Learn how to segregate projects, users, files, etc. from other departments or organizations by setting up new tenants in ABBYY FlexiCapture.
Hello. I’d like to show you how to set up new Tenancy within the ABBYY FlexiCapture software. This gives us the ability to segregate different projects and roles and users, files and images and things like that within the software. Give it some protection so that certain departments or other organizations can’t see information and projects and data from other people. It gives us the ability to create Tenants and kind of just like in the real world. We have different apartment buildings that have multiple tenants and those tenants don’t have access to each other’s’ apartments. It’s the same way within the software and I want to show that to you real quick.
Within the software, what happens is, an administrator of the software goes into our administration and monitoring console. By clicking the settings screen, they had the ability to create what we call a tenant. Now, we can click this new tenant button but we’re not going to do that quite yet. The first thing we have to make sure is setup, and this is very, very important is, we need to make sure we have our email settings setup. Our SMTP settings. This is very important because, what happens is, when we setup a new tenant, certain administrators emails get triggered and that gives them access to the software so that they can control different portions of their projects, etc., so this will create…the very first thing we will do when we create a tenant is, the software will create a tenant administrator and then that administrator will have the ability to manage that whole tenant across the board. This is very important. We must have our SMTP information set up first. The next thing we will do is actually create the tenant. In this case, we’re just going to call this our first tenant. We can give it a description and this is the part I was telling you about. This administrator email. If we don’t have the SMTP setting setup, this will be a problem but since we do, in our demo, we’re ready to go. What I’m going to do is simply type in my email here and you can see we have some additional settings here that are very important as well. In my case, I’m going to share a main license. However, we do have the ability to segregate licenses per tenant and therefore, manage page counts and permissions and quantities of documents and images separately per tenant. Once I’m done, I’m going to hit save and the software will create a tenant for us.
Now, what it’s also doing behind the scenes is, it’s triggering an email to that administrator email that we setup when we did the tenant and that email will look something like this. As you can see, this email just contains some very basic information for that administrator. It includes their log in and a temporary password which, the first time they log into the software, they will change. What I’m going to do is, now explain to you how the tenant accesses the software. Well of course they can click the link here, that will allow them to log in. Also, the software within the grid when we setup tenants, gives you a quick reference there that you can log in so I’m going to hit that reference and what I will do is just simply type in the information that I have in my email. I have that on the other screen but remember, this is the tenant administrator. Whoops, excuse me. I’m going to type the temporary password. You’ll notice the very first thing that happens when I log in is, I have to now set up a new password. I’m going to give my old password there, I’m going to give it my first name and last name and I’m just going to setup the new password. In our case, I’ll just leave the password; tenant1 and we’ll make sure we repeat that as well.
Once I’ve reset the password, you can see the different stations that this administrator has access to so remember, now this administrator is managing their own tenant. This is not the same as the original system administrator that setup the tenant. Now, this is just simply the administrator of just that arm of the software. If we go into the administration and monitoring console, under the tenant, you will see that one; there’s a different URL for the tenant than what the system administrator uses. It includes the tenant name. Secondly; certain settings. There are limited settings here so they don’t get access and control the software 100% across the board. Instead, they’re just controlling their piece of the pie and you can see, they can manage different projects, different users, groups and then the requests, which are just users wanting access to different parts of the software on other tenant.
Now that we have another tenant setup, we have the ability to upload documents to certain parts of the software, under just that tenant. If we want to upload documents or projects to the tenant so just that tenant has access to, we can do that. What I’m going to do is, I’m going to open up just a sample demo project that we have and I’m going to show you the two differences here. This is a local machine, so this would be obviously, a local machine. This would be, obviously, your server information or your IP information.
If I type in local host, that is the overall system. That is not segregated by tenant. You will see the authentication will just simply use my default there. I do have the ability to tell the software to go look for just the tenant arm that I’m looking for and of course, if you remember, this is going to be my tenant administrator account and password. Now I can upload this project to the server and now, if I go back and I refresh our projects here, you will see now, just this tenant will have access to that project and also of course, the users under that tenant will as well.
That gives you and shows you the ability how tenants are managed in the software and it’s all done using a tenant administrator, who eventually has access to the software and can admit different people to have access to it and then, we use different URLs within the software and of course, different logins because of that, that kind of just navigates where users and what tenants are being affected as they navigate through it.
A very nice and simple way, once you understand how to control tenants, it gives you the ability just to make sure things are secure and secularized appropriately. I hope you enjoyed this video. There are a lot of benefits to using tenants within organizations within businesses and if you have any questions on it, please reach out to us, we would love to be of assistance to you.
Thank you so much.