SIGBOX Organization Administrator's Guide
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Accessing SIGBOX Organization Administration

The features of SIGBOX Organization Administration are only available to Organization administrators, where an Organization administrator is any SIGBOX user who has the Organization administrator role for one or more organization/s.

Signing in to Organization Administration

When signing in to SIGBOX Organization Administration for one or more organizations, a SIGBOX user's account must have the Organization administrator role (for each organization managed through this account) to access all SIGBOX Organization Administration features for these organizations.

To sign in to SIGBOX Organization Administration:

  1. Open a compatible web browser and enter the base URL of your SIGBOX Services instance in your browser's URL field - e.g:
    https://sig-box.xy-company.com
  2. On the SIGBOX Sign-in page, enter the Email address and Password associated with your SIGBOX user account which has the Organization administrator role.
    Forgotten your password? If you have, then leave the Password field blank but click the Forgot your password link instead. Follow the instructions on the page and then in your email notification to reset your password.
  3. Click the SIGN IN button (or type 'Enter'/'Return'). If successful, one of the following will appear:
    • The SIGBOX Organization Administration interface (for the only organization you have permission to manage).
    • The Select Your Organization page (because you have permission to manage more than one organization). If this page appears:
      • Choose the organization to administer and click the Select button. The Organization Administration interface for the selected organization is displayed.
        Tip: If you manage multiple organizations, you may wish to bookmark this URL (i.e. appended by /#/selectOrganisation) before clicking Select, since this URL may provide faster/more direct access to Organization Administration than simply specifying the base URL of your SIGBOX Services instance * .
    • The main SIGBOX for Web page (because your SIGBOX user account also has either the Originator or Collaborator roles). If this page appears:
      • Click your email address at the top-right and choose Administration from the drop-down menu. Then:
        • If the Select Your Organization page then appears, choose the organization to administer and click the Select button. The Organization Administration interface (for the selected organization) is displayed.
        • If the SIGBOX Administration interface appears, then your account also has the SIGBOX administrator role. Follow the substeps in the next bullet point to access Organization Administration.
    • The SIGBOX Administration interface (because your SIGBOX user account also has the SIGBOX administrator role). If this interface appears:
      1. Click the Organizations option on the left of the SIGBOX Administration interface to open the Organizations page.
      2. If necessary, locate the organization to administer.
      3. In the Manage column, click the organization's Manage button. The Organization Administration interface for this organization is displayed.
      For more information about SIGBOX Administration, refer to the SIGBOX Administrator's Guide.
    Notes:
    • The email address of the currently signed in user appears at the top right-hand corner of the Organization Administration interface.
    • If, instead, you see 'Two-factor authentication is enabled on your account...' on the page with a field requesting you to enter your Authentication code (for the first time), then:
      1. Check for a Macquarie Telecom Notification email message containing the subject line 'Two-factor authentication has been enabled for your account'.
      2. Open this email message and follow its instructions to configure your mobile device with your SIGBOX user account for 2FA. For more information, see Enabling or disabling 2FA on Organization user accounts.
      3. Sign in again.

* Additional tip: If you manage multiple organizations but you would prefer to access a specific organization directly by URL, enter/bookmark the base URL of your SIGBOX Services instance (appended by /#/orgAdmin/{orgGroupId}/dashboard) - e.g:

  • https://sig-box-web.xy-company.com/#/orgAdmin/{orgGroupId}/dashboard
    where {orgGroupId} is the numeric ID of the specific organization to access directly.
    This URL and ID value can be obtained from your browser's URL field after successfully signing in to the organization's Organization Administration interface (using the procedure above).

Upon entering this URL in your browser's URL field and successfully signing in, the Organization Administration interface for this organization is displayed immediately.

The Organization Administration interface

The SIGBOX Organization Administration interface consists of a set of configuration pages, each of which is accessible from the options on the left (below).

The My Organization/Dashboard page for an Organization administrator's (chosen) organization is initially displayed upon this SIGBOX user successfully signing in to SIGBOX Organization Administration (above).

Note: If accessing SIGBOX Organization Administration from a tablet or phone, tap the 'menu' icon in the top left hand corner of the screen to access these options.

Organization Administration dashboard page

The table below describes each of these SIGBOX Organization Administration pages, which can be accessed by clicking its option on the left of the interface.

SIGBOX Organization Administration page Description
My Organization/Dashboard Provides a single-page graphical overview of various aspects of your organization's current statuses (presented in panels) as well as a variety of system usage metrics involving user accounts, files and storage (presented in pie charts).
Configuration Allows the modification of SIGBOX Organization Administration properties that affect specific functional areas of your organization on SIGBOX Services.
Users Allows access to all SIGBOX users who are members of your organization, from which any of these SIGBOX users can be configured, including the ability to modify the roles of these users, which permits what the users in your organization can do with SIGBOX technologies.
Contact groups Allows the creation of contact groups, which define groups of SIGBOX users with whom items can be shared.
User Whitelist Allows the management and configuration of the user whitelist, which defines the people (based on their email address or domain) that can be shared items by other SIGBOX users within your organization. Any users whose email addresses do not match a user whitelist rule can no longer be shared files or folders (i.e. added as a collaborator to items) by other people.
Files Allows any files encrypted using SIGBOX technologies within your organization to be searched and filtered. From this filtered list, individual files can:
  • Be disabled (which prevents any access to their unencrypted data) or re-enabled, as well as
  • Have all their recorded activities inspected.
Clearances Allows the creation of clearances (i.e. groups) of SIGBOX users, which in turn can be used in conjunction with classifications to help ensure that classified content is only shareable with users who have clearance to access this content.
Classifications Allows the definition of classifications that:
  • can be selected by SIGBOX users when sharing files and
  • once applied to clearances/groups of users,
helps ensure that classified content is only shareable with users who have clearance to access this content.
Plans Allows the definition of plans, each of which defines a storage quota that is used to restrict the amount of storage (managed by SIGBOX Services' Content Service) available to SIGBOX user accounts.
Reports

Allows the generation of reports on activities (i.e. requests) within your organization made by client applications to SIGBOX Services' API, which can be exported to either PDF or CSV formats. The activities for these reports can be filtered by a range of different criteria.

Note: In this context, 'client applications' includes SIGBOX Administration and Organization Administration (and the relevant administrators of these interfaces performing actions through them).

The Organization Administration dashboard

The My Organization/Dashboard page is initially displayed upon a Organization administrator successfully signing in to SIGBOX Organization Administration.

Organization Administration dashboard page

The following table describes each component of the My Organization/Dashboard page from left to right/top to bottom.

Dashboard page component Description
Total Users This panel shows the total number of SIGBOX users within your organization, including the numbers of these users with each of the roles that can be assigned through SIGBOX Organization Administration. Clicking this panel opens the Users page.
Files This panel shows the total number of encrypted files which have been created through SIGBOX Services, including the number of these files which have either been shared or not been shared. Clicking this panel opens the Files page.
Organization Total Quota

This panel shows the total amount of storage space that a SIGBOX administrator for your SIGBOX Services instance has granted to your organization, which SIGBOX Services' Content Service utilizes to store content for all SIGBOX users with the Originator role (i.e. users who have a plan) within your organization.
This panel also indicates the amounts of storage currently allocated to these users (i.e. the sum of their plans' quotas) and the amount of storage space currently consumed. Clicking this panel opens the Plans page.

Note: For more information about SIGBOX Administration, refer to the SIGBOX Administrator's Guide.

Plans This section of the dashboard shows each plan configured in your organization. For each of these plans, the following information is indicated:
  • The plan's name at the top.
  • A pie chart of all SIGBOX users with the Originator role in your organization assigned to this plan, which represents the percentages of these users who are either within their plan's quota, or at/have exceeded their plan's quota.
  • The actual numbers of all SIGBOX users (with the Originator role) in your organization assigned to this plan, along with the percentage of all SIGBOX users in your organization (with this role) who are assigned to this plan (in brackets).
File Extension Breakdown This section of the dashboard shows a pie chart of all files in your organization, indicating the percentages of different file types (based on file name extensions).

Signing out of Organization Administration

To sign out of SIGBOX Organization Administration:

Important: After administering your organization through SIGBOX Organization Administration, please ensure that you explicitly sign out using this procedure (above). If you just close the browser tab or window that contained your SIGBOX Organization Administration session, then you will not be signed out, leading to the risk that your session may be compromised by someone else subsequently using your computer.