Manage - Left Panel Menu Items Overview

The left panel is the heart of Manage. The different menu items present in the left panel helps the user to perform all the administrative activities. The different menu items are as follows:

Projects

When the user clicks on the Projects menu item in the left panel, they will see the different folders currently present in SmartIQ . When the user clicks on a particular folder, the corresponding projects present inside that folder will be displayed.

For example, in the below screenshot, we have a folder Dashboard in SmartIQ and when we click on the Dashboard folder, we see the four different projects inside this Dashboard folder.

When you choose a project from the Projects list, if the project is of type Fragment Page/Fragment Portion, there is a button on the button bar as 'Projects'. Clicking this button, a user can view the list of projects that use the selected fragment. The projects from the list can be edited or not based on the same logic that is applied to the project list page which checks for user permission on the content folder.

The additional features provided under this Projects menu item includes:

• New Folder: To create a new folder.
• Edit Folder: To specify groups that can make changes to existing folder content in Manage or Design.
• Delete Folder: To delete an existing folder.
• Import: To import an SmartIQ project.

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Error Message information on Import Projects

When performing "Import Project" from Manage UI or Admin API, if there is a failure, descriptive error messages can be viewed in Manage UI and Admin API respectively

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Making changes to Project Versions

Project Names can be configured in Design under Project Properties

Publish Folders

When the user clicks on the Publish Foldersmenu item in the left panel, they will see the different published folders currently present in SmartIQ . When the user clicks on a particular folder, the corresponding projects present inside that folder will be displayed.
The different projects published inside these publish folders projects can be accessed by the user in Produce.

For example, in the below screenshot, we have a two folders Dashboard and Guest in SmartIQ and when we click on the Dashboard folder, we see the four different projects published inside this Dashboard folder.

When the user navigates to Produce, these name of the Publish Folders acts as the heading under which the different projects are shown.

For example, in the below screenshot you can see the heading as Dashboard which is the name of the Publish folder and under this, you can see the four projects which were published inside this folder in SmartIQ .

The additional features provided under this Publish Folders menu item includes:

• New Folder: To create a new publish folder.
• Edit Folder: To edit an existing publish folder.
• Publish Project: To publish a SmartIQ project so that it is accessible to the end user from Produce.

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Info

Only published projects are accessible in Produce.

Content Library

Content Library acts a repository of contents in SmartIQ . The content of the content library is accessible in the SmartIQ Forms via Content Library question type. SmartIQ supports four types of content items which are as follows:

• (All)
• (All - Unapproved)
• Image
• Text
• Document Fragment
• Attachment

When you click on the Content Library menu item in the left panel, they will see the different content library folders currently present in SmartIQ . When the user clicks on a particular content library folder, they will see the different content items which are present inside that folder.

For example, in the below screenshot, we have a content library folder Dashboard in SmartIQ and when we click on this Dashboard folder, we see an attachment content item present inside this Dashboard folder.

The additional features provided under this Content Library menu item includes:

• New Folder: To create a new content library folder.
• Edit Folder: To specify groups that can make changes to an existing content library folder in Manage or Design.
• Delete Folder: To delete an existing content library folder.
• New Content Item: To create a new content item.
• Delete Selected Item: To delete an existing content item.

Folders can be arranged in a tree-like structure.

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Info

This option would be visible when you have a valid Content Library licence key.

Data Connections

This is the place in SmartIQ where you configure the connections to the external data sources which can be used in populating data in the forms and generated documents output. SmartIQ includes the following generic data connections:

• OLEDB
• SQL Server
• CSV
• ODBC
• RSS Feed
• Web Service
• XML
• SmartIQ
• JSON
• REST

Additional data connections are delivered as third party components to the core platform.

Custom Fields

Additional fields can be added to various areas of the platform such as user profile and address fields. These are accessible within the Design experience and maintained by the API or the user themselves.

1. Fill in the title.

2. Choose the location:
   Contact
   Group Address
   User
   Response Metadata

3. Choose the type of field:
   Text
   Date
   Image

4. Set the field length.

Categories

Categories provide a mechanism to classify content library items as additional collection and search metadata.

Click the New Category button.
Type in the name of the new category.

Communication Templates

Communication Templates allow the designer to create and modify templates which can be used in place of default system emails, and used as the input to some inbuilt Actions and Escalations (primarily Send Email).

For more information, refer to Communication Templates.

Sequences

Define sequences that can be leveraged across SmartIQ forms. They will be created following a specified pattern during run time. Creating sequences requires Design permissions.

For more information, refer to Sequences .

Approvals

The Approval workflow state is delivered as a new type of workflow state and can be added to the workflow by selecting from the dropdown list of available approvals.​

For more information, refer to Approvals.

Users

User management for the system is conducted in this section

Clicking the Export button will allow you to export all User information to a .csv file.

Selecting a username will take you to their profile screen. This screen allows to:

• Modify users information and regional settings.
• Delete the User.
• Configure Security (Groups and Roles).

Remember to click Save before leaving this page to commit your changes.

Groups

The Groups section will show all existing groups.

Clicking on the New Group button will take you to a menu where you can create a new group.

1. Type in a group name.
2. Choose the role:

• End User
• Global Administrator
• Workflow Administrator

You can set the permissions level for the Role name: See the Roles section below:

Options for setting up your group

Emails can be sent to a dedicated “Group” email address by entering a valid email address in the “Email” field and/or be sent to each group members email address individually by checking the “Email Individual Group Members” checkbox.

Roles

In the roles section, you can create roles that work for your organization. Create the Role Name, then select from the list of permission that this role should have.

Custom roles can be created to set the security level for a user. When creating a new role there are various permissions that can be attached to that role. Each permission has its own role which is detailed below:

Management

Event Log

The Event Log menu displays event log messages specific to the current tenant and only users with the "View event log" permission will have access to the Event Log.

To ensure separation of access for cloud tenants, these logs will be encrypted in the database as it may contain information that should not be visible to the cloud database admins. Additionally, logs that are not tenant specific will show empty GUID Business Units (00000000-0000-0000-0000-000000000000).

A new endpoint to retrieve Event Log messages under Admin is also available in swagger.

Workflow

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Note:

This option would be visible when you have a valid Workflow license key.

Workflows - View complete Task History for each transition

Proceed to the Manage->Workflow screen. Following each workflow task, there is an option that allows the task's history to be viewed. A column is available with a history icon:

See screenshot below:

Click on this icon to display the Task History screen

See screenshot below:

The following information is now available for each transition of each task:

• State
• Date Created
• Assigned To: (Group name / Full User name / Username)
• Date Completed

Licensing

The licensing section is the overview of what licensing your company holds. In order to add new licenses, you need your Tenancy Key. Use the Copy to Clipboard button to copy your key and send it to your SmartIQ representative if new modules are needed.

From this page you can tell the following information at a glance:

License Type

User Licenses: how many you have/how many are in use.
Mobile App User Licenses: how many you have/how many are in use.
Anonymous Project Licenses: how many you have/how many are in use.
Authenticated User Project Licenses: how many you have/how many are in use.

You can also view what Modules you currently have in place.

Demo and Test Licenses

If you have a demonstration or test license, there will be a message at the top of any form in Produce indicating it is for "demonstration" or "test" purposes only. There will also be a stamp on generated documents.

Availability:

• Excel
• JSON
• PDF generations
• PowerPoint
• Text
• Word
• XML

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Note

For all Microsoft outputs, the resulting document will be read only.

Generated Documents Stamp

Allows user to define a customized stamp

Below is the generated output document with stamp.

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Generated Documents Stamp is available only for Standard/ Transactional licences

Availability:

• .docx
• .pdf
• .pptx

Settings

General Tab

Defaults Tab

User Profile Mapping Tab

Security Tab

Password Settings
SmartIQ provides several password settings for improving security. Different password settings are:

1. Enforce Minimum Password Length – Sets the minimum length requirement for passwords.
2. Lock Out Users For 5 Minutes After Invalid Password Attempts – Prevents users from logging in for 5 minutes after a number of invalid password inputs.
3. Enforce Password History – Enables storing a certain number of passwords to prevent password reuse.
4. Enforce Password Expiry – Enables password expiry and request password change after a certain number of days.
5. Enforce Complex Passwords – Ensures that the password contains upper/lower case, digit, and special characters.Password must not contain a username and any other similar combinations of username (note that it is available from 8.5.0.25 onwards).

Retention Tab

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Deployment Feature Availability

All Retention settings are configurable in on-premise and private instance cloud deployments only. Multi-tenant instances have an instance level setting and tenancies in that instance are limited to configure Version History Maximum, Keep Workflow History and Store Location Data. All other settings inherit from the instance configuration.

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Retention period changes

If retention periods are reduced, the new value will apply immediately to all existing data. At the next scheduled clean-up, all data that lies outside the new retention values will be removed.

Theme Settings Tab

To see how to use these settings see SmartIQ Theme Settings.