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Administrator's Guide to Managing a BusinessOptix Library

Greg Arens
Greg Arens
  • Updated

What is BusinessOptix?

BusinessOptix is a cloud-based business and process modeling platform that utilizes a suite of tools to analyze businesses processes and guide transformation.  BusinessOptix is used to capture and act as a central repository for your company processes and supports business process standard BPMN 2.0.  With a simple login ID, anyone in your company can view and suggest changes to business processes.

Why should your company subscribe to BusinessOptix?

The platform provides a repository of business  knowledge about the company processes.  It supports regulatory and compliance requirements by linking requirements and user stories to processes and activities.  BusinessOptix enables master data of processes, such as roles, systems, locations and compliance requirements to be stored in one place for governance and consistency. This repository of data allows companies to analyze the business from a process, role and compliance perspective.

What does this guide cover?

 

Access to the Admin section

An admin of a library can access their Manage portal by selecting the 'Manage' button located at the top right of the home page

The Manage Home Page is the start-point to point to access existing users/groups, to create new users/groups and to manage other setting.

managelibrary.jpg

 

Users

Once clicking the 'Manage' button, the admin will be presented with a user list of all the current existing users added to the library.

On the right side of the screen, the admin will be presented with all the Library management options. The options under the 'Actions' heading will change depending on what Library Management option is selected.

librarymanagetable.jpg

 

Manage Existing Users

On the user list, the admin is presented with an array of options:

manageexitingusers.jpg

1) Search - the admin is able to search with a users name

2) Edit - When an admin selects 'Edit', they will be presented with all the users details and properties that they can edit. 

  • Change users first/last name
  • Edit users email address
  • If user has been locked out after 3 failed attempts to login to their account, admins can unlock that user
  • Reset password or resend the welcome email
  • Assign users to groups
  • Edit the users license type
  • Check users login history

 Editing_user_info.jpg

3) Delete - an admin can delete users from the library

 

Add a New User

When heading back to the user list, the admin will see 3 options under the actions heading:

add_new_user.jpg

The admin can create a new user by clicking the 'Add New User' button. Once they have created a new account, that user will receive a welcome email to their email address.

The admin can also add users via CSV/Excel spreadsheet:

Add_Users_from_CSV.jpg

 First, the admin will need to choose the file from their documents, click 'Load file' and then once the file has been loaded, click the 'Add Users' button.  Admins also have the option to export the user list to CSV/Excel spreadsheet.

 

Access Controls

This page shows which folders and files can only be accessed by certain user groups. Once a folder has been set up here, only the user groups specified can access the folder and any sub-folders. Restrictions apply cumulatively. If a user does not have access to a folder then they can not have access to a sub-folder of it.

Restricting access to certain folders may stop Author users from being able to access the library or may cause unexpected behaviour. All users should at least have read-only access to these folders.  Note that if a user has read-only access to a folder, they will still be able to add comments to a model in that folder.

access_control.jpg

 

Groups

Groups are used to simplify restricting access to content in your library. Rather than assigning folders and files to specific users, they can be assigned to groups and then changing the members of the group will update all restricted folders assigned to that group.

 

Manage Existing Groups

The Admin group is a special group that gives access to these administrative pages and other functionality. It can not be deleted or renamed.  The page Groups shows the existing ones where you can edit or delete a group:

Groups.jpg

 

Add a New Group

Under 'Actions', the admin will see that they have the option to add a new group:

Add_Group.jpg

 

Customize Home Page

This page lets you customize the appearance of your library home page. You are able to customize/add/edit:

  • The Library name
  • A Welcome header
  • A Welcome message
  • A Header image
  • A PDF header image
  • Links

An admin can also use an external page to act as their home page for their library.

Settings

This page displays options that allow an admin to customize the behavior of their library.

settings.jpg

 

Importers and Exporters

An Admin can turn on or off certain importers/exporters for their library.

importerexporters.png

 

Comment Moderation

For all the comments in a library, admins are given the control over managing these comments. 

 

Styles

This page is used to define which styles will be used when the library automatically generates documentation for models. Different styles can be defined for different stencil types, along with a default style for any other stencils. The library uses the following rules to decide what style to use

  1. If the model has a style defined, that style will be used
  2. If a style has been defined here for a particular stencil type, that style will be used
  3. If a style with the same name as the stencil exists, that will be used
  4. If a default style has been defined here with no associated stencil type, that will be used
  5. If none of the previous rules have found a style, the Standard HTML/PDF style will be used

 

Unlock Models

An admin is able to unlock models that have been checked out by an author in the library. 

 

Verify

The Verify page displays all the verification issues that the Verify action checks against for an author. As default, all the issues displayed on this page are turned on.

An Admin can turn on/off certain issues from this section.

verify.jpg

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