Accessing Portal Administration
Portal users with Administrator access can click the Administration tab on their Collaboration Portal Home Screen.
The Administration tab opens to the System Configuration screen.
Within the Administration folder, you will find System Configuration, System Administration, Security, Organization Setup, and Jobs configuration pages. See the following sections for details on each.
System Configuration
The System Configuration page allows Administrators to configure the topics listed below. Access System Configuration by navigating to Administration > System Configuration.
The following subsections cover each component of the System Configuration page.
Application Templates
Open the Application Templates page (Administration > System Configuration > Application Templates) to view and edit email templates used in Collaboration Portal.
To make changes to an application template:
Select the template, then click Edit Application Templates.
The Edit Application Template screen appears. From here, you can rename the Email Template and/or set the Email Subject.
In the main text field, edit the content of the email body.
Make sure to click Save when you’re finished.
Correspondence Configuration
The Correspondence Configuration page has options to configure allowed Correspondence formats. Use the checkboxes to indicate which file formats should be available when uploading an attachment to the Correspondence Log of a request.
Make sure to click Save when you’re finished making changes.
Document Review Flags
You can view the list of system Document Review Flags and add/remove flags in Administration. Navigate to Administration > System Configuration > Document Review Flags.
To make changes to an existing flag, click its title. The Document Review Flag Details screen opens. Here, you can change the flag title or mark it active/inactive using the Active checkbox. When you’re finished, click Save.
Email Templates
Collaboration Portal includes several built-in email templates to alert users when certain events occur in the system.
Open the Email Templates page (Administration > System Configuration > Email Templates) to access system email templates.
Template | Description |
Program Office Notification of Portal User ID | Notification sent to the Program Office contact when an account is created for that office; includes the user login ID. |
Password Information | Notification sent to the Program Office contact when an account is created for that office; includes the login password. |
Forgot Password | When a portal user forgets their password, this notification is sent with a temporary password. |
Forgot Password Identification Code Notification | A security token provided with a Forgot Password request. The code is only valid during the current session. |
Consultation Assignment Notification | Notification sent to the Program Office contact when a consultation assignment is sent to the portal. |
Request for Documents Assignment Notification | Notification sent to the Program Office contact when a request for documents assignment is sent to the portal. |
Request Message Notification | Notification sent relating to request messages. |
Deactivated Reason | When a user account is deactivated, this message is sent to their email stating the reason for the deactivation. |
Completed Task Notification | Notification sent when a task is completed in the portal. |
Message Notification to AX | Notification sent to AX when a message is logged on a request. |
Message Notification to Portal | Message sent to portal user email when a message is sent to the portal from ATIPXpress. |
Receipt Confirmed | Notification sent to the originating office when a request is received in the portal. |
OTP Notification | Notification sent when a user requests a one-time passcode. |
Request for Documents Task Deletion | Message sent to user when a document is removed from their assigned RFD Tasks. |
Consultation Task Deletion | Message sent to user when a document is removed from their assigned Consultation Tasks. |
Edit an Existing Email Template
To make changes to an email template:
Select the template, then click Edit Templates.
The Edit Email Template screen appears. From here, you can rename the Email Template and/or set the Email Subject.
In the main text field, you can edit the content of the email body.
NOTE: Click Insert Fields to add a field that will auto-populate based on the request data, such as the Request ID or Sender Last Name.
Click Save when you’re finished.
Error Message
You can customize the text that appears when a Collaboration Portal user encounters an error. Navigate to Administration > System Configuration > Error Message. The Error Message Configuration screen opens.
Enter the message you’d like to appear along with the system error message in the (A) Error Message field.
In the (B) Email Address and Email Body fields, enter the email address(es) that should receive error messages from the system and the message content.
When you’re finished, click (C) Save.
Find and Redact Patterns
Review and edit the Find and Redact Patterns used by Collaboration Portal in the Find and Redact Patterns page of the Administration folder.
Create a Find and Redact Pattern Link
To create a new pattern, navigate to Administration > System Configuration > Find and Redact Patterns.
Click New.
The New Find and Redact Pattern window appears. Enter the (A) Pattern Name. Click the (B) Active checkbox if applicable.
Next, configure the Pattern Expression. Use the radio buttons to select a Character class and Repetitions, then click Insert to add the character.
When you’re finished, click Save.
Edit an Existing Find and Redact Pattern
To edit an existing Find and Redact Pattern, navigate to Administration > System Configuration > Find and Redact Patterns.
Select the pattern you’d like to change, then click Edit.
The New Find and Redact Pattern window appears. Enter the (A) Pattern Name. Click the (B) Active checkbox if applicable.
Next, configure the Pattern Expression. Use the radio buttons to select a Character class and Repetitions, then click Insert to add the character.
When you’re finished, click Save.
Help Links Configuration
The Help Links Configuration page is where you can create and edit help links.
Help links are the options available in the application Help drop-down menu, as shown below.
To create a new help link, navigate to Administration > System Configuration > Help Links Configuration.
Click New.
The New Help Link window appears. Enter a (A) Display Name, the text that will appear in the drop-down menu. Then, select a (B) Type, either URL or Attachment. Depending on your selection, you will be prompted to add the URL or attach the file. Note: You can only add PDFs as help link attachments.
When you’re finished, click (C) Save to create the new help link. Once you’ve closed out of the window and refreshed the application, the help link will appear in the Help dropdown menu.
To edit an existing help link, navigate to Administration > System Configuration > Help Links Configuration.
Select the help link you’d like to change, then click Edit.
The Edit Help Link window appears and you can make changes to the Display Name and URL/Attachment. Click Save when you’re finished.
To delete a help link, navigate to Administration > System Configuration > Help Links Configuration.
Select the help link you’d like to remove, then click Delete.
Click OK in the confirmation box. The list of help links will refresh, and the deleted link will be removed from the drop-down menu.
Technical Support
On the Technical Support page, Admin users can customize the Technical Support Link found on the Collaboration Portal Home Page, shown below.
The Technical Support page details can be modified if you’d like to instruct users to call your agency administrator, rather than casepoint support.
NOTE: casepoint technical support is dependent on your agency maintaining active software maintenance and customer support agreements. Support agreements are required for responding to “how-to” questions and customer premise infrastructure-related issues. Maintenance agreements are required for software version updates, service releases and software-related issues.
The application includes a default Technical Support template setting, shown below.
If you’d like to modify the content, select the Use Custom Defined Content radio button.
You can use the (A) toolbar to edit the (B) page content. When you’re finished making changes, be sure to click Save at the bottom of the page.
System Administration
Global Address List Settings
The Global Address List Settings page (Administration > System Administration > Global
Address List Settings) includes fields related to LDAP configuration. You can configure the LDAP URL, LDAP User Name, LDAP Password, and Global Address List Limit. When you’re finished making changes, click Save.
Scheduler Configuration
On the Scheduler Configuration page, you can view and edit scheduler jobs. Click the X (Remove column) to remove the job from the system. To add a job back to the system, use the drop-down menu and click Add New Jobs. You can also change the number of Instances.
When you’re finished making changes, click Save.
System Jobs
Administrators can view system jobs on the System Jobs page (Administration > System Administration > System Jobs).
To edit a system job, click the Job Name or select the job you’d like to edit and click Edit. The Job Information page opens, where you can customize certain job details including the description.
Make sure to click Save when your edits are finished.
System Settings
The System Settings page of Administration contains miscellaneous system configurations including SMTP settings, the application URL, and more.
The following table includes a description of each section. After you’ve made changes, make sure to click Save.
Ref | Name | Description |
A | Locations | Configure a disk location for storing and retrieving Correspondence, Documents, and Temp files. |
B | Mail Server Address | Provide the SMTP Mail Server address, and the Port number for your email server. |
C | PNG Cache Management | Set the PNG Cache Limit, measured in gigabytes, and the frequency (measured in days) at which the PNG Cache is cleared if not accessed. |
D | General Settings Information | Configure the Application URL, Application Title, and Application Email as needed for your organization. Note: If configured for HTTPS on the ATIPXpress Administration side, this application URL must also be configured for HTTPS. |
E | General Settings Information – Document Management | Check this box to enable Document Management |
Security
The Security page allows administrators to manage the system security settings. To access the page, navigate to Administration > Security.
Audit Log
In the Audit Log section (Administration > Security > Audit Log), administrators can access two Audit Logs: session and user action. Each is described in the following subsections.
Session Audit Log
The session audit log logs all user sessions, including the IP of the workstation where the portal was accessed and the access times. To view the Session Audit Log, navigate to Administration > Audit Log(s).
Use the Filters to search for users using the First Name, Last Name, or Login From dates, then click Search to display matching results.
User Action Log
The user audit log tracks user actions in the application. To view the User Audit Log, navigate to Administration > Audit Log(s).
Security Configuration
The Security Configuration page includes various settings related to logins, session timeouts, and other application security features. The following table outlines each of the fields. Be sure to click Save after making changes to this screen.
Field | Description |
Passwords Never Expire | Select this checkbox to prevent user passwords from ever expiring. |
Passwords are valid for X days | Enter the number of days a user’s password is valid before expiration. |
Remind user X days before password expiration | Enter the number of days before the user’s password expires that they should be reminded to reset their password. |
Do not allow reuse of last X passwords (including current) | Enter a number of previous passwords to disallow reuse of when changing a password. |
Passwords can contain up to X repeating characters | Enter the maximum number of repeating characters allowed in user passwords. |
Minimum password length | Enter the minimum length required for user passwords in characters. |
Password must contain at least X uppercase letters | Enter the minimum number of uppercase characters required in the password. |
Password must contain at least X lowercase letters | Enter the minimum number of lowercase characters required in the password. |
Password must contain at least X special characters | Enter the minimum number of special characters required in the password. |
Password must contain at least X numeric characters | Enter the minimum number of numeric characters required in the password. |
Login fails after X invalid login attempts | Enter the maximum number of unsuccessful logins a user is allowed before their user account is locked. |
Session time-out after X minutes | Enter in minutes the time a user can be inactive in their current session before the session times out and the user is logged out. |
Alert user X minutes before session expires | Enter in minutes the amount of time before session termination that the user receives a timeout alert. |
Require Temporary Password Update after login | Select this checkbox to require any user logging in with a temporary password to update their password after login. |
User Account Inactivation | Checked to denote an inactive user. |
Inactivate user account after X days of inactivity | Enter the number of days a user account is inactive before it is formally inactivated in the system. |
Send inactivity notification X days prior to inactivation | Enter in days the amount of time before inactivation that a user should receive an inactivity notification email. |
Deleted user login can be reused X days after deletion | Enter the time period (in days) after which a deleted user’s login can be reused. |
Restrict using numeric at beginning/end of the password | Check this to restrict use of numbers at the beginning and end of Collaboration Portal passwords. |
Separate Database Error Log from Application Error Log | Check this box to separate the Database Error Log from the Application Error Log. |
Enable Audit Log API | Check this box to enable Audit Log API. |
Send User Account Update Notifications | Check this box to enable user account notifications. When checked, another field appears where you can include the email address(es) to receive these notifications. |
Enable Multi-factor Authentication | Check this box to enable multi-factor authentication (MFA). When checked, a drop-down field appears where you can select a notification type. |
OTP expires in X minutes | Enter the number of minutes the OTP will be active before expiration. |
Organization Setup
You can make changes to user accounts, configure organization information, and more on the Organization Setup tab in Administration.
Enterprise
On the Enterprise page (Administration > Organization Setup > Enterprise) you can update organization contact details, customize the appearance of the Collaboration Portal, and set certain system messages.
The Enterprise tab is split into a few sections, described in the following subsections.
Organization Information
Here, you can update your organization’s contact information and addresses. Make sure to click Save before closing.
Banner
You can add a banner and some header text on the Banner tab. They will display in the top left corner of the Collaboration Portal.
To add a banner image, click (A) Add Banner and upload your file. To add header text, use the (B) Header Line fields.
When you’re finished making changes, click (C) Save.
Logo
Use the Logo tab to add a logo to Report headers, invoices, and the Collaboration Portal login page.
Click (A) Add logo to upload your image. You can also use the (B) radio buttons to select whether you’d like the logo to appear on the Login page. When you’re finished, click (C) Save.
NOTES:
Recommended logo dimensions are 120 x 120.
Supported file formats are .jpg, .gif, .jpeg, and .svg.
Disclaimer
Edit the disclaimer that appears when users first access the Collaboration Portal on the Disclaimer page. Click Save when you’re finished making changes.
System Notice
If you need to display a system-wide notice, such as to alert users about a scheduled maintenance outage, you can configure it on the System Notice tab.
First, set the date you’d like the message to (A) Display Through. Then, enter the (B) message content in the text box. When you’re done, click (C) Save.
Consultation Instructions
On the Consultation Instructions tab, you can configure the text that appears on Consultations.
Make sure to click Save when you’re done.
RFD Instructions
Lastly, on the RFD Instructions tab, you can configure the text that appears when making a
Request for Documents in Collaboration Portal. Make sure to click Save when you’re done.
Users
On the Users page (Administration > Organization Setup > Users) you can view and manage Collaboration Portal accounts.
To search for specific user, enter (A) Search Criteria, then click (B) Search. The search results will display in the (C) Users list.
To edit a user account, click the Last Name in the list, or select the user and click (D) Edit. The Edit User page opens where you can add/change/remove the user’s account details, including their personal information and login. Click Save.
Jobs
Administrators can access Collaboration Portal jobs via Administration > Jobs. This includes Find and Redact jobs, Save to Disk jobs, Add Documents jobs, and more.
All Jobs
Navigate to Administration > Jobs > All Jobs to view a full list of Collaboration Portal jobs.
You can use the Filter options to narrow the results to only include specific status, scheduler, user, and/or job type. After entering your filter criteria, click Refresh. Click the Status line to view further details about the job. You can also download a job’s files (when applicable), or remove it from the list.
Email Log
For a full list of Collaboration Portal emails, you can navigate to Administration > Jobs > Email Log. You can use the Filters to limit the results to a specific subject, sender, receiver, etc. Click Seach to update the list based on your filter.
To learn more about a specific email, select the email from the list and click View Email Details.
Failed OCR Jobs
The last page in the Jobs Administration tab is Failed OCR Jobs. Here, Administrators can view a list of failed OCR jobs and retry them if needed.
