by the « Freemium Account Policy » setting.
  • Freemium Account Policy
    • This setting is applicable if the setting « Automatic Freemium account creation allowed » is disabled. There are 2 possible options: either the creation of Freemium accounts with one of your email domains is subject to prior approval by an Admin or Shadline Manager of your company (choice 1); or the creation of such accounts is prohibited (choice 2).
    • If choice 1 is selected and a user tries to create an account with one of your email domains, this account appears in the « Waiting for approval » status in the list of users in the administration interface. Administrators then have 3 options:
      • Enroll the account in the company (the account will then be integrated in the instance and managed by the Admins)
      • Authorise the account as a Freemium (the account will be independent, with the limits applicable to Freemium, and not visible to the Admins)
      • Refuse the creation of the account
  • Notification of Admins if Freemium account creation is blocked
    • This setting allows you to notify all Admins and Managers by email when a user attempts to create a Freemium account but this action is prohibited by your company (or community) policy.

Be sure to save your changes using the « Edit » button so that they take effect.

You can also customise the messages displayed to users according to your Freemium account enrolment policy:

  • Account message subject to validation
    • This message is displayed to users who try to create a Freemium account with an email address using one of your domain names when this creation is subject to validation by a Shadline Admin or Manager in your company.
  • Prohibited account message
    • This message is displayed to users who try to create a Freemium account with an email address using one of your domain names when this creation is prohibited by your company.

Change emails content

You can also customise the content of some of the emails sent by the service. To do this, change the text of the French and English version.

Statistics

Application usage statistics

40_BO_EN_Stats

The 4th item of the navigation menu gives you access to a page presenting usage statistics of your users.

You can select at the top the period over which this view applies: 1 week, 1 month or 3 months.

The first block presents an overview of activities: connections to the application, use of Lines, use of transfers. You can download the data in .csv format.

The following blocks present this detailed information in the form of a time diagram.

General information

Information of your instance

50_BO_EN_Infos

This page contains the parameters of your contract (number of authorised users, storage volume granted for all your users) as well as the contact details of your sales representative and of our technical support.