Workspaces

A Workspace provides administrative functionality for ThinkTank Workspace Administrators to manage login, network, and other settings within a ThinkTank Workspace. The majority of ThinkTank Servers are comprised of only one workspace, and its general settings, details, and network data are located in the Admin Interface Workspaces screen.

  • The selected Workspace near the top of the screen is highlighted blue.
  • In the lower section, the General tab contains details of the selected Workspace in the lower section.
  • In the lower section, the Settings tab contains login and application settings.
  • In the lower section, the Network tab contains network configuration settings.

 

All of the general information for a Workspace can be changed with this tab: the name, description, contact, domains, etc.

To modify general settings in the Workspace:

From the top section, click on the row of the Workspace (generally, only one displays in this table). The selected workspace highlights blue. Modify any of the editable settings, and then click on Save.

  • Name is the name of the ThinkTank Workspace.
  • Description is a brief description of the ThinkTank Workspace.
  • Contact is the primary contact for the ThinkTank Workspace.
  • Domains are URL domains used by the ThinkTank Server.
  • License ID displays the license number used by the ThinkTank Workspace.
  • Administrator is the primary person who maintains and configures the ThinkTank Workspace.
  • Maximum Named Users displays the limit of account holders for the workspace as defined by the license.
  • Create Date is the date the Workspace was created.
  • Last Access is the last time the Workspace was modified.
  • License Start is the date the license was installed.
  • License End is when the license expires.

Workspace Administrators can modify workspace configuration settings in this tab: customized field settings, login details, and e-mail domains.

To modify workspace settings:

  1. Click the row of the Workspace you need to change to display it, and select the Settings tab.
  2. Modify the appropriate settings described below, and then click on Save.
    • Customized Field Name is a field that can be added to the information needed to create a session. The information in this field is displayed as a column in the Session Passes screen. This field is completely customizable and allows an administrator to define the name. If the field is left blank, it will not appear in the Session Passes tab of the Admin window.
    • Customized Field Required lets an administrator select whether the field is required (Yes) or optional (No).
    • Internal/External Field Required lets an administrator select whether to make the Internal/External field required (Yes) or optional (No). The field indicates whether the session was used internally or for a source external to the organization.

    Note: This field will be grayed out and set to 'No' if the Session Passes by Session license key is configured.

      • The Login Fields lets you select what information is required of Guests when they log in to ThinkTank. The options are e-mail, screen name, or both.
      • The Self-Management field, when enabled, allows users to create accounts for themselves and reset their passwords.
      • Default User Types indicate the default user account type that is assigned (Thinker, Leader, Workspace Administrator) when workspace administrators create new users.
        1. Thinker, who can join and participate in ThinkTank Sessions. Thinkers cannot create new Sessions or ThinkApps. In addition, Thinkers cannot upload Sessions and ThinkApps to the workspace. 
        2.  Leader, who can create new Sessions and ThinkApps as well as upload Sessions and ThinkApps to the ThinkTank workspace.
        3.  Workspace Administrator, who can add, edit, or delete ThinkTank account holder information within a ThinkTank Workspace.

    Note: Users assigned as Thinkers are required to successfully complete the Leading Collaboration (Session Leader) training course before they can create new Sessions and ThinkApps as well as upload Sessions and ThinkApps. For more information, visit the ThinkTank website.

    • Show Connection Lost Notification: By default, users will be notified when their connection to the ThinkTank server has been lost. The notification provides options for the user to either wait for the connection to be restored or work offline when the connection has been lost.
    • Show Connection Restored Notification: By default, this setting is disabled, and no 'Connection Restored' notifications will display for users in ThinkTank when connections are lost and then restored. This message can appear quite frequently, for example, when a computer switches IP addresses, so this message is disabled by default.
    • Default Session Pass Type specifies the Guest session pass type as 1 pass per day/per user or 2 passes for 30 days of unlimited access. If set to none, each guest is allowed to access the session for a maximum of 4 hours.
    • Allow Pass Type Override specifies whether a Leader can select the session pass type each time a session is created. If set to no, the Leader is not presented with the option to select a session pass type during session creation.
    • # Passwords Retained indicates the number of previous passwords that are retained in the Account Holder's password history. For example, if set to 12 (default value), the 12 most recent passwords used by Account Holders cannot be re-used when they change their passwords. If no value is specified in this field or if the value is set to 0, no password history is retained. You must specify a one- or two-digit integer, such as 5, 10, 15, 25, up to 99, in this field. Account Holders cannot reuse Workspace Administrator-generated passwords, either, as these are also included in the total count of # Passwords Retained.
    • Password Expiration # Days indicates the how often, in number of days, that Account Holders are required to change their passwords in the ThinkTank workspace. This value defaults to 90 days. If set to "0", no password expiration will be enforced.
    • Password Reminder # Days indicates the number of days prior to expiration that Account Holders will see reminder messages indicating their passwords will soon expire. This value defaults to 15 days.
    • E-mail Domains are the Account Holder e-mail domains accepted by the ThinkTank Server.
    • Client Site Authentication indicates if Account Holders will be able to access the Client Site Training Library. The setting Automatic provides Account Holders access to the Client Site. Changing the setting to Off disables access to the Client Site.
    • Client Site URL displays the default or current site address for the Client Site Training Library and allows the Administrator to specify a different site. If no URL is specified, users will not have access to the Client Site. To configure access to the Client Site, enter the following URL: http://groupsystemsclient.com into the Client Site URL field.
    • Prevent Guest Login lets administrators restrict how Users log in to ThinkTank. This helps prevent Account Holders from using Session Passes reserved for Guests.
      1. Never is unrestricted and means that any user with an e-mail address may log in as a Guest.
      2. If e-mail address belongs to an account prevents Account Holders from joining a session as a Guest. If a user enters an email address tied to an account to login as a Guest, he or she will receive an error message and be asked to login as an Account Holder.
      3. If e-mail domain belongs to this Workspace specifies that if Users enter an e-mail address ending with a domain listed in the E-mail Domains, then those Users will be asked to login as Account Holders or to create an Account.
    • Support Email Recipient indicates the default technical support email to which support requests are sent.
    • Encrypt GSMLs encrypts the data within ThinkTank Session GSML files that are uploaded/downloaded to/from the workspace.
    • Encryption Key allows administrators to specify the encryption key when the previous 'Encrypt GSML' setting is enabled.
    • Account Inactivity Limit (days): Workspace Administrators can limit the number of days that users can remain inactive (not log into ThinkTank). By default, if a user hasn't logged into ThinkTank within the last 31 days, the account will be disabled. Workspace Administrators can assign a different value as required by their respective organizations. If this value is set to 0 or left blank, no account inactivity limit is enforced.
    • Restrict # Of Unsuccessful Login Attempts: Workspace Administrators can restrict the number of unsuccessful login attempts by assigning a numeric value in this field, which defaults to 5. If this value is set to 0 or left blank, no restriction to the number of unsuccessful login attempts is enforced. If a user exceeds the maximum number of login attempts, a notification displays for the user, indicating the account has been locked and to contact the administrator. When this occurs, the Workspace Administrator must reset the user's password from the Workspace Users screen to unlock the account.
    • Legal Disclaimer: If your organization requires a legal disclaimer, terms of use for unauthorized access, etc., to be displayed before users log in, Workspace Administrators can insert text in this field. This text updates on the Login screen immediately after you click on Save in the Workspace Settings screen and will display below the login fields.
    • Show Learn ThinkTank Home Row, which defaults to Yes, displays the Learn ThinkTank row in the Home screen. This row contains ThinkTank case studies and videos. Select "No" to hide this row in the Home screen.
    • Show Screen Name, when enabled (Yes), the Account Holder's screen name is displayed to the left of the Session ID, near the ThinkTank title/brand bar. The screen name will also display instead of the user name in the roster/Thinkers tab as well as in reports.
    • Complex Session Passkey allows Workspace Administrators to optionally apply session passkey complexity requirements for the workspace. The default setting is No, so it is disabled. When this setting is enabled (Yes), the following session passkey complexity requirements apply:
      • Passkeys must be at least 8 characters in length.
      • Passkeys must contain at least one digit.
      • Passkeys must contain at least one lower case character.
      • Passkeys must contain at least one upper case character.

      Note: Session complexity rules will apply to Sessions created after this setting is enabled. If Leaders or Workspace Administrators attempt to create a session with a passkey not meeting the requirements outlined above, a notification will appear for them, indicating the complexity requirements.

    • Show What's New Popup is enabled by default and will display important popup messages in ThinkTank that inform end users about newly implemented features and functionality. The user can dismiss these popup notifications after the popup displays, as the messages only appear once after a new version of ThinkTank is detected upon login.
    • Workspace Contact Email allows you to enter the email address for the Workspace Administrator. This email address will be displayed in a 'Certification Required' notification if Thinkers attempt to create new sessions or ThinkApps without first completing ThinkTank, Inc.'s Leader training.
    • User Expiry Message displays a specific message for Account Holders when their accounts have exceeded the Account Inactivity Limit (# Days) assigned above. By default, the message notifies the Account Holder that the account has been disabled due to inactivity and to contact the Administrator to reactivate the account. However, the Workspace Administrator can customize the message as necessary to provide more specific instructions.

     

The Network tab contains HTTP, connection and Active Directory settings. To view network configurations, click the row of the Workspace to select it and click the Network tab. To modify configurations, make any changes needed, and click Save.

  • HTTP Long Poll Mode specifies if the HTTP Long Mode is Disabled, On, or Automatic. HTTP Long Poll mode provides instantaneous updates, and it is the better choice for receiving updates. Some browsers like IE7 and IE8 do not support HTTP Long Poll, and the Automatic setting will detect your browser type and set your poll mode. This is the default setting. You may want to select Disabled if your network has proxy servers or firewalls that disrupt HTTP communications.
  • HTTP Long Poll Timeout specifies the amount of time the connection with a proxy server is left open until a response is received from the application server. If this value exceeds the HTTP long poll timeout assigned on a load balancer or proxy server, ThinkTank may constantly refresh during a Session. By default, the ThinkTank HTTP Long Poll Timeout is set to 55 seconds, and this value must be less than the HTTP long poll timeout setting on the load balancer (or proxy server).
  • Poll Interval is the amount of time between polls is if you are not using HTTP Long Poll mode.
  • Login Page specifies a customized or external login page for your organization.
  • Logout Page specifies a customized or external logout page for your organization.
  • Maximum Connection Time limits the amount of time that a user can remain connected to a ThinkTank server. The duration should be in the format 3h 15m, or if you do not want this limitation, type disabled in the field.
  • Session Inactivity Timeout disconnects a user after they have been inactive for the specified amount of time. The duration should be in the format 3h 15m. If you do not want this limitation, type disabled in the field.
  • Active Directory Authentication enables Active Directory Authentication for the ThinkTank server. Authentication should be enabled to delegate authentication. If Authentication is disabled, the username and password information is stored inside ThinkTank. Authentication should be set to Enabled to specify the following fields:
    • Active Directory Server Address specifies the hostname or IP address of the server where the Active Directory Service runs.
    • Active Directory Server Port lets administrators specify the port.
    • Active Directory Domain is the domain network under which the Active Directory Service runs.
    • Active Directory Login is the bind DN (Distinguished Name) from LDAP. Once a user for ThinkTank is in Active Directory, the DN for the ThinkTank user account can be added here.
    • Active Directory Password is the password for the ThinkTank user within Active Directory.
    • Active Directory Search Base describes where inside Active Directory it should look for users.
  • Advanced Reporting URL is the URL address of the Advanced Reporting feature, if the Advanced Reporting license is configured.

Disabling links turns off the ability for ens Users to add links in the Documents and Instructions tab. Selecting "No" disables the functionality, while "Yes" enables the ability to attach links.

 

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