fall 08 - convo€¦ · change your network name change your network logo add or remove network...

08 Fall

How to access admin settings?

Network Information

View network details

Change your network name

Change your network logo

Add or remove network administrators

Get account usage reports

Get customized analytics reports

Content Management

eDiscovery

View network wide content in admin mode

Pin content in network feed

User Management

Limit number of users

Transfer network ownership

Remove users from network or group

Block users

Group Management

Edit a group

Delete a group

Add or remove group admin

Everyone and Misc groups

Billing

Billing overview

Billing history

Update your payment information or add a payment method

Security

At-rest encryption and data security

Penetration testing

Reset user password

Reset all user passwords

Set password strength and expiry

IP range restrictions

Set usage policy

Set up two-factor authentication for all users

Single Sign On (SSO)

Convo’s strong risk and compliance governance

SSAE 16

AT 801

ISAE 3402

ISO 27001

Hippa compliant

Custom requests for enterprise users

Upgrade to enterprise package

Customize look and feel of Convo

Data export and import

Seamless transfer of existing users to a Convo network

Domain merge

Priority Customer Support

Onboarding

Contact us

How to access admin settings?

As an administrator for your Convo network, you can use the admin panel to manage users, groups, content and other network settings. If you upgrade your Convo network from a free, basic version to a paid plan - you are automatically appointed as an administrator for that network.

To access admin settings:

1. Click the drop-down icon next to network name in top-left corner of your feed. 2. Select Network settings from the menu.

3. Admin settings will be visible in the left-side panel.

Network Information

View network details

To see basic network information, click the drop-down icon next to your network name in the top-left corner to go to Network settings > Network Information.

On Network Information page, administrators can view details like network name & logo, when a network was created, the name of the person who created the network, a list of any other network admins and the account usage information.

Change your network name

The network name appears in the top-left corner for all users in your Convo network. Initially, the network name is the domain name you used to sign up for Convo. You can change your network name any time. Here’s how:

1. Click the drop-down icon next to network name in top-left corner. 2. Select Network settings from the menu to go to Network information. 3. Type the new name in Network name text box.

When you change the network name, it’ll automatically update to the new one for everyone in your Convo network.

Change your network logo

You can brand your Convo network with your company logo. The logo appears in top-left corner for all users in a Convo network. Here’s how you can change the network logo:

1. Click the drop-down icon next to network name in top-left corner. 2. Select Change Network Logo from the menu. 3. Under Network information, click Upload another in front of Network logo. 4. Select a logo image, and click Open to upload.

Your network logo will automatically be updated for everyone in your Convo network.

All company logos are automatically uploaded to a system-generated note titled Company Logo. This note is shared with Everyone group and appears on your feed whenever there’s an update to the company logo. To put back a previous logo image, open the note and select Make Company Logo option from the drop-down menu for that image.

Add or remove network administrators

As a network administrator, you can grant and revoke admin privileges for other users.

To appoint someone as network admin:

1. Click the drop-down icon next to network name in top-left corner. 2. Select Network settings from the menu to open the Network information. 3. In the Admins text box type a name or email address. Select the person you want

to make admin from the drop-down menu. 4. In the confirmation dialog box, click Make admin.

To remove an admin:

1. Go to Network Settings > Network information. 2. In the Admins text box, click the [x] icon for the person you want to remove as an

admin. 3. In the confirmation dialog box, click Remove admin.

The user will no longer have admin access to your Convo network.

Get account usage reports

The account usage reports are csv lists of users and groups that admins can download.

The groups list gives a breakdown of all groups in the network - whether the group is public or private, number of group members and creation date.

The users list has information about all users in the network - their email address, if they’ve been blocked or removed from the network, whether they’re a guest or regular user, the date they signed up for Convo and if they’re logging in using Single Sign On.

Here’s how you can get the user and groups list:

1. Click the drop-down icon next to network name in top-left corner. 2. Select Network settings from the menu to open the Network information. 3. Click on Download users list to download details of all users in csv file format. 4. Click on Download groups list to download details of all groups in csv file format.

Get customized analytics reports

Companies on enterprise plan can request additional usage analytics for a more in-depth look into their network activity. These reports give network admins an overview of:

The number of posts, comments, likes, files/images, links and chats within a network.

The number of integrations enabled. Top contributors. User login statistics.

Analytics reports also provide a graphical representation of network activity over time (weekly, monthly, custom time basis). The data is also available on request for each platform (mobile, browser and desktop app).

Content Management

eDiscovery

Companies on enterprise plan have eDiscovery enabled for their networks. Under this, we will preserve all your content for as long as needed by your organization. eDiscovery helps organizations meet any data retention, auditing and litigation requirements. In Convo, eDiscovery feature allows for:

Archiving data. Searching for content, including content that is not shared with the network

admin in regular mode. Accessing deleted content. Accessing users and groups not shared with the network admin. Viewing network-wide activity.

You need to be in Admin Mode to access eDiscovery.

View network wide content in admin mode

Here’s how you can moderate and monitor your Convo network by switching to admin mode:

Search and view network-wide content, regardless of whether it’s shared with you or not.

Delete posts and comments authored by other users. Delete system-generated posts which are auto-generated against specific user

actions, such as when a user joins your Convo network or creates a group. View or restore deleted posts and comments. View and edit all groups. View all users.

Here’s how you can switch to admin mode:

1. Click the drop-down icon next to your profile image in top-right corner. 2. Select Enter admin mode from the menu.

When you’re in the admin mode, you will see an option on the left hand corner to Exit admin mode. You can return to regular view by clicking this Exit admin mode option.

Pin content in network feed

Admin can pin website URLS, links to important posts and files on top of your network feed, for easy reference. These links will be visible to everyone in your Convo network.

Here’s how you can pin content to your network feed:

1. Click the drop-down icon next to network name in top-left corner and select Network settings from the menu.

2. Go to Manage content > Content preferences. 3. Click Add important posts or links.

4. In the Pin content box that opens, enter the link to a Convo post or a URL. 5. Click Pin to feed.

User Management

Limit number of users

There are no limits to the number of users in a Convo network. But as an admin, you can define a maximum number of users that are allowed to join your company network. This can be done as follows:


2. Go to Manage users > General. 3. Under Limit Network Users, enter the maximum number of users that can be

added to the network. 4. Click Apply network cap to save changes.

Transfer network ownership

The network owner has the highest level of permissions in a Convo network. As a network owner you can transfer your network ownership to another user anytime. When ownership is transferred you will not be able to undo the transfer nor will you be able to manage the network. To transfer network ownership:


2. Go to Manage users > Set user privileges. 3. Type the name or email of the person you want to become the new network

owner. 4. Enter your password to verify the transfer. 5. Click Transfer Ownership.

Remove users from network or group

To remove a user from network:

1. Click the drop-down icon next to network name in top-left corner and select Team Directory from the menu.

2. Search for or scroll to the user you want to remove. Click Remove from network in the drop-down menu.

3. Click Yes to confirm. To remove a user from group:

1. Go to group and click Manage group settings in the menu appearing next to group name.

2. In group settings, go to Members. 3. Search or scroll down to the user you want to remove from group. 4. Click the drop-down menu appearing in front of that user and select Remove

from group.

Block users

Admins can block certain users or domains from joining their Convo network. Once a user or domain has been blocked, they will no longer be able to access the Convo network unless the admin unblocks them.

You can block certain users, despite having access to an email address with the same domain that the network is linked to.

You can also block entire domains. That means no one with an email address with the blocked domain can be added to your network.

To block a user or domain:


6. Go to Manage users > Block users. 7. Enter the email address or domain name you want to block. 8. Click Block.

You can view the list of blocked accounts and domains on the Block users page. To unblock someone, click Unblock next to the person’s email address or domain.

Group Management

Edit a group

As an administrator, you can edit any group in your network to change its membership, access settings, name and description. Just go to the group's setting page in admin mode to make the changes.

Delete a group

In admin mode, you can delete any group in your network that you don't need anymore.

1. Click the drop-down icon next to your profile image in top-right corner and select Enter admin mode.

2. Go to the group. 3. Click the drop-down icon next to group name. 4. Click Delete Group.

Add or remove group admin

To add or remove group admin for any group:

1. Click the drop-down icon next to your profile image in top-right corner and select Enter admin mode.

2. Go to the group. 5. Click the drop-down icon next to group name and select Manage group settings. 6. In group settings view, scroll down to Management section. 7. Add or remove username in the Group admins text box.

Everyone and Misc groups

When you create a Convo network, Everyone and Misc groups are automatically set up as public groups. These are special system groups and can not be renamed or deleted. When users join your company network, they’re automatically to these groups.

You can use these groups to post important announcements or network-wide messages.

Billing

Billing overview

When you set up billing for Convo, you specify a payment method (credit card or bank account) to pay for your service. You’re charged at the end of a 30 day billing cycle, for the number of users present in the network on that day.

Here’s how you can view the billing information associated with your network:


2. Go to Billing > Overview.

Billing history

Billing history keeps track of your daily transactions. It breaks down each invoice and transaction into a line item. The balance column shows you how much money you owe or have as credit.

You can download these details in a csv file to keep a copy of your billing history.

1. Click the drop-down icon next to network name in top-left corner. 2. Select Network settings from the menu and go to Billing > History. 3. Click Download billing history as csv file.

Update your payment information or add a payment method

To update your payment information:


2. Go to Billing > Update payment information. 3. Enter First Name on Account and Last Name on Account for which the credit card

details are being updated. 4. Enter credit card details. 5. Click Update.

If you want to pay yearly with an invoice, contact our sales team [email protected] with your request

Security

We've built Convo with security first in mind. We've had paranoid security features

such as at-rest well over a year before anyone in the industry thought this was a good

solution.

We have a proud track record to never have had a security breach despite the large

number of customers we have onboard.

At-rest encryption and data security

Convo has the highest security in the Enterprise Social Networking space. We have At-Rest Encryption which means your data is not just encrypted between your devices and our servers but your data is also encrypted before it is stored on disk.

The stored at-rest encrypted data is not readable by anyone. Very few vendors provide

this level of security. Both files and data are at-rest encrypted.

Encryption in transit is protected with 4096 bit RSA keys and 128/256 bit

AES encryption.

Data at rest is protected with high-grade AES-256 encryption.

For encryption split knowledge and dual control is enforced within the

key management procedures. Keys are rotated often.

Passwords and encryption keys are stored in encrypted manner.

All sensitive payment information data is at rest encrypted.

All user data and files belonging to Enterprise accounts are at rest

encrypted.

Convo uses the latest technology and the industry best practices for data

encryption of sensitive customer data. All Enterprise customer data and files are

encrypted, in transit to and from Convo servers as well as while stored within

Convo.

All sensitive data (including user specific data) is stored using Amazon

Relational Database Service (RDS) and Amazon Simple Storage Server (S3) that

use industry standards for security.

ISO 27001 certification for user data centers (Amazon S3).

Uninterruptible power and backup systems, plus fire and flood

prevention at Amazon storage sites.

Convo employs multiple Amazon data centers to host customer data. All

data centers employ physical security, strict access policies and secure vaults

and cages.

For more details please see: aws.amazon.com/security

Penetration testing

Convo has been tested to ensure high end security of your system. We routinely provide

clients access to "test clusters" where your security teams or penetration testers try to

find vulnerabilities in your setup. We've passed these tests many times before and if

required we can have a similar setup done for you.

A penetration test, is an attempt to evaluate the security of your infrastructure by safely

trying to exploit vulnerabilities. These vulnerabilities may exist in operating systems,

improper configurations, or risky end-user behavior. Such assessments are also useful

in validating the efficacy of defensive mechanisms, as well as, end-user adherence to

security policies.

Penetration test reports may also assess potential impacts to the organization and

suggest countermeasures to reduce risk. Every year, Convo conducts 3rd party security

assessment of our infrastructure as well as a penetration testing of our systems.

Reset user password

Admins can reset the password for any user in their network.

1. Click the drop-down icon next to network name in top-left corner and select Network settings from the menu

2. Go to Security > Password Policy. 3. Type a name or email address of user in Select a user text box to select the user. 4. Type New password. 5. Type password again to Confirm password. 6. Click Reset password.

Reset all user passwords

For security purposes, admins can instantly reset passwords for all users in their network.


2. Go to Security > Password Policy. 3. Click Reset all passwords now.

You can specify the username or email address to exclude them from a force password reset.

Set password strength and expiry

As an admin, you can help protect users' accounts by defining a minimum password length, setting a password complexity requirement and expiry. If a password does not fulfill these requirements, the user will be prompted to change it.

Set password length


2. Go to Security > Password Policy. 3. In the Password strength section, enter a minimum length for your users'

passwords. Passwords must at least be 6 characters.

Set password complexity

1. Go to Network Settings > Security > Password Policy. 2. In the Password strength section, select a combination for password complexity

that requires users to have at least one of the following: Uppercase letter (A -Z) Number (0 - 9) Special symbol (e.g $ % #)

Set password expiry

1. Go to Network Settings > Security > Password Policy. 2. In the Password strength section, enter the number of days before user

passwords expire, or set the passwords to never expire.

IP range restrictions

Admins can set an IP range to limit users’ access to their Convo network to office network or VPN. Any users who attempt to log on from an IP address outside of the configured range will be blocked. The IP range restriction applies to users logging in Convo from any platform - web browser, desktop, iOS or Android app.


2. Go to Security > IP range restrictions. 3. In the From and To textboxes provide an IP range that you would like to restrict

from accessing the network. 4. Click Define range.

Set usage policy

Admins can set up a custom usage policy for Convo as per their company requirements. This policy needs to be accepted by users when they first login to Convo, or when any changes are made to the policy.

To set a policy:


2. Go to Security > Usage policy. 3. Enter policy in the textbox. 4. Click Apply Policy.

Set up two-factor authentication for all users

As an extra layer of security, admins can set up mandatory two-factor authentication (2FA) for their network. This will require users to provide an authentication code along with their password to sign in the Convo network.

When you set up mandatory 2FA, everyone in your network will be notified via email. Users will have a 24 hours to set up two-factor authentication. After 24 hours, anyone who has not yet enabled 2FA will be signed out as a precaution.

To enable 2FA for your network:


2. Go Security > Two factor authentication. 3. Click Activate mandatory two-factor authentication for your teammates.

To disable 2FA any time, click Deactivate mandatory two-factor authentication.

Single Sign On (SSO)

Admins can configure single sign-on (SSO) so that users can access their Convo accounts by signing into a central identity provider rather than keeping track of separate passwords.

Convo uses the industry standard Security Assertion Markup Language 2.0 (SAML 2.0), so you use SSO with any SAML-supported identity provider such as OneLogin and Okta.

To enable SSO authentication for your network:


2. Go to Single sign on. 3. Select Yes to Enable SSO. 4. Choose whether to make SSO optional or required. 5. Add the SAML 2.0 metadata xml you got from your identity provider. 6. Next, provide SAML 2.0 metadata xml to your identity provider. YOu can

Download Metadata if your identity provider supports metadata, or you can copy URLs to paste in your identity provider.

7. Click Save Changes.

SSO is not applicable to guest users.

Convo’s strong risk and compliance governance

Convo's Infrastructure Provider (AWS) is compliant to the following standards:

SOC 1

Service Organization Controls 1 (SOC 1) Type II report, formerly the Statement on Auditing Standards (SAS) No. 70, Service Organizations report (formerly referred to as the SSAE 16 report), is a widely recognized auditing standard developed by the American Institute of Certified Public Accountants (AICPA).

SSAE 16

The Statement on Standards for Attestation Engagements No. 16 (SSAE 16) is an attestation standard published by the Auditing Standards Board (ASB) of the American Institute of Certified Public Accountants (AICPA).

AT 801

Formerly SSAE 16 and the International Standards for Assurance Engagements No. 3402 (ISAE 3402). This dual-standard report is intended to meet a broad range of financial auditing requirements for U.S. and international auditing bodies.

ISAE 3402

The International Standards for Assurance Engagements No. 3402 (ISAE 3402) is the international standard on assurance engagements. It was put forth by the International Auditing and Assurance Standards Board (IAASB), a standard-setting board within the International Federation of Accountants (IFAC). ISAE 3402 is now the new globally recognized standard for assurance reporting on service organizations.

ISO 27001

ISO 27001/27002 is a widely-adopted global security standard that sets out requirements and best practices for a systematic approach to managing company and customer information that’s based on periodic risk assessments appropriate to ever-changing threat scenarios. In order to achieve the certification, a company must show it has a systematic and ongoing approach to managing information security risks that affect the confidentiality, integrity, and availability of company and customer information.

Hippa compliance

Convo supports HIPAA (Health Insurance Portability and Accountability Act of 1996 and HITECH regulations, as well as the ability to sign HIPAA Business Associate Agreements (BAAs) with customers. Convo is one of the few cloud-based enterprise communication providers that signs HIPAA BAAs, demonstrating our ongoing investment in enterprise security, compliance and control for our customers.

Custom requests for enterprise users

Upgrade to enterprise package

The Enterprise package provides additional features for large scale teams, such as single sign on, LDAP/Active Directory, Enterprise rollout support, eDiscovery and Domain merge. Companies on enterprise plan can also make custom requests for company specific solutions such as customizing Convo for your network, data export, user provisioning & domain merge.

Contact sales at [email protected] to upgrade.

Customize look and feel of Convo

The interface of Convo can be customized for Enterprise Users to match with your brand's identity. We can work with your team to ensure that your required branding and application theme is correctly visualized and implemented. All important elements of Convo can be customized. Some of these custom changes include:

The look and feel of the sign-up page on mobile and desktop apps. The look and feel of the sign-in page on mobile and desktop apps. Color themes. Header logos. Color options for common interface elements such as buttons, popup dialogs,

and drop down menus etc.

Data export and import

Data export is available to paid networks on request. Convo data is exported in XML format and files are exported in their original format. The data and files are exported to a .zip file.

Network admins can also request for data import to Convo from apps such as Yammer, Chatter and Slack. You can also choose to import all or some users and groups.

You can also setup integrations with over 700 apps such as Twitter, Gmail, Dropbox, Google drive, Office calendar, Office Onedrive, etc. that allow you to automatically pull information and activity from outside tools into Convo.

This helps you get real time updates of everything your team is working on, and use Convo's collaboration so that you do not have to switch between apps but have all your work in one organized workplace.

You can choose these integrations from an available Zapier integrations list as well as you can choose to integrate with apps using a conditional statement: if this then that, (IFTTT) recipes.

To set up integration with your most frequently used apps perform the following steps:

1. From the left hand menu click on Integrations under My feed to launch the Integrations page.

2. Click on the Add button for the app you’re integrating with. 3. Give login details to authenticate the app. 4. Add a Group to receive notifications from this app in Convo and Click Save.

Seamless transfer of existing users to a Convo network

Convo supports import of users from an existing network and identity systems.

Convo has a quick and easy process for transferring current users. You will require a one-time export from the incumbent application in any common format e.g CSV, XML, or JSON. This data will then be imported to the Convo network by our engineering support team.

In this way as much existing profile information as possible will be incorporated in the system making the user transition to Convo absolutely seamless. However, for security reasons, authentication or login credentials will not be imported.

Domain merge

For easier management of multiple company networks, Convo gives you the option of domain merge, an enterprise feature by which you can combine different domains onto a primary network. We link all the domains you own (example: acme.com, acme.co.uk, acmeapps.com) into a single network so when someone signs up with an email address on any of your domains, they will automatically be included in the same network. Similarly, you can also approve a set of email addresses within your existing network. Users with these email addresses will be added as full network members in your company network.

Priority Customer Support

As an administrator, you have access to 24/7 phone, email, and chat support. Feel free to send us any bug reports or feature requests, we love hearing from our customers!

Support requests sent by administrators of paid networks are automatically placed into a priority queue so we can address your questions as quickly as possible. Regular users of paid networks also have the privilege of priority customer support by having their support requests placed in a tier right below administrators.

We investigate support requests according to priority level and time of submission. You can expect an initial response within 24 hours.

Onboarding

We are dedicated to get your team up and running in no time. Even though Convo is an intuitive platform that users can pick up easily, we offer free support and training so that all early users can become experts and can learn how to get the most out of Convo.

Contact us

Here’s how you can reach out to us:

- Send us an email at [email protected] and we’ll write back. - Sign in to your Convo account and send us a chat message by clicking the

question mark icon on the bottom right corner. - Call us at +1-888-962-6686 (toll-free in U.S) to talk to a customer support agent.

For latest updates:

- Follow us on Twitter at @convo, - Convo on Facebook, - or get product news on the Convo blog.

fall 08 - convo€¦ · change your network name change your network logo add or remove network...

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