System Administration overview

The System admin console is only available to internal users who have been given the Internal Admin role (aka "System Administrator"), which can be granted as described here. An internal user is a user with an email address whose domain is associated with the internal domain. This would typically be the domain of the law firm or organisation that has licensed the instance of Collaborate. External users cannot be given the role of System Administrator.

The System Admin page can be accessed from the User Profile menu in the Top navigation bar:

Only System Administrators will see the System admin option. Typically, multiple users in the internal organisation will be given System Administrator privileges.

System admin tools

The primary tools available to the System Administrator are:

• Org admin - administer the organisations that have been added to the instance of Collaborate and the related email domains.
• User admin - administer every user in Collaborate, including finding out information about the user, deactivating the user and proxy logging in as the user.
• Group admin - used to manage System Groups.
• Exception domains - used to handle generic email accounts, like Gmail and Yahoo Mail, that are not associated with a single organisation.
• Message center - allows the System Administrator to send messages to different categories of users all at once. The System Administrator merely fills out a subject line and the body of the email. The categories of users to which email messages can be sent are:
  • All site administrators
  • All member administrators
  • All content administrators
  • All active users
• System notices - display a system notice on every page or to modify the site terms of use and other globally available system notices.
• iSheet admin - lists in a single page all of the iSheets Templates and allows the system administrator to modify these templates directly. This is also the page where the iSheet Image Library can be managed. The iSheet Image Library contains all of the images used in choice fields. First, add the image, then use the image in a choice field.
• Image library - a library of images that were added to any Rich Text pages (like wikis and blogs), when the images were made public so they could be shared with other users.
  • To remove images from the image library, double-click the desired image, set the status to Archived, and save the image. The image will not appear for users when looking for uploaded images in the Rich Text editor. However, it will still appear in pages in which it's been previously embedded and is accessible if a user knows the direct URL to the image and would otherwise have permission to view it. 
• Manage tools - Set the options available to users for messaging and linking to professional/social networking tools. This is useful as new types of social tools become available on the Internet. These are available to all users across all sites.

• System Vocabulary - Allows each instance to use its own naming convention for key terms used across all sites. For example, 'iSheets' could be renamed 'Lists'. Also if using Document Automation you can change the default terminology for the Generate Document label used in iSheets. Reset defaults will set the vocabulary back to the factory settings.
• Customize - Allows the System Administrator to customize the look and feel of the entire instance of Collaborate using RGB or hexadecimal colour settings as well as values in pulldown menus. The custom settings include background and font colours and the main logo. The settings here are well labelled and very straightforward. Any changes that are made can be previewed before they are applied. This page can also be used to add custom icons for different file types using the 'File icon' button. The default settings can be applied to revert any changes back to the system default. The 'Customize' page is discussed in more detail here. 
• File/File Types - The main page after selecting this tab permits a System Admin to configure each type of file. For example, to provide an alternative file icon, and to indicate if a file type is subject to PDF or Preview conversion. This page is to be used primarily for configuring new file types that have not been pre-programmed into Collaborate and identifying how those file types should be handled by the system.
  • The Conversion black list and Viewer black list tabs permit a System Admin to exclude specific files (identified by fileID) to be excluded from being converted to PDF or previewed, if problems converting those files are causing resource issues.
  • The Upload black and white lists tab permits a System Admin to block certain types of files from being uploaded to Collaborate. (This will not apply to previously added files.) Alternatively, the System Admin can define specifically which file types can be added.
• File library - This is a private file library that only System Administrators can access. Use this library to store javascript and CSS files for use throughout Collaborate.
• DMS Files - Manage any file added to Collaborate from the firm's document management system, such as files that were added using the WorkSite connector.
• System Settings - Set various settings related to how Collaborate will perform generally, particularly with regard to social collaborate settings.
• System audit/reports - Consists of AI Hub statistics, Send for signature system audit and AI terms acceptance audit as well as the Shared files system audit that is displayed when you first access system audits/reports.
• Global navigation - Allows you to create a custom navigation bar across the top of the screen.