Allyant Clarity Administration

Administration

On this page: User Roles | Manage Users | Manage Licenses | System Configuration | Change Database | Clarity Service | System Log

Important Note:  The Administration Tab is only available to Org. Admins. (or Super Admins. when hosting Clarity on their server).  Some of the key functions in the Administration tab are described below.

User Roles

From the Administration tab, choose User Roles to go to the User Roles screen.

On this screen, choose the button to create a new role and/or view information about the roles that have already been created.

Use the “Roles per page” dropdown menu to choose how many roles to list on the current page.

Use the “Database” dropdown menu to choose which database(s) to view the roles for.

Use the “Search” field to search for specific roles.

The table below those options will display the roles that have been created (Role name), what Database(s) that role has access to, and other options (for example to edit or delete created roles).

Note:  Super Administrators, Organizational Administrators, and Application Users cannot be edited or deleted.

Sort the columns in the table by ascending or descending as needed.

Roles Defined

Super Administrator:  Super Administrators (Super Admins.) can create, see, and work with all Databases, Domains, Tasks, and Reports (regardless of who created them).

In addition, Super Admins. can also create other Super Admins, Organizational Administrators (Org. Admins.) and/or Application Users (App. Users).

If Allyant is hosting Clarity on our server for you, we will serve as the Super Admin.  If an organization is hosting Clarity on their own server then a person in that organization will fill this role.

Organizational Administrator:  Organizational Administrators (Org. Admins.) can create, see, and work with all Domains, Tasks, and Reports that they create and that are created by Application Users.  In addition, an Org. Admin. can see and work with any Domain, Task, and Report that was created by another Org. Admin. (or Super Admin.) and then shared.

Application User:  Application Users (App. Users) can create, see, and work with any Domains, Tasks, and Reports that they create or that are created by other users (including Admins.) and then shared.

Create New Role

On the Create New Role screen:

1. Provide a Role name
2. Set the “Scope” (database access)
   1. Current database
   2. Global (access to all databases)
   3. Specify database(s) – Use the dropdown menu to chose databases to provide access

In the first table, choose which tabs in Clarity people with this role should be able to access.

The “Page name” column lists the tabs in the toolbar in Allyant Clarity:  Domains, Checkpoint Configuration, Tasks, Manage Runs (not a tab in the toolbar – rather is found within the Tasks screen), and Dashboard.

Check the appropriate checkboxes to allow (or not allow) people with the new role to View, Create, Edit, and Delete things within those tabs.

In the Second table, choose Enable or Disable to determine whether or not users with the new role can access the items listed below.

1. License information
2. System Configuration screen/ options
3. Domain Pass/Fail Report
4. Advanced Overall Compliance Report
5. File Compliance Report
6. Overall Compliance Report
7. Domain Discovered PDFs Report
8. Domain Compliance Report
9. Clarity Service
10. PDF Producers Report
11. Sources and Verifications Tools Report
12. Status Report
13. Share With (to be able to share Tasks, Domains, and Reports created by users with this role)
14. View System Log

Use the “Create” button to create your new role after all of the settings and access choices have been made.

Use “Back to list” to return to the previous screen (without saving your changes).
Note:  If you choose “Back to list” you’ll get a redirect warning, telling you that you’re leaving the page and asking if you want to continue. Choose “Cancel” to stay on the Create New Role screen or “Redirect Anyway” to return to the User Roles screen.

Manage Users

This screen will list User Names, Full Names, and Roles for everyone who has access to Allyant Clarity.  In addition, Super Admins. and Org. Admins. can create new users, edit or delete users, and/or change user’s roles.

To create a new user, follow these steps:

• On the Manage Users screen, select the “Create New User” button.
  
• Enter the required information as requested on the Registration Form.
  The screenshot below shows the Registration Form with fields to enter a User Name, assign and confirm a password, enter the user’s first and last names and assign a role.
  Note:  While Super Admins. can create other Super Admins., Org. Admins. can only create other Org. Admins. or App. Users. You can also determine what database(s) the user will have access to.
  
• Choose “Register” at the bottom of the Registration Form.

Manage Licenses

The Manage Licenses screen provides product information (for example, if you need technical support).  Specifically, users can find their Product Key info, the Database Name, when the license was Activated, and the Maximum number of Users, Domains, and PDFs allowed.  Also indicated will be the license Status – Active or Inactive.

Reactivate or Upgrade

Choose the “Reactivate or Upgrade” button if you need to reactivate a license or upgrade it.  Fill in the form on the following screen providing the Database name, Customer name, and Product key.  Choose to activate by internet or email and then choose Save.

System Configuration

Clarity Configuration:

On this screen, change how long you have before Clarity times out when idle.  Change the time limit, if needed, and then Save.  Also, if you’re running Clarity on your own server, you’ll have the option to allow Clarity to scan local/ network folders.

Task Schedule Configuration:

On this screen, there are a number of options but for the basic user, we recommend keeping the default settings.  That said, if you would like to delete Historical Data (or change how much is saved by Clarity), check the checkbox near the bottom of this screen labeled “Delete Historical Data.”

When this checkbox is checked, then the “Keep Last” field becomes active and you can change the number of previous scans (Task Runs) that are kept.
(Note:  A warning will be displayed stating that “Enabling this option may affect the application’s performance while delete operations are in progress.”)

Change Database (Super Admins. Only – Hosting Clarity on Your Server)

When Super Admins. sign into Clarity, they are immediately brought to the Change Database screen.  If database(s) have already been created then choose the Database you want from the drop-down menu and then choose “Submit.”  If you need to create a database, continue to the next section in this guide.

Create a Database

If you are hosting Clarity on your organization’s server then people in the organization can have the role of Super Administrator.  (If Allyant is hosting Clarity for you then we’ll be your Super Admin.)  As a Super Admin., you may have to (or want to) create new databases from time to time (for example, the first time you login).  If needed, follow these steps to create a new database:

• Sign into Clarity as a Super Admin.
• In the Change Database screen, select the button to “Create new Database.”
  
• Fill in the required information as needed. The form fields are explained below the screenshot.
  
  • Database Name
  • Server Name:  The Machine Name and SQL Server instance name in the form of:  MachineNameSQLServerName.  (In most cases, this is the same as the value entered during setup for Instance name.)
  • Authentication Options: Important:  We recommend choosing the same option in this step that you used during the initial setup.
    • Windows Authentication:  If your organization doesn’t allow SQL Server Authentication then choose this option. (You needed to have chosen Windows Authentication during the initial setup, too.)
    • SQL Server Authentication:  Choose this option unless SQL Server Authentication is not allowed by your organization. If you choose this option, two more form fields will open:
      • Server Login – The User Name of the SQL server (not your Clarity User Name).
      • Server Password – Enter the SQL server Password (again, not your Clarity Password).
  • Require SSL Connection
  • Customer Name: – Your organization provided this to Allyant when purchasing Clarity. (If you’re not sure, select the Administration tab in the toolbar and then, from the dropdown, choose License Key.  The third column from the left is the Customer Name.)
  • Product Key:  This was provided in the delivery email at the time of installation and activation and is also available by going to the Administration tab in the toolbar and then, from the dropdown, choosing License Key.  The first column on the left is the Product Key.)
  • Activation Options:
    • Activate by Internet.  This is the preferred option.
    • Activate by email.  This option may be necessary due to firewalls and/or other security settings at your organization. If this is selected then additional fields will open as described next.
      • System Information:  This field will be auto-filled. Copy the number in the box and send it to Allyant Support (support@allyant.com).  They will then send you your Activation Key (the next field).
      • Activation Key:  After you send the System Information number to Allyant, they will send you back the Activation Key. Input that number in this field.
  • Allow Local/Network Folders:  This allows Clarity to search for PDFs on the server machine, intranet, etc. (as opposed to PDFs online).
• Select “Create.”

Why Create Multiple Databases?

Because Org. Admins. and App. Users are limited to only seeing Domains, Tasks, Reports, etc., within their own Database, large organizations may want to create multiple databases, so as to limit who has access to which one.  Consider this:  Organization A has three “silos” within it.  The Super Admin. can create three databases, one for Silo 1, a second for Silo 2, and another for Silo 3.  By sharing Silo 1’s database with only the Org. Admins. and App. Users who work in Silo 1, the people who work in Silos 2 and 3 can’t access the database for Silo 1.   Setting up the other silos in a similar fashion can result in:

• Ease of organization between silos.
• Increased privacy between silos.
• Decreased opportunity for one silo to accidentally edit or delete Domains, Tasks, Reports, etc., belonging to a different silo.

Clarity Service

Navigate to the Clarity Service screen to check the status of the server and to start or stop it, if needed.

System Log

Note: This is only available to System or Organizational Administrators.

1. Navigate to and select the Administration Tab
2. Choose System Log
   
3. Enter Date Ranges as needed
   
4. The table below the date ranges will display the following information:
   1. Log types, to include:
   2. Warning
   3. Error
   4. Information
   5. Details – About the error or exception that was thrown
   6. Date – When the error/ exception was encountered.

Additional Features

In the System Log table, as in other tables in Clarity, the data in the columns can be sorted “ascending” or “descending.”

Choose the “Entries per page” menu to change the number of errors (by range) that are shown on the page.  Options are 10, 25, 50, and 100.

Use the “Search” field to search for specific errors.  Use keywords or phrases as needed.

Select the “Print” and/or “Save” buttons to print or save the System Log information.