Org.unit

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In the Administration module there is a tab called Org.unit which is short for Organisation unit. This is where the group level access rights and the installation structure are managed. Note! There are separate rights that can be allocated in individual rooms, see help regarding rooms for more details on this.

Administration of the installation is flexible so that each school or institution can organise, delegate and adapt the system according to their needs. Users in an installation who are members of the Fronter Administrator group have rights that allow them full control over their installation, and it is these users who are responsible for adapting the installation and/or delegating certain aspects of administration to other users. These are what are referred to as Local administrators, those having full control within their own institution. In a similar vein, the entire building which is often made up of several sub installations will have one or more Top Administrators who have full control of the entire building and all of its sub structures.

Quick Definitions:

  • Contacts: Users in the installation. All users regardless of their rights are referred to collectively as contacts in Fronter.
  • Groups: A group is a storage unit containing a number of individual contacts. It is also possible to store a group within another group.
  • Members: Individual contacts within a group (or within a room).
  • Room: A name given to a virtual learning space.
  • Corridors: A corridor is a storage unit containing rooms.
  • Node: Sometimes thought of as 'a drawer within the filing cabinet', a node defines a distinct sub structure within the installation.
  • Access Rights: Normally this refers to the rights groups have over themselves and potentially other contacts and/or rooms

Org.unit - An Outline

The Org.unit tab within the Administration module allows a detailed view of the selected part of the installation structure within the tree on the left. The view will be different dependent upon whether a node, group or corridor is selected. In all cases the top part of the org.unit allows for the modification of the unit, relocation (move) to a different part of the installation or deletion of the unit.

The view when a group is selected allows for the viewing of the individual members (users or contacts) within the group. Options are available to resign contacts, enroll contacts from other groups, create or import new contacts and import e-mail accounts for the contacts.

If a corridor is selected then the Org.unit shows a listing of the individual rooms stored on the corridor. Options are available to create a new room for storage within the selected corridor as well as an option to copy and create a mirror duplicate of a room within the listing.

In all cases (group, corridor and node) the Org.unit tab also shows Access Rights the unit has over contacts and rooms, with an option to give other organisational units access. For example, we might give a group of contacts the right to create rooms on a selected corridor. It also shows for groups, a list of rooms the group has membership in and their rights in those rooms as well as a summary of rights over other organisational units. Also shown is a listing of those who have rights over the selected unit at a higher level in the structure tree.

Contents

The structure

In the administration module, the installation tree structure is always visible on the left. In the right hand pane, the default view is the tab Org.Unit (Organisation Unit). The view one has in this tab is dependent upon what part of structure has been selected in the tree. There are three main types of structure in the tree that will produce slightly different views:

  • A Node is seen in the tree structure as a blue circle. It is a header, an indicator of the groups or corridors stored within it. For example: there may be a node called 'afternoon clubs'. Within this node, groups have been created to identify different members in different activities - so we may see underneath this node groups such as; netball, football and so forth. Nodes clearly separate structure. They are also useful for assigning access rights. If for example I apply rights to a staff group on a node containing corridors allowing that group to be 'room creators', then members of that group will have rights to create a room on any corridor contained within that node.
  • A Group is seen in the structure as a people icon, and is a unit to store contacts (users) on the system. Contacts may be grouped by type of user, by class group etc. Groups are normally stored under a node.
  • A Corridor is seen in the structure as a door icon, and is a storage unit for rooms. Corridors are normally stored under a node.

Creating Structure: When creating new structure, this is normally done from a node as a starting point in the tree structure. It is possible to create groups as sub structures of existing groups or corridors below existing corridors, but this is not normally recommended to avoid unnecessary complications in the tree structure. There is no real advantage in doing so from the point of hierarchy.

To create a new node: Click on the appropriate start point in the tree. In the right pane click on the link New Org.unit (top right hand side). Put a title for the new node and optionally a description. Since we are creating a node, do not tick the checkbox for group or corridor. Depending upon your intention, in the section allow to create sub, tick corridor or groups. For example: if you create a node called staff groups you would allow sub groups so that you can create e.g. the office staff, library staff groups underneath it. Save.

To create a new group: Click on the appropriate start point in the tree (normally a node). In the right pane click on the link New Org.unit (top right hand side). Put a title for the new node and optionally a description. Tick the checkbox Group (contains contacts). In the section allow to create sub normally select none and save.

To create a corridor: Click on the appropriate start point in the tree (normally a node). In the right pane click on the link New Org.unit (top right hand side). Put a title for the new node and optionally a description. Tick the checkbox 'Corridor (contains room). In the section allow to create sub normally select none. Save.

Modifying structure: Whether a node, group or corridor is selected in the tree, the top section of the Org.unit tab looks the same. On the left is indicated the name of the unit, when and by whom it was created; whether it is possible to build structure beneath it and a description if this was inputted when the unit was created. To the right are three links:

  • Modify allows you to change the name of the unit or alter the type of unit or allow/disallow sub units to be created beneath it.
  • Move allows you to move the position of the unit elsewhere in the tree structure. Normally groups and corridors would be moved to a different node. Users of Internet Explorer can move units within the tree structure by dragging and dropping. This move command is primarily for users of other browsers that do not support drag-and-drop.
  • Delete deletes the unit. Be careful here as there is no undo. If you delete a group with contacts you will be forcibly resigning all contacts within since the group itself will be removed. It is not possible to delete a corridor that has rooms stored within it. The rooms would have to be moved or deleted first.

Administrators who have attended introductory training will be aware of the basic tree structure and where it is most appropriate to create or modify structure. For a fuller picture and visualisations please consult the admin guide PDF or video course.

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Contacts / Members

When a group is selected in the tree structure, the Org.unit Tab displays a section called Members clicking on this link reveals the listing of contacts (users) contained within the group. The listing displays the surname, first name, username and, if registered, the e-mail address.

At the bottom right of the listing, is a resign button. Selecting a member(s) of the group and clicking resign will remove the selected members from this group. They will remain as members in any other groups they are enrolled.

There are several links to the right within this section:

Import members

This link will allow you to import new members or update existing members in the group using a CSV (comma separated) file. When you click on this link a page will load that provides instructions on how to create the import file. The essential elements are: Username, password, first name and last name in this order. Headers within the import file are not required. Other fields can be added in addition to these basic four. If additional fields are required the relevant tick boxes must be checked and the additional fields entered in the order corresponding to the list provided. For Example; if you opened an excel spreadsheet; you could enter the four basic fields in the first four columns. If you also wanted to add email and location, the email field would be column five and the location field column six since in the list of additional fields in the import page, email comes before location. The spreadsheet would then be saved in CSV format.

At the bottom of the import page is a section headed What should Fronter do with the existing username?

If this is an import of new contacts (users) then the default selection would apply; Put the Contact in this Org.unit. You can at this point check the box User must change the password at the next login. Browse for the CSV file and click Import. The file will be read and displayed and then click Import again to finalise the import process. If you have chosen a username that already exists, the import will stop and advise in red text the errors that will need correction in the CSV file before the import can be attempted again. If all is well, the message will appear Imported contacts - Import Complete

If the CSV file is being imported to update data for users already in the group, then one of the other options would be appropriate: Update all information, including the password, or; Update all information, except for the password.

Important It is not supported to update the importid via this function. Please do never update the importid for users with a CSV file. Duplicate users would get created and users would get a wasoccupied username. The only option to update the importid is via import by using an xml file that is stating the old and new importid. Please contact Fronter Support if you have questions.

Import Resource

This function is related to the calendar tool, where you can make a reservation system for resources such as IT equipment or digital equipment, auditoriums, computer room etc. These booking resources will be created as contact in Fronter. Create them either manually one by one (Create new contact and tick for Resources in the contact card view) or they can be imported as a group of resources.

  • First create the group for the Resources (a group under the node 03 Fronter resources, if you use the standard structure)
  • Click on the Import link and you will find a full instruction of how the import files should look like (same as described above)

Then decide who should be able to see and book these resources:

  • Highlight the resources group you just created.
  • Click on Give others access in this org.unit.
  • Find the group you want to be able to book these resources (for instance All staff group).
  • Give them the contact access: View contacts.
  • Save.

Only those with access right to see these resources will have the Booking resources option in the Calendar.

Import e-mail accounts:

This link allows for the bulk setup of mailboxes within Fronter. The import page gives instructions on method. The basic requirement is a CSV file that includes the username (to tag the mailbox to the specific user)plus the following fields: E-mail-username; Password; E-mail; Description; E-mailserver; pop3/imap

A row of the CSV might look like:

  • markuser1; mark; password; [email protected]; Mark Official mail; mail.service.co.uk; imap.
  • Save the CSV file. In the section - What should Fronter do with existing e-mail accounts with the same address?
  • Leave the default choice -'Update all information, including the password', browse for the import file and click 'Import'.

The relevant users will now have their mailbox activated within the e-mail tool on the personal toolbar and can begin to use e-mail.

Resign

Selecting one or more member of the group and clicking resign will remove the selected members from this group. They will remain as members in any other groups they are enrolled.

Enroll

This link allows you to enroll (add) contacts already within the installation into the group. This is particularly important where you may create a group to enroll into it a smaller more distinct grouping. For example, you may create a group called 'Office staff' so that you can enroll from the 'All Staff' group just the staff members that are office staff.

Method: Ensure you have clicked on the group you want to add members to in the tree structure (the intended destination). Click the link enroll and the search tool will display. Use the search tool to locate and search in the group where the members are to be enrolled from (the source). Tick the checkboxes against the contacts you wish to add as members and click the add button to finalise. It is also possible to enroll an entire group.

New Contact

The New Contact link enables the creation of a new contact (user) as a single user. This method of creating new manual accounts, although one by one, has some advantages over the bulk import method using a CSV file. With this method the new contact can be enrolled in multiple groups and personal settings can also be applied.

Method: Ensure you have clicked on the group you want to add a member to in the tree structure. In the right pane click on the link New Contact. A blank personal contact card displays. In the top section, leave the default selection. The contact card can be used to create a variety of different accounts, but by default it is set to add a new contact (user).

  • User Info: here we enter personal details. The First Name and Surname are required as the minimum. Bear in mind that users may be able to access and see each other's contact cards.
  • Add to group: your group is listed here to indicate that the new contact will join this group. If you wish the new user to become a member of other groups, click View All. This will open the tree structure and allow you to tick other groups.
  • Room Membership: will initially be empty - no action is required. It will indicate the rooms the contact is a member of when the contact has been enrolled in rooms.
  • Log-in info: a suitable username and password is required. The username must be unique. The password can simple or complex. There are no limitations other than it cannot be blank unless the user being created is a top admin for the building. Top Admins creating accounts also have the option to set login retries before an account lockout and days before a password expires. Local admins do not have these additional features. Here you can tick to force a password change on first login. Do tick the Normal User checkbox. This allows the login to Fronter.
  • Personal Settings here you can define a preferred style sheet and personal toolbar for the new user. The check box Show personal tools as a separate line on top should normally be left ticked so that the user's personal tools show in the top frame - otherwise they will appear in a tab My personal room and be listed in the room tool set. The e-mail client can be left on its default - Fronter WebMail. For those not using the Fronter mail client, leaving this as is will have no effect one way or the other. Set GMT appropriately and save.

Your new contact (user) will now be listed as a member of the group(s)

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Access rights

There is a section in the org.unit window called Access Rights. The view in this section is dependent upon the type of unit selected in the tree structure. Access rights are applied to a group not to individual users.

The access rights can be set for the members within a group, or one group over another. There are also access rights to rooms:

Access rights to groups

Or nodes containing groups.

  • No access. Default between groups. If set within a group, means that the members will no longer be able to find each other in tools like calendar or e-mail. (Note: If they are enrolled in the same room, the No access is to some extend overruled by View Contacts unless the hide members box is ticked.)
  • View Contacts: Default within a group. Means that members can search for each other, message each other, share calendars and view each other's contact cards - they can in essence collaborate with each other.
  • Contact Creator: members of group can create new contacts that will be able to log in to Fronter.
  • Administrator: The right to create new, and edit an administrator existing contacts. This right is typically given to only one group pr. school.

In addition there are four more access rights that belong to separate tools: Tutor and Subject teacher belong to ILP and Absence tool. Survey reporting right and Survey access belong to Survey tool.

To set access right within the group: Click Modify to the right and select required access right from the drop-down menu.

To give one group access right to another group:

  • Highlight the group (or node that contains groups) that should be seen / administrated.
  • Click Give others access to this org.unit.
  • Search the group that should have access, and then select required access right from the drop-down menu.
  • Save.

Access rights to rooms and corridors

Access rights are given to groups over corridors or nodes containing corridors.

The access is set as described above:

  • Highlight the corridor or node.
  • Click the link Give others access to this org.unit.
  • From the search tool, select group that should be able to create or supervise room in this org.unit, then select access right from the drop-down menu.
  • Save.

The different types of room access rights are:

  • No access: Default access right. It means that members only will have access to the rooms they are enrolled into by administrator or room owner.
  • Room creator: Allows members to create rooms in this org.unit.
  • Room supervisor: Is the admin right. Allows for creating, moving and changing rooms and accessing all existing rooms as an administrator.

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