|Frequently Asked Questions|
1. How secure is my data?
Your data is maintained on our servers using the latest software and hardware to ensure that it is secure and available to you when you need it. In order to achieve this:
- the entire Business Professional environment is protected by the Secure Socket Layer (SSL) protocol, supported by your browser, so that all data transfers are encrypted using a 128-bit key.
- a firewall is in place between the internet and the Business Professional environment.
- the servers are located in Tier 3 secure data centres.
- we backup your data on a daily basis to allow for restores in the event that you require to recover any data following data loss.
As with almost all security regimes in use today, the only access to your community is with a username and password. It is therefore extremely important that you ensure that your users use strong passwords (e.g. a minimum of 8 alphanumeric characters) and change their passwords frequently. The Community Manager application enables you to set comprehensive password policies for your users including password strength and renewal times.
2. What is the hosting environment?
The Business Professional solutions are underpinned by a number of strategic IBM products such as Domino, Sametime and iNotes operating in the hosted application environment. IBM has initiated the SaaS (Software as a Service) specialty for Business Partners to promote and develop the SaaS concept worldwide. Business Professional was one of the first members of this program in the UK.
Our business solutions are made available directly to your company via the Internet freeing you from having to own, develop, deploy, and support the solutions on premise.
USING THE SOLUTIONS
1. Are any solutions prerequisites for others?
All solutions require People Manager to be set up in the community. You need to set up the company, division and department names and the address records for each person. If you want email alerts sent to the users of Purchase Manager, the email address field needs to be completed in People Manager.
2. How do I get my community set up?
We will set up the community on your behalf with the information you provide.
If you would like us to set up a community for you, please send us an email, mailto:email@example.com, with the following information:
- your name, address, telephone number and current email address
- your preferred community name (see recommendations on naming conventions below)
- the names, user ids and email names for up to 5 user accounts
- the applications you are interested in and which of your 5 users will have access to each application.
We will then set up your community and notify you when it is ready for you to use.
Note: If you forget to bookmark your community and cannot remember how to access it, the URL will be yourcommunityname.b-global.com. If you forget your community name, send an email to firstname.lastname@example.org.
We will track your usage and start billing you at the end of each calendar month. We will send you an invoice detailing your usage and costs at the end of the month.
Once you start using the Business Professional applications, if at any time you are uncertain about the information required on any record, remember that you can always return to the Atrium demo to see examples of the data.
2.1 Decide on a name for your community
We recommend that the name reflects the purpose of your community. For example if your community is for the use of your company, then use the company name, or an abbreviation of it, as your community name. The community name cannot contain characters other than alphas, numerics, underscores and hyphens. The community name will become part of the URL that you use to access your hosted applications e.g. https://mycommunity.b-global.com where b-global.com is our default hosting server domain name. The community name also becomes part of your fully qualified user name on the system e.g. John Smith/MyCommunity.
If you wish to use your own domain name in the URL to the community then let us know. Your community URL would then be something like https://myhostedapplication.mycompany.com. Note that if you choose your own domain then the hostname chosen will require mapping to our DNS to support system monitoring and failover because we utilise this for our disaster recovery. We will provide you with instructions on setting this up.
2.2 Decide on a name for the Welcome Page
When you access the Community Workspace, the portal to the system, the title bar of the browser will have “Welcome to the XXX Community”. This word or phrase can include most characters and spaces.
2.3 Decide on a naming convention for user IDs
The user ID is the name that each user uses to log in to the service and they must all be unique within your community. The best option for this is to use Firstname Lastname as the user ID e.g. John Smith. If you have two users with the same first and last names then you can use a middle initial or a numeral as a way of distinguishing them e.g. John M Smith and John H Smith. You may add a hyphen or an underscore between the names if you wish e.g. John Baker-Smith. This name will appear in applications exactly as you define it here. Names cannot contain characters other than alphas, numerics, underscores and hyphens.
If you decide to take the option of synchronising your Directory Service e.g. Active Directory with the community then we will use the username component of your fully qualified user name from your system and add it to the community name decided above to create the fully qualified user name on our system.
2.4 Decide on a Community Administrator Name
The first account registered for the community will become the administrator for the community. This account can be set up with a system name like Administrator/MyCommunity or the name of the person who will perform the administration e.g. John Smith/MyCommunity. If you require more than one administrator then register the new administration account and then let us know the account name and we will add it to the administrator functionality for your community.
3. How do I start using my community?
3.1 Add members to your community
From the Community Workspace, click on the Manage Community tab to access the set up facilities. Under the Members tab you add in the members of your community.
3.2 Setting up the solutions you want
To start using a solution, you allocate staff to the groups which control access to the solution. These solution groups are already set up for you and you add individuals or your own groups (see next step on working with groups) into these groups to control access to the solutions. The solution groups all start with the name of the solution e.g. for HR Staff using People Manager, PeopleHRStaff/yourcommunityname.
Note that all solutions require People Manager for your staff details so you need to allocate at least one member of your community to People Manager.
3.3 Setting up groups
The access to different features in the solutions is controlled by defining access for different groups of your staff. Start by selecting the Groups tab in the Community Manager's workspace and clicking on Add Group. You need to set up your own groups and then map these to the groups required by the solutions. There does not need to be a one-to-one mapping between your groups and the solution groups, for example, you can set up a group called Managers and assign this group to the Manager role in all the solutions. Conversely, you can set up several Manager groups with different populations and assign different groups to each solution to provide more rigorous access control. To find out which roles are used in the solutions, look at the help provided in each solution.
You decide which members of your community are in the groups and you can change the group membership at any time.
In solutions with Reader Group roles, you need not assign any groups to these initially. If you just want to evaluate the solutions yourself, use your community's Administrators group and assign this to all solution groups. You should make sure that you are included in the Administration group associated with each solution so that you can set the solutions up correctly.
Once you have set up the solution groups, the solution will appear under the Applications tab in the Community Workspace for those people you have given access to the solution to.
3.4 Setting up People Manager
You first need to populate People Manager with information about the members of your community. Return to the Community Workspace, click the Applications tab and select People Manager.
Click on Definitions Library under Administration on the Home Page and then click on Reference Info. Review the form content and save this form.
At a minimum everyone in your community needs an address record which includes the first and last names and their login IDs. However, to get best use of the solutions, you should first set up the company, its divisions and departments, your locations and any other information you want in the Definitions Library. You will then be able to complete these fields on the address records. You may want to pass the completion of this step to your HR department. The login ID field needs to be qualified by the community name in the format login ID/community name e.g. JohnSmith/Atrium.
3.5 Setting up other solutions
All solutions require some administration information to start with. The Help pages tell you where to find the appropriate form, usually under Administration and Reference Info. You need to specify the address of the version of People Manager you want the solution to use to look up your members' details and, for some solutions, the addresses of other solutions if these are available. The forms tell you how to do this.
Once this has been done, the solutions work together to share information where possible and are ready for full use.
3.6 Customise your Welcome page and Bookmarks
You can customise the welcome page on your community and add additional pages with your own messages. You can also set up bookmarks on the Bookmark page to link to other websites of interest to your community. We recommend you include a link to www.theonsuite.com to give everyone access to the Atrium demo and to these Frequently Asked Questions (FAQ). See the Community Manager Help for instructions on how to set up links.
4. How do I Import OnSuite Data to Excel
Open the application in a window without the Community Workspace by right clicking on the application name on the applications tab in Community Workspace and selecting “Open in New Window”.
Identify the report within the OnSuite application that has the data that you require to export to Excel. If the report is categorised, use the Expand All button to show all entries.
Highlight the required information and copy it and then paste it into an Excel worksheet.