# MangoApps Guides Home Comprehensive Help Guides for Every MangoApps User
User Guide/spaces/-LjKTG8tJVFEuapHmLNC/files/NgnidCb23vkGIVs1Reog
Administrators Guide/spaces/-Lclpq021Ai9jH1_X4gO/files/26JtZBzJvdX8oICdAXW4
Integrations Guide/spaces/-LjKbJ2ssjhlUZRcGOXW/files/Z2nzDiyO5qtwmj69dLoR
Learning Management System Guide/spaces/-MOrN-GvPliD0J-0qnH-/files/OHJfQcBEmmYzzlMDkAVV
AI Assistant and Studio Guide/spaces/ler8efF6dRPhC6skcFIU/pages/HOIJmjjWJAJUDTuPkXvA/files/HqBfJaQikz8iTLBVwnKM
MangoApps Messenger Guide/spaces/-LjKeqZjMzBbs9zhZdkH/files/oB30pO6ZFgOw8ewl8MKj
iOS and Android Mobile Apps Guide/spaces/-LjKhTvSCIGysx3lsswW/files/mt0Q9YIFATQo40ma8GbG
Mango Recorder Guide/spaces/AfmC8pcmDX0AfHtJAhiJ/files/P0zffCZibBknp4n55puk
Getting Started with Mango Workplacehttps://guides.mangoapps.com/mangoapps-workplace-guide/files/SbIZsEv9fRCfNgFMNdto
# MangoApps Admin Guides Get step-by-step instructions and see our full feature documentation for the Admin Portal. #### Manage your work hub with ease Our administration portal balances deep security & analytics with a straightforward, company-branded interface that requires no technical background.\ ‍
#### Admin Tools Own your experience with powerful admin tools Don’t rely on IT to update your domain. MangoApps’ admin dashboard balances user-friendliness with feature depth, so you can feel confident managing your hub and providing a great user experience. * MangoApps offers a variety of onboarding resources, so your admins have everything they need to get started. * Make your domain truly yours with white labeling and custom templates that bring your brand’s image to life. * Measure user activity with ROI dashboards and usage reports. #### Accessibility Ensure access from everywhere for everyone No need to second guess whether colleagues are receiving relevant information. With MangoApps’ wide variety of accessibility features, rest assured that all your colleagues are up to date. * Web, desktop, & mobile apps reach everyone, plus email, SMS & push notifications allow users to receive information in their preferred way. * Available in 8 languages at the system level, with inline content translation to over 100. * Text-to-voice and video captioning ensure inclusion. #### Community Connect, meet & share with other customers With MangoApps, you don’t get left in the dark after implementation. Because customer satisfaction is our number one priority, the MangoApps Community Portal (MCP) is here to ensure our clients a successful and fun MangoApps experience. * Give feedback and suggest ideas, then see them come to life within the MCP. * Master MangoApps best practices with experienced MCP members. * Continuously discover MangoApps features with in-depth learning courses. #### Security Keep your data safe with ironclad security features As intranet & communications are the front doors to your company’s data, we have a special responsibility to keep it safe and secure. Powered by AWS cloud, we’re able to service all types of security needs - from heavily regulated industries to small, simple deployments. * Flexible 2FA authentication settings ensure that we can fit right in with your provisioning setup. * Easy administration tools, such as bulk device/account management and custom admin roles, save you time. * Auditable data logs, DLP, eDiscovery, and more meet advanced compliance & enterprise security needs.
# Admin Portal Navigation Bar ### Overview The **Admin Portal Navigation Bar** in MangoApps provides quick access to essential admin tools and resources. Located at the top of the admin portal interface, it allows administrators to easily search, navigate, and manage system settings and help options.
The navigation bar spans the top of the admin portal and contains additional options. *** **Search Bar**: Allows you to quickly search for settings, users, modules, or documentation within the admin portal. **Help Dropdown**: Click the **Help** icon to access: * **Report a Problem**: Submit technical issues to the MangoApps support team. * **Send Feedback**: Provide feedback on your experience with the MangoApps platform. * **Setup Wizard**: Launch the setup wizard to configure your admin account. * **Latest Release Notes**: View the most recent product updates and feature enhancements. * **About MangoApps**: Learn about the current platform software version. [**Recommendations**](https://guides.mangoapps.com/admin-guide/admin-portal-navigation-bar/recommendation): View suggested actions or settings based on your current portal usage. **User Portal Link**: Jump to the end user interface portal. **Admin User Profile**: Sign out of your current session or all active sessions. If you have access to alias accounts, you will also see an option to switch between them. # Recommendations ### Overview Recommendations are best practices suggested by MangoApps to help domain admins boost engagement and drive adoption within their domain. You can access these suggestions by clicking the **Recommendations** link in the top navigation menu.
Each recommendation is carefully curated based on MangoApps’ extensive experience implementing solutions for over 200 enterprise customers. Once a recommendation is implemented, it will **no longer** appear in the active list. If a recommendation is declined, it will be moved to the **Declined** tab for reference.
*** ### Increase Adoption These recommendations focus on encouraging more users to regularly access and explore MangoApps: * **Launch campaigns** like monthly newsletters via email and SMS to keep users informed and engaged. * **Add an SSO widget** to streamline access to enterprise apps without requiring repeated logins. * **Promote the native mobile apps** to ensure more users stay connected on the go. * **Encourage installation of the Recorder app** for easy video and screenshot sharing. *** ### Increase Engagement These actions are aimed at boosting user interaction and participation within the platform: * **Enable levels and badges** to gamify the experience and reward active users. * **Run regular surveys** to gather feedback and foster two-way communication. * **Set the posts widget to Hero view** to highlight key updates on the landing page. *** ### Increase Findability Improve content discoverability by **adding popular tags** to relevant items, making it easier for users to find what they need. When the [**Auto-detect & recommend tags**](https://guides.mangoapps.com/admin-guide/module-settings/files/settings#image-analysis) setting is enabled in your domain, MangoApps uses AI/ML to analyze uploaded images and suggest relevant hashtags. These recommendations appear in the **Increase Findability** section of the admin portal to help improve content discoverability. For more information on how this works, click [here](https://guides.mangoapps.com/admin-guide/admin-portal-navigation-bar/recommendations/increase-findability). *** ### Decline Recommendations The **Declined Recommendations** tab displays all recommendations that have been marked as *Declined* by any domain admin. This list is shared across all admins, meaning every admin sees the same declined items, regardless of who made the decision. Recommendations are sorted with the most recently declined at the top. Admins also have the option to **Delete** a recommendation, which will permanently remove it from the list. # Increase Findability ### Overview When the [**Auto-detect & recommend tags**](https://guides.mangoapps.com/admin-guide/module-settings/files/settings#image-analysis) setting is enabled in your domain, MangoApps uses AI/ML to analyze uploaded images and suggest relevant hashtags. These recommendations appear in the **Increase Findability** section of the admin portal to help improve content discoverability.
{% hint style="info" %} All domain admins can view and take action on these recommendations from the admin portal. {% endhint %} Each recommendation includes the following details: * **Date**: When the image was uploaded * **File**: Name of the image * **Uploaded By**: User who uploaded it * **Team**: The team where the image was posted * **Hashtags**: All recommended hashtags *** #### Available Actions: * **Apply**: Applies the recommended hashtags to the image * **Delete**: Deletes the tag recommendations * **Apply All**: Applies hashtags to all listed image recommendations * **Delete All**: Deletes all recommendations. These cannot be recovered. {% hint style="info" %} Notifications are sent **only to the uploader** of the image when a new hashtag is applied. {% endhint %} # Home ### **Overview** The Home module in the admin portal offers a centralized hub for managing key administrative tasks. It includes the Dashboard for monitoring activity and metrics, Invites for managing user onboarding, Approvals for handling access requests, and Logs for tracking user activities. Additionally, the Trash Can allows recovery of deleted items, while the Exported Data section facilitates data export for analysis and backup. This module ensures efficient oversight and streamlined administrative processes. **Dashboard** The Dashboard provides an overview of key metrics and activities within the admin portal, including user activity, system alerts, and recent updates. It's designed to offer a quick snapshot of the portal's health and performance. **Invites** The Invites section allows admins to manage pending user invitations, including sending reminders and resending invites. This helps ensure that all users have received and can act on their invitations. **Approvals** The Approvals area is where admins can manage pending approval requests for various actions within the portal, such as user registrations and content submissions. **Logs** Logs provide detailed records of user activities and system events. This includes audit logs, user access logs, security logs, and more, helping admins monitor and troubleshoot issues. **Trash Can** The Trash Can feature enables users and admins to recover deleted items. Items can be restored or permanently deleted based on domain-wide content preservation rules. **Exported Data** The Exported Data section allows admins to manage and access data exports from the portal. This can include user data, activity logs, and other critical information for analysis and reporting. # Dashboard Network admin's home page ### Overview The Admin Portal Dashboard in MangoApps is a central hub for administrators, providing an overview of your company and account information. Admin Portal > Home > Dashboard *** ### **Your Company Info** To update information in this section, click the **Edit** button next to the section header. **Company Name**: Displays the registered name of your organization. **Company Address**: Shows the official address on file. *** ### **Your Account Info** This section provides detailed information about your company's MangoApps account. **Product**: Displays your MangoApps subscription type. **Network Users**: Indicates the total number of registered users in your organization. {% hint style="info" %} **Network user:** Users with your company's email address. For example - <_jane.doe@acme.com>, , etc.\_ Network users count towards your monthly or yearly subscription. {% endhint %} **Guest Users**: Shows the total number of guest accounts. {% hint style="info" %} **Guest user:** Users with an email address that does not belong to your company. For example - <_jane.doe@gmail.com>, , etc.\_ Guest users can be invited to a group or project by admin or team members. These guest users typically do not have access to information outside of the project or group they belong to. {% endhint %} **Active Since**: Lists the date your organization first activated MangoApps. **Data Center**: Specifies the type of data storage setup (e.g., Private Cloud/On-Premise). **Storage**: Shows the used and total storage capacity (e.g., 24.8 GB used out of 300 TB). *** ### **Helpful Resources** The right-hand panel offers quick links for assistance: * **Write a Review**: Contribute your feedback via trusted platforms like Gartner and G2 Crowd. * **Need Help?**: * Access the Admin Guide. * Refer to the User Guide. * Contact support via email: . * **Become a Partner**: Learn about the [MangoApps Partner Program](https://www.mangoapps.com/partner) for referrals or reselling. # Pending Invites Pending invitations to accept for new user invites ### List of Pending Invitations The **Pending Invites** tab in the MangoApps Admin Portal allows network admins to manage user invitations effectively. Admins can manage accepting and declining pending invitations, as well as adjusting the routing of invitations.
{% hint style="warning" %} The Invites tab will **NOT** display if you do not have any pending invites to your domain. {% endhint %} *** ### Notifications for Pending Invites When a network user invites another user to the domain, an email and notification are triggered. **Notification:** Click the Notifications bell icon to see the notification. ![](/files/tCjsUbAbVxgP5HMhzNKa) **Email:** Check your inbox to view the approval request email. {% hint style="info" %} Notifications (**User Portal > Change My Settings > Notifications Settings > In-app & Email**) in the notifications list is dependent on the settings adjusted in the User Portal for each user. {% endhint %} *** ### Accepting a Pending Invitation From the Admin Portal To accept a pending invitation: 1. Click the **Invites** tab to redirect to the **Manage Users'** menu. MangoApps automatically filters the users with the **Pending** status in the users' list. 2. Select the check-box for the user whose invitation you want to accept. 3. Click the **User Tools** button to open the drop-down list of actions. 4. Click **Accept Invitation** to accept the invitation for the user and add the user to your MangoApps domain.
After accepting the invitation, the status of the user changes to **Active** and the user becomes a network user in the domain. The network user who invited the user receives an email when the invitation is accepted. The email contains the sign-in details for them to use to login. {% hint style="info" %} Declining a pending invitation does **NOT** trigger any notifications. {% endhint %} *** #### Email received by the user who sent the invitation The network user receives an email when a network admin accepts their pending invitation. *** #### Email received by the invited user The invited user receives login information via an email with a temporary password. Invitation email with login details *** ### Managing Domain Invitations You can reroute invitation for accepting and declining to the network admin or the organization admin by modifying the **Employees to invite Other employees** setting (**Admin Portal > Domain > General Settings > Invite Settings**) as **Moderated (Any employee can invite, but invitations will require admin approval)***.* ![](/files/QAsQAotnw0qBVGAwnwxV) # Pending Approvals Pending requests to join private projects & groups ### List of Pending Approvals The approvals tab displays the pending team join requests that need approval from the team admins or as a 'network admin' you can approve them on the team admin's behalf. Approvals are triggered when a user requests to join a private project and private group. **Name:** Name of the user requesting the approval to join a private project or private group. **Email ID:** Email ID of the user requesting the approval to join a private project or private group. **Requested On:** Date on which a user requests to join the private project or private group. **Requested For:** Name of the private project or private group for which the user is requesting the approval. **Actions:** Action to accept or decline the request of the user to join a private project or private group. {% hint style="warning" %} The Approvals tab is **NOT** displayed if you do not have any pending approvals on your domain. {% endhint %} *** ### Accepting a Request in the Approvals Tab Click the **ACCEPT** button to accept a user's join request to a private project or private group.
Optionally, nark **Automatically generate an update on the team wall with the mention of the user** to post a system generated message on the private project or private group's wall mentioning the newly joined user.
{% hint style="info" %} The user’s notification preferences (for in-app and email notifications) are determined by their settings in the **User Portal** under **Change My Settings > Notifications Settings > In-app & Email**. {% endhint %} *** ### Joining a Private Project/Group When a user requests to join a private project or group, both the **network admin** and the **team admin** receive a notification. If **email notifications** are enabled for your domain, an email is also sent to notify you about the join request. A **team admin** can manage join requests in two ways: 1. Navigate to the **Requests** tab within the private project or group to accept or decline the request. 2. Accept or decline the request directly from the **notifications list**. *** ### Accepting a Request Via Email To accept an approval request via email, log into your email inbox and click the email from MangoApps. Click the **View all pending requests** button to redirect you to the private project or private group's page. {% hint style="warning" %} You **MUST** be the owner of the private project or private group to receive an email for the pending approvals. {% endhint %} In the **Requests** tab, click the **ACCEPT** button to accept a user's join request to a private project or private group.
*** ### Declining a Request in the Approvals Tab Click the **DECLINE** button to reject a user's join request to a private project or private group. Declining a single request {% hint style="info" %} Declining a request does **NOT** generate any notifications. {% endhint %} *** ### Accepting/Declining All Requests in the Approvals Tab Click the **ACCEPT ALL** or **DECLINE ALL** button to accept or reject all the join requests to private projects or private groups by users on your MangoApps domain. Accepting all requests Accept/Decline All does **NOT** post an update on the private project or private group's wall for the approvals. A user receives a notification in the Notifications tab after you accept the join request. # Logs Detailed logs of your MangoApps domain ## Types of Log Many actions performed by admins and users within MangoApps are tracked and captured in detailed logs. MangoApps maintains these records starting from the date of domain creation; however, to ensure system performance and data hygiene, a rolling retention policy is applied: * Retention Period: Log entries older than 365 days are not stored. * Automatic Purge: Data exceeding this one-year threshold is automatically removed from the active logs. Admin Portal > Home > Logs 1. **Audit Log:** MangoApps captures most of the change & delete actions performed on your domain from any MangoApps platform (web, mobile, and desktop) in the audit log. The audit log displays the actions performed on your domain by network users & network admins. 2. **User Access Log:** MangoApps captures the login & logout details of all users from any of the MangoApps platforms. The user access log displays the user names, photo, email address along with the platform. time of access and IP address from which the domain was accessed by them. 3. **Assistants Log:** MangoApps lets you assign assistants to specific users. Assistants can create a post or share an update on behalf of an executive. An assistant has to be a member of the executive's team to create a post or share an update on behalf of the executive. Creation of posts and updates by an assistant on behalf of the executive is recorded in the assistants log. The assistants log displays the list of posts and updates by an assistant with a link to the content and IP address from which the action was performed. 4. **Security Log:** Security events like change of access location, un-authorized attempt to access a resource by a user and the action taken the system are listed in the security log. The security log displays a detailed list of security events with name of the user, the date & time, the platform and IP address from which the security event was triggered. 5. **Connector Log:** Connector logs lists many of the outgoing calls from MangoApps to another application and all the incoming calls from another application to MangoApps. This includes single-sign-on (SSO) calls, calls to applications like NetSuite & more. 6. **LMS Import Log:** This log lists items that have been imported into the domain, such as learning materials or SCORM packages. The log includes details like the file name, item type, import type, the user who performed the import, and the date and time of import. It also shows the status of each import, whether it was successful, partially imported, or failed. Each entry is accompanied by relevant actions like downloading the imported files or reviewing errors. 7. **Learn Automations Log:** This page logs automation rules related to course assignments. The log lists the automation name, the date the automation was run, the number of courses assigned by the automation, and the total number of users assigned by the automation. Admins can filter these logs based on rule names and specific date ranges. 8. **xAPI Activity Log:** This section provides administrators with a way to track user activity using the xAPI standard. The interface allows for additional filtering based on date ranges, activity verb, and details included in the activity registration. The activity logs listed here can be exported in CSV format. 9. **Webhook Log:** This log allows administrators to monitor webhook activity by providing a searchable log of requests. Users can filter the logs by user name, employee ID, date, and request type to find specific entries. The page displays key information such as the date and time of the webhook, the URL accessed, the type of request made, the IP address, and the payload associated with the request. The log can be exported as a CSV or PDF file for further analysis or record-keeping purposes. 10. **Debug Log:** This page helps in tracking changes and troubleshooting system issues effectively. Users can filter logs by content keyword, date range, and actions to focus on specific events. The page displays information such as the item type, item description, associated team, action taken, user who performed the action, timestamp, and IP address. Administrators can download the debug logs in various formats, including ROR and Janus logs, or export the data as a CSV file for further analysis. 11. **Schedule Sync Log:** This section logs all the scheduled syncs from third party software to your domain. From the table, admins are able to track the source of the sync, when it was synced and by what method (Manual or Automatic), whether the sync was successful, and the number of rows which were synced from the source. This section also offers the ability to filter the table by date and status. # Audit Log Lists the change & delete actions performed on your domain ### Overview The Audit Log captures and tracks all changes to settings and content deletions across your domain within MangoApps platforms. It serves as a detailed record of user activities, ensuring transparency and accountability. Admin Portal > Home > Logs > Audit Log By default, the audit log displays all logs with the most recent entries at the top. The log includes actions performed by any user on the domain, and these entries help administrators monitor changes in projects, groups, departments, and user accounts. *** ### Key Features * **Real-time Logging**: The audit log captures and displays every action in real-time, ensuring that administrators have up-to-date information. * **User Actions**: Logs include a variety of actions such as adding, changing, deleting, exporting, and updating items. * **Detail-rich Entries**: Each log entry records the item affected, the action taken, the team it belongs to, the user who performed the action, and the date, time, and IP address from where the action was initiated. * **Comprehensive Search and Filters**: Administrators can search for specific log entries using content keywords and various filter options, making it easy to locate relevant information. * **Export Option**: The log can be exported as a CSV file for offline analysis or record-keeping. *** ### Possible Events The audit log captures a wide range of user actions across the MangoApps platforms. Below is a list of possible events that are logged: * **Added**: Creation of new projects, groups, departments, or opportunities, and adding a user as an assistant. * **Activated**: User activation or activation of post templates. * **Assigned**: Assigning courses to users. * **Changed**: Changes to user email, password, team permissions, roles, notification settings, landing pages, and domain-level modules. * **Completed**: Marks completion of imports * **Deactivated**: Deactivation of users or post templates. * **Deleted**: Soft deletion of items by a user. * **Deleted Permanently**: Permanent deletion of items by a network admin from the trash can. * **Duplicate**: Duplicating a post. * **Export**: Exporting network data, user lists, or other relevant data in various formats. * **Failed**: Marks when an import has failed for any reason. The reason is shown as a tooltip beside the Action. * **Generated**: marks when a report, transcript, certificate, or other generatable report is successfully generated. * **Moved**: Moving pages or wikis between teams. * **Removed**: Marks when a user has been removed from a database, workspace, course, etc. * **Restored**: Restoring deleted items from the trash can. * **Started**: Indicates when an import has started. * **Updated**: Profile updates, dashboard customizations, and team invitations. {% hint style="info" %} Items from unlisted groups and projects are displayed as "\*\*\*\*\*" in the audit log for privacy. {% endhint %} *** ### Filter Options To help administrators quickly find specific entries, the audit log provides several filtering options: * **Item Type**: Select the specific type of item (e.g., user, team, post) for which the log entry was generated. * **Action**: Filter by the action performed (e.g., added, deleted, changed). * **Date Range**: Use the date picker to narrow down logs to a specific time frame. * **Keyword Search**: Enter specific keywords related to the content of the logs to filter entries based on relevant matches. These filters allow users to quickly narrow down search results and review specific events. *** ### Export the Log Administrators can export up to 1000 entries from the audit log into a CSV file for further analysis or record-keeping. The exported log will include the selected entries and maintain the same format as displayed in the admin portal. To export the log: 1. Navigate to **Admin Portal > Home > Logs > Audit Log**. 2. Scroll to the bottom of the page and adjust the number of displayed entries using the **Items per page** drop-down menu. Select up to 1000 entries. 3. Click the **Export CSV** button to download the audit log as a CSV file to your device. {% hint style="info" %} Exporting the log does **not** trigger any notifications or emails, and it will **not** create a new log entry in the audit log. The system retains audit logs **from the date of domain creation**, and they are accessible at any time to network admins. {% endhint %} *** By utilizing the audit log and its features, administrators can ensure detailed tracking of changes within the MangoApps platforms, enhancing both security and operational transparency. # User Access Log Login & logout details for all users across all platforms ### Overview The **User Access Log** provides detailed tracking of user login and logout activities across all MangoApps platforms. It records the user’s name, profile photo, email/login ID, the platform used for access, the time of login/logout, and the IP address of the device from which the domain was accessed.
By default, the User Access Log is displayed in chronological order, with the most recent login entries shown first. *** ### Key Features of the User Access Log * **Search Filters**: Search and filter log entries using various options such as user name, email/login ID, access platform, and more. * **Export CSV and Export PDF**: Export the user access log data into a .csv or .pdf file for further analysis. * **User Details**: View profile photo, user name, and email or login ID along with the login/logout information. *** ### Data Captured in the User Access Log **Photo**: The **Photo** column shows a preview of the user's profile photo. **User Name**: The **User Name** displays the name of the user as registered on the MangoApps domain. **Email ID/Login ID**: The **Email ID/Login ID** reflects the email or login credentials the user uses to access the MangoApps domain. **Login Time**: The **Login Time** indicates the exact date and time the user logged into the system. **Logout Time**: The **Logout Time** shows the date and time the user logged out. **Access From**: The **Access From** column lists the specific application used to access the domain, such as: * MangoApps domain * OfficeChat * Mango Recorder * OAuth providers (Google, Office 365) * OpenID Connect API authentications * Security Assertion Markup Language (SAML) providers {% hint style="info" %} The **Access From** drop-down list in the search options reflects all Single Sign-On (SSO) connections configured for your domain. {% endhint %} **Access Platform**: The **Access Platform** refers to the platform used to access MangoApps, including: * Web browsers * iOS (iPad, iPhone) * Android * Windows and Mac desktop applications **IP Address**: The **IP Address** is recorded to identify the location of the user’s device when accessing the domain. *** ### Searching the User Access Log To find specific log entries, you can use several search and filtering options. Here’s how to search the User Access Log: 1. **Search by User Name**: Enter the user’s name in the Full Name search box to locate their access records. 2. **Search by Email/Login ID**: Type the user’s email or login ID into the respective search box. 3. **Filter by Access From**: Use the "Access From" drop-down to filter access by specific applications, such as Mango Recorder. 4. **Filter by Access Platform**: Select the access platform (e.g., Windows, Android) from the "Access Platform" drop-down to refine your results. 5. **Filter by Login Date**: Use the "Login Date Between" date picker to search for logins within a specific period. 6. **Search**: Click the **Search** button to apply the filters and display relevant user access logs. To export the search results to a .csv or .pdf file, click the **Export CSV** or **Export PDF** button. *** ### Exporting the User Access Log You can export and download up to 1,000 user access log entries as a .csv or .pdf file for offline viewing. Here's how to do it: 1. Navigate to **Admin Portal > Home > Logs > User Access Log**. 2. Adjust the number of entries displayed per page by clicking the **Items per page** drop-down. You can select to display 20, 50, 100, 200, 500, or 1,000 entries. 3. Click the **Export CSV** or **Export PDF** button at the bottom of the page to download the selected logs to your device. {% hint style="warning" %} Exporting the user access log **does not** send any email notifications or add an entry to the Audit Log. **Additionally, the log data is cleared every 60 days, and this auto-clear feature cannot be changed.** {% endhint %} *** ### FAQs #### When does the user access log create an entry? The user access log creates an entry each time a user successfully logs in using their credentials from any platform. #### How does the user access log behave in different scenarios? 1. **User logs in and logs out on the same day**: The log will show a single entry with the login time, logout time, application, platform, and IP address. 2. **User logs in and logs out on different days**: If a user logs in on one day and logs out on another (e.g., logs in on May 6 and logs out on May 8), the log will show a single entry with the full login and logout information. 3. **User logs in from multiple platforms**: Each platform from which the user logs in will generate a separate entry in the log, detailing the login time, logout time, application, platform, and IP address for that session. 4. **User signs out from all sessions**: When a user signs out from all other sessions except the current one, the log will record the logout time for each logged-out session. 5. **Network admin logs out all users**: When a network admin forces all users to sign out, the log will record the logout time for all users who were logged out by this action. *** By utilizing the User Access Log, admins can monitor login patterns and manage security more effectively across the entire domain. # Assistants Log Logs the posts and updates shared by an authorized assistant on behalf of an executive ### Overview The **Assistants Log** in MangoApps allows admins to track all actions performed by assistants on behalf of executives. This log records detailed information about assistant activities such as creating posts, updates, and any edits or deletions made on behalf of the executive.
By default, the Assistants Log displays the most recent entries first. Admins can export the log for further analysis, ensuring complete transparency in the actions performed by assistants. {% hint style="danger" %} Assistants Logs are captured **only if** the **Allow specific users to have assistants** (**Admin Portal > Domain > Assistants**) option has been enabled for your domain, and an assistant for a user has been added. {% endhint %} *** ### Key Features of the Assistants Log * **Search Filters**: Allows for filtering the log based on specific actions, assistants, or time periods. * **Export CSV and Export PDF**: Easily export the log to `.csv` or `.pdf` formats for further analysis and reporting. *** ### Data Captured in the Assistants Log The Assistants Log tracks actions related to posts and updates created by assistants on behalf of executives. Key information captured includes: 1. **Assistant Name**: Name of the assistant who performed the action. 2. **Executive Name**: The executive on whose behalf the action was performed. 3. **Action**: Specific actions such as creating, editing, or deleting a post. 4. **Time**: Date and time when the action occurred. 5. **Content**: The content of the posts or updates, including any edits made. *** ### Exporting the Assistants Log Admins can export and download up to 1,000 entries from the Assistants Log as a `.csv` or `.pdf` file for further analysis. Here’s how to export the log: 1. Go to **Admin Portal > Home > Logs > Assistants Log**. 2. Scroll to the bottom of the page and click the "Items per page" drop-down. Choose to display 20, 50, 100, 200, 500, or 1,000 items. 3. Click the **Export CSV** or **Export PDF** button to download the log to your device. {% hint style="info" %} Exporting the Assistants Log **does not** trigger any email notifications or add entries to the Audit Log. {% endhint %} *** ### Retention Policy MangoApps retains Assistants Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** ### FAQs #### What permissions does an assistant need to post on behalf of an executive? An assistant must have the same permissions as the executive they are assisting in order to share updates or create posts on behalf of the executive. #### Can an executive have multiple assistants? Yes, an executive can be assigned multiple assistants, each of whom can post on their behalf. #### Whose name appears on posts or updates created by an assistant? When an assistant posts or updates on behalf of an executive, the executive's name appears as the creator. #### Who can edit or delete posts created by an assistant? Both the assistant and the executive have the ability to edit or delete the posts and updates. However, if an assistant deletes a post, the executive will receive an email notification. #### What actions are logged in the Assistants Log? The Assistants Log captures all edits, posts, updates, and deletions made by assistants. # Security Log Logs the security events that occurred in your domain ### Overview The **Security Log** tracks key security events, such as changes in access location, unauthorized attempts to access resources, and any automatic actions taken by the system in response to these events. Each security event is logged with specific details, including the user's name, the date and time of the event, the platform, and the IP address from which the event was triggered. Admin Portal > Home > Logs > Security Log By default, the security log displays the most recent security events for your domain. *** ### Key Fields in the Security Log * **Name:** Name of the user who triggered the security event. * **IP Address:** The IP address of the system from which the event was initiated. * **Platform:** The platform where the security event occurred (web, iOS, Android, Windows, etc.). * **Event:** A description of the security event. * **Time of Event:** The exact date and time the security event took place. * **Action Taken:** The action taken by the system in response to the security event. * **Time of Action:** When the system's action in response to the event was executed. * **Email Notification:** Email IDs of the network admins who were notified of the security event.
*** ### List of Possible Security Events Some examples of security events logged in MangoApps are: * A user logs in from a different geographic location than previously recorded. * A user attempts to access flagged content. * Multiple failed password attempts by a user. * Unauthorized access to a resource or page. * Unauthorized attempts to access an invalid URL. * Unauthorized attempts to access the Admin Portal. * Access attempts from an IP address outside the configured range. *** ### Searching the Security Log You can search for specific security log entries using a variety of search filters. **Steps:** 1. Enter the user name in the **User Name** search box (optional). 2. Enter the user's email ID or login ID in the **Email ID/Login ID** search box (optional). 3. Select a platform from the **Platform** drop-down list to filter security events by platform (e.g., Web). 4. Use the **Event Occurred Between** date picker to define the time period for your search. 5. Click the **Search** button to retrieve the results. 6. Optionally, export the filtered results to a .csv or .pdf file. *** ### Exporting the Security Log To export the security log: 1. Navigate to **Admin Portal > Home > Logs > Security Log**. 2. Use the **Items per page** drop-down to display up to 1000 entries. 3. Click **Export CSV** or **Export PDF** to download the log file. {% hint style="info" %} Admin users can export a maximum of 1000 records for a selected period. Exporting the log does not trigger any notifications or emails. {% endhint %} *** ### Retention Policy MangoApps retains Security Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** ### FAQs #### **When does the security log register a login?** The security log registers a login only if there is an attempt by a user who is not authorized. #### **Can I choose which security event triggers an email notification to the network admin?** Yes, you can configure email notifications for specific security breach events under **Admin Portal > Notifications > Security Notifications**. Some events that can trigger notifications include: * Login from a different geographic location. * Multiple incorrect password attempts. * Unauthorized access attempts to resources, pages, or the Admin Portal. * Attempts from an IP address outside the allowed range.
# Connector Log Incoming & outgoing authentication requests are captured in this log ### Overview The **Connector Log** records all outgoing and incoming API calls between your domain and other integrated applications. This includes calls related to Single Sign-On (SSO) and applications like NetSuite.
The Connector Log is a vital tool for troubleshooting SSO issues and other call-related errors between your domain and connected services. {% hint style="info" %} MangoApps retains Connector logs from the date of domain creation. The system never deletes audit logs. These logs are accessible anytime to the network admin. {% endhint %} *** ### Key Features of the Connector Log **Application To/From:** This filter allows you to select the application involved in the connection. Available options include: MangoApps, OAuth 2.0 Google Apps, OAuth 2.0 Office 365. **Action:** You can filter the logs based on specific actions such as: | All | SLO Initiated (Single Logout) | | -------------- | ----------------------------- | | SSO Initiated | SLO Failed | | SSO Failed | SLO Successful | | SSO Successful | NA (Not Applicable) | **Date Range:** Select the date range for which you want to view logs. This allows you to narrow down the log entries to a specific period. **Request Type:** Filter based on the type of request made, including: | All | Logout-Applications | | --------------------------- | ------------------- | | Authentication-Applications | Logout-Connections | | Authentication-Connections | | **Email ID/Login ID:** To search for logs related to a specific user, enter the user’s email address or login ID. *** ### Using the Connector Log **Search for Logs:** The Connector Log allows admins to efficiently search and filter connector events. To refine a search, users can: * Choose the **Application To/From** to investigate. * Select the appropriate **Action** type, such as "SSO Failed" or "SLO Successful." * Set a **Date Range** to limit the logs to a particular time period. * Choose the **Request Type** (Authentication, Logout, etc.). * Enter an **Email ID/Login ID** to focus on a specific user. **Clear Filters:** To reset the filters and start over, click the **Clear** button. **View Payload Information:** Click on **Request** and **Response** under the **Payload** column in the results table to view detailed information about the data exchanged in the connection. *** ### Export the Connector Log To export the filtered results from the Connector Log, first set the desired filters and generating the log results, then click **Export CSV** or **Export PDF** to download the report in the chosen format. {% hint style="info" %} A maximum of 1000 records can be exported for a selected period to a .csv file. {% endhint %} *** ### Troubleshooting with the Connector Log The Connector Log is particularly useful for troubleshooting issues related to Single Sign-On (SSO) and integrations with external applications. For example, the log can be used to: * Investigate failed SSO attempts and identify the root cause. * Verify successful logouts across different applications. * Analyze the payload data for each connection request and response to troubleshoot further if necessary. *** The Connector Log provides transparency into the flow of communication between MangoApps and other systems, making it a valuable tool for system administrators. # Imports Log LMS & Recognition import logs are tracked here ### Overview The Imports Log within MangoApps provides detailed information about content uploads and learning materials imported into the system. This feature is especially useful for tracking the status of imported courses, SCORM files, and other learning resources.
*** ### **Key Features of the Imports Log:** The Imports Log provides several key details for each imported item: **File Name**: This column displays the name of the file that was imported. It includes the title of courses, SCORM packages, and other learning resources. **Import Type**: Indicates the type of the imported content. The two most common import types are: * **SCORM**: Used for importing SCORM packages for learning management. * **Course Info**: This includes data such as insights, learner tracking, and other course-related information. **Imported By**: Shows the user who performed the import action. It helps in tracking who was responsible for the file upload. **Imported On**: The date and time when the import took place. This helps with tracking the timeline of content updates and ensuring compliance with deadlines. **Status**: Displays the result of the import action. Some common statuses include: * **Completed**: The file was successfully imported. * **Imported (X/X)**: Indicates how many items from a batch import were successfully uploaded (e.g., 11/11 Imported). * **Failed**: If the import was unsuccessful, the system will show Failed along with an error indicator (a small information icon ⓘ), which can be hovered over for further details. **Action**: Depending on the import type and status, some files may have a **Download** button, allowing you to download and review the imported file. This is helpful when troubleshooting issues or confirming the content uploaded. *** ### List of Possible Events This log records the status and details of Learn (LMS) and Recognition imports into MangoApps. By default, logs are retained for the last 365 days. These imports include: * **SCORM Courses Import:** Records the import of SCORM courses, including details such as file name, importer, import date, and status. For failed imports, the reason for failure is recorded to help admins take corrective action. * **Courses Info Import:** Logs all imported course information, including file name, importer, import date, and status. Admins can also download the imported course info as an XLS file. * **Course Users History Import:** Records the import of user history for LMS courses, capturing details like file name, importer, import date, and status. Admins can drill down to view specific user history records, including email address, employee ID, course ID, course name, and status (success or failure). Reasons for failure are provided to assist in corrective actions. Admins can also download the imported user history as an XLS file. * **Reward Points Import:** Records the import that allocates reward points to managers for distribution to employees. It includes details such as file name, importer, import date, and status. Admins can view specific allocation records, including the employee's email address, employee ID, reward points added or removed, and the success or failure status. Reasons for any failures are provided to assist with corrective actions. The reward points import history can also be downloaded as a CSV file. *** ### **Filtering and Searching Imports:** The Import Log interface allows you to filter and search for specific imports: **File Name**: You can search for a particular file by entering its name in the "File Name" search box. **Date Range**: Select a date range using the "Logs Between" field to view imports within a specific timeframe. Simply input the start and end dates. **Item Type**: Choose between specific types of items (e.g., Learn or Recognition) using the "Item Type" dropdown to refine your search. **Import Type**: You can also filter by the import type (e.g., SCORM, Course Info) to see specific types of imports. **Search**: After entering your desired criteria, click the **Search** button to apply the filters and view the results. *** ### Retention Policy MangoApps retains Import Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** ### **Troubleshooting Import Failures** If an import shows as Failed, click on the information icon ⓘ next to the status for more details. This might help you identify why the import failed and how to correct it. Common reasons for failures include incorrect file formats or network. *** The Imports Log is an essential tool for managing and tracking the upload of learning materials and other content. By effectively using filters, reviewing import statuses, and troubleshooting failures, admins can ensure a smooth flow of content into their learning management system. This log provides full visibility into who imported what, when, and with what result, offering greater control and oversight over the content management process. # Learn Automations Log Logs automation runs within the LMS module ### **Overview** The Learn Automations log provides a detailed overview of the activities related to automation rules in your organization. Admins can use this tool to track course assignments automatically triggered for users through predefined rules.
This log is instrumental in ensuring that automation rules related to learning and development, such as course assignments, are executed as expected. *** ### **Key Features** * **Automation Type Selection**: Admins can view logs based on specific automation types, such as course assignments, to track the automated processes tied to learning programs. * **Search and Filter Options**: Use search functionality by entering a rule name and setting a date range to narrow down log results for specific automation events. * **Event Tracking**: View details such as the rule name, the date it was triggered, the number of courses assigned, and the number of users impacted by each rule. * **Help for this Page**: Provides access to additional help documentation and resources for better understanding the Learn Automations log. *** ### **Possible Events** This log captures the execution details of Learn automation in MangoApps. By default, logs are retained for the last 365 days. These automations include: * **Course Assignment Automation:** Logs each execution of the automation rule for assigning courses or programs to users. It captures the rule name, execution time, number of courses assigned, and the number of users impacted. Admins can click on the user count to view a detailed list of which users received which courses. If an admin manually triggers the rule, the log also records the admin's name and the action. * **Course Reminder Automation:** Logs each execution of the automation rule for sending course or program reminders to learners. It captures the rule name, execution time, and the number of reminders sent. Admins can click on the reminder count to view a list of users who received the communications. If an admin manually triggers the rule, the log also records the admin's name and the action. *** ### **Filter Options** The Learn Automations log offers several filter options to help narrow down the results: * **Rule Name**: Use the "Rule Name" field to search for specific automation rules by name. This is especially helpful when tracking the effectiveness of individual rules. * **Logs Between**: Set a date range using the "Logs Between" option to filter logs by a specific time period. This helps in identifying automation events that occurred within a particular timeframe. * **Automation Type**: From the dropdown, select the type of automation you wish to filter by, such as "Course Assignment." This narrows the results to only show automation activities of that specific type. *** ### **Export the Log** Admins can export the Learn Automations log for reporting or auditing purposes. To export the data: 1. **Apply Filters**: First, apply the necessary filters such as Rule Name or Logs Between to ensure that only relevant data is included. 2. **Download Report**: Once filtered, the option to download the log in a convenient file format (e.g., CSV or Excel) is available from the interface. This allows admins to store and analyze the data outside the system for further insights. *** ### Retention Policy MangoApps retains Learn Automations Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** This guide provides an overview of the Learn Automations log's core functionality, helping admins efficiently monitor and manage automated learning activities across their organizations. # xAPI Activity Log Monitor and audit user behavior in real-time ### Overview The xAPI Activity log in the admin portal provides administrators with detailed tracking of user interactions within the company's intranet and learning management systems. This log captures key user activities and actions following the xAPI (Experience API) standard, a popular format for tracking and analyzing learning activities both within and beyond the LMS.
This feature allows admins to monitor and audit user behavior in real-time. *** ### **Key Features** * **Search by Verb or Registration**: The xAPI Activity log offers two primary ways to filter activity logs—by the action (or "verb") the user took or by specific user registrations in the system. * **Activity Verb Filtering**: Admins can filter by activity verbs such as "Experienced," "Completed," "Attempted," and others to drill down into specific types of actions taken by users. * **Logs Between Dates**: Use the date filters to view activity logs for a specified time period, making it easy to track activities over time. * **Export CSV Option**: Admins can export the filtered logs in CSV format for further analysis or reporting. *** ### **Possible Events** This log captures xAPI statements from learners participating in SCORM-based LMS courses. These logs provide detailed records of learning activities, enabling deeper analysis of learner behavior and the time spent on each step of a SCORM course. The xAPI logs can be searched by date, specific verbs (e.g., Answered, Completed, Launched), or by specific course or learner registrations. By default, logs are retained for the last 365 days. The logs include: * **xAPI Statements:** Detailed records of learning activities, including interactions, completions, and performance. An xAPI statement typically consists of: * **Actor:** The person who performed the action (e.g., a learner). * **Verb:** The action performed (e.g., "completed," "answered"). * **Object:** The target of the action (e.g., a course, a quiz). * **Learning Record Store (LRS):** These activities are stored in LRS format, allowing for queries and data extraction via the LRS API. Search results can also be exported as CSV files for import into other LMS reporting tools. *** ### **Filter Options** * **Search By**: Choose between searching logs by "Verb" (which action the user took) or by "Registration" (a user's specific entry in the system). * **Activity Verb**: Select from the dropdown list of available verbs to filter activities by specific actions like "Experienced" or "Completed." * **Logs Between**: Use the calendar fields to specify a date range, ensuring that the search results are limited to the time frame you are interested in. Once filters are applied, clicking **Search** will retrieve the relevant records for review. *** ### **Export the Log** Admins have the option to export the xAPI Activity log data: 1. **Apply Filters**: Before exporting, use the filter options to target the specific data you wish to download. 2. **Export CSV**: After filtering, click the "Export CSV" button to download the log data in a CSV file. This file can then be opened in a spreadsheet application, such as Excel, for further analysis or record-keeping. *** ### Retention Policy MangoApps retains xAPI Activity Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** The xAPI Activity log offers a comprehensive view of user interactions, providing critical insights into how users are engaging with learning content and other resources. # Webhook Log Track and monitor all webhook-related activities ### **Overview** The Webhook Log is a feature in the admin portal of the Vermillion Investments business intranet, designed to track and monitor all webhook-related activities. This tool is essential for maintaining a record of requests and responses between the system and external services. Administrators can use the Webhook Log to review past events, analyze potential issues, and export logs for further analysis.
*** ### **Key Features** * **Search Functionality**: Allows administrators to search for specific webhook events by username, employee ID, or request type. * **Filtering**: Filter records by date, username, employee ID, and request type to pinpoint relevant webhook events. * **Webhook Log**: Displays key information, such as the username, employee ID, date/time, URL of the request, request type, IP address, and payload details. * **Export Options**: You can export the log as either a CSV file or a PDF, making it easier to analyze data offline or share it with others. *** ### **Possible Events** This log records all webhook requests and responses related to users and locations, **excluding** password and client secret fields. It helps admins analyze or troubleshoot updates to user profiles and location attributes, whether these updates were pushed to MangoApps from an external system or notified to external systems after being updated in MangoApps. By default, logs are retained for the last 90 days. *** ### **Filter Options** To narrow down your search results, the Webhook Log offers several filter options: 1. **User Name**: Start typing a username to search for webhook events triggered by a specific user. 2. **Employee ID**: Filter webhook events by entering a specific employee ID. 3. **Date**: Select a date or a date range to view webhook events that occurred on specific days. 4. **Request Type**: Filter by request type to view specific types of webhook events. Options include various types of API calls and custom requests. To apply filters, enter the relevant information and click on the **Search** button. To reset all filters, use the **Clear** button. *** ### **Export the Log** The Webhook Log can be exported for offline review and analysis. To export the log: * **Export CSV**: Click this button to download the webhook log as a CSV file, which can be opened in spreadsheet software like Excel or Google Sheets. * **Export PDF**: Click this button to generate a PDF version of the webhook log, useful for sharing or printing. Both options allow administrators to keep a backup of the webhook events or share the data with relevant team members. *** ### Retention Policy MangoApps retains Webhook Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** By utilizing the search, filter, and export functions, administrators can effectively monitor and maintain the webhook activities within the system. # Debug Log Monitor and troubleshoot activities across different teams ### **Overview** The Debug Log is designed to provide detailed records of various system actions, such as content edits, saves, and additions. It helps administrators and technical teams monitor and troubleshoot activities across different teams and locations.
The log also tracks user actions, timestamps, and IP addresses, ensuring full visibility into system interactions. *** ### **Key Features** * **Search and Filtering**: The Debug Log allows administrators to search by content keywords, specific time ranges, and filter by action types, making it easy to locate specific events. * **Detailed Log Entries**: Each log entry provides information on the item type (e.g., post), the action taken (e.g., edit started), the user who performed the action, their location, and the IP address used. * **Export Options**: The Debug Log can be exported for offline review or further analysis using CSV or specialized log formats like ROR and Janus Logs. *** ### **Possible Events** This log tracks the various stages a post goes through from its initial draft to its published status. These stages include actions such as: * Starting an edit * Saving or deleting a draft * Sending the post for review * Reviewer requests for changes This debug log provides traceability, allowing admins to see which user performed each activity throughout the post's lifecycle, especially when multiple authors and reviewers are involved. By default, logs are retained for the last 365 days. *** ### **Filter Options** To help narrow down results, the Debug Log provides several filtering options: 1. **Content Keyword**: Enter a specific keyword related to the content to search for relevant debug log entries. 2. **Logs Between**: Specify a date range to filter logs within a particular period. 3. **Actions**: Filter logs by the type of action taken (e.g., edit started, draft saved, added). The default setting shows all actions. To apply the filter, input the relevant criteria and click the **Search** button. Use the **Clear** button to reset all filters. *** ### **Export the Log** For further analysis or record-keeping, the Debug Log can be exported using the following options: * **Download ROR Log**: This format is typically used for detailed technical analysis, suitable for system administrators. **Private and On-prem customers only.** * **Download Janus Log**: Another specialized format useful for specific types of log analysis. **Private and On-prem customers only.** * **Export CSV**: A more universally accessible format that can be opened in spreadsheet applications like Excel or Google Sheets, useful for broader data analysis and reporting. *** ### Retention Policy MangoApps retains Debug Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** By using the Debug Log effectively, administrators and technical teams can ensure smooth operation, quickly resolve issues, and maintain an audit trail of activities across the system. # Schedule Sync Log Monitor the success or failure of sync operations ### **Overview** The Schedules Sync Log within the admin portal tracks the synchronization process of scheduled tasks between the internal system and external platforms. This tool is useful for monitoring the success or failure of sync operations, allowing administrators to diagnose issues and take corrective actions if necessary.
The log provides detailed entries on the source of the sync, the type of sync, and the outcome (success or failure). *** ### **Key Features** * **Sync Log Entries**: Displays details of each sync attempt, including the source, sync time, type, status, and any relevant notes. * **Filtering**: Administrators can filter logs by date range and sync status to quickly find specific entries. * **Status Tracking**: Color-coded status indicators (e.g., red for failed syncs) make it easy to identify problems at a glance. *** ### **Possible Events** This log records the import of shift data from employee scheduling systems like Kronos, PDI, and Spectrum. For each sync, it captures: * The source * Date/time of the sync * Sync status—whether completed successfully, partially successful, or failed * Any additional notes By default, logs are retained for the last 365 days. *** ### **Filter Options** To narrow down the results in the Schedules Sync Log, use the following filter options: 1. **Logs Between**: Set a date range to filter sync logs within a specific period. 2. **Status**: Filter by sync status, such as successful or failed syncs. The default setting shows all statuses. Once the desired filter options are selected, click on the **Search** button to apply them. Use the **Clear** button to reset all filters and display the full log. *** ### **Troubleshooting Failed Syncs** Failed syncs are highlighted in red in the log, with additional details in the **Notes** column. For example, a note might indicate "No Such File," which could point to a missing or misconfigured file needed for the sync process. Administrators should review these notes and investigate the cause of the failure. *** ### Retention Policy MangoApps retains Schedule Sync Log entries from the date of domain creation, and these logs are never deleted. Network admins can access them at any time. *** By utilizing the Schedules Sync Log, administrators can maintain oversight of scheduled tasks, address synchronization issues promptly, and ensure the smooth operation of critical processes across the system. # Trash Can MangoApps users get their own trash can where deleted items will reside until permanently deleted
## Features #### Restoring Content From The Trash If something is deleted prematurely or mistakenly users will be able to restore content from their own trash can at any time without needing to go to IT for help. Domain admins are still able to restore content from the admin portal if needed. #### Searching and Sorting When viewing a user's trash can, items are displayed in a list indicating the deleted item by name, user, deletion date, and the team in which the content was deleted. If the deleted items become too unwieldy, users can easily search, sort the filters, or choose to only show the content types they wish. Restoring content is easy, users will simply select the ‘restore’ function beside the deleted item. #### Restore It or Lose It Based on domain-wide content preservation rules, content is permanently deleted from the user’s trash can and cannot be recovered by the user or by the domain admin after the specified period has elapsed. # Trash Can Tools Place where all the deleted content resides until it's permanently deleted ### Overview The **Trash Can** in the **MangoApps Admin Portal** is a tool for managing deleted content across the domain. It displays a list of all deleted items, starting with the most recently deleted, and provides network administrators with the ability to restore or permanently delete content. Admin Portal > Home > Trash Can When users delete certain content, it undergoes a "soft delete," meaning it is moved to the **Trash Can** rather than being permanently removed. This allows admins to recover the content if needed or delete it permanently. The **Trash Can** also includes an **Advanced Setting** that lets admins configure a preservation limit for deleted items. By default, this limit is set to 90 days, after which the content is permanently deleted and cannot be recovered. {% hint style="danger" %} Only a **network admin** can restore deleted content in the trash can from the Admin Portal. {% endhint %} {% hint style="info" %} Only **network** **admins** can manage the **Trash Can**, but users such as **feed creators** and **team admins** can soft delete content from public and private projects or groups. When a team or network admin deletes content, they can choose to notify the feed creator via email or in-app notifications. {% endhint %} *** ### Trash Can Tools The Trash Can provides detailed information about each deleted item, including the item name, the user who deleted it, the date and time of deletion, and the team or project it belonged to. Deleted content from unlisted groups or projects is anonymized in the Trash Can and displayed as \*\*\*\*\*.
To help admins efficiently manage deleted items, the **Trash Can** includes search functionality and filters. Admins can use the search box to locate items by keywords or apply filters to narrow the results by content type, such as files, projects, groups, events, or wikis. **Trash:** List of all deleted items on your domain, starting from the most recently deleted item. **Advanced Setting:** Set the preservation limit for your trash can. You can set the period to retain the deleted content in the trash can. By default, the preservation limit is set to 90 days. After 90 days the content is permanently deleted and **CANNOT** be restored. **Search:** Search text box to search the trash can using specified keywords. **Search Filter:** Search filter to view all or specific content based on the selected filter. You can choose to display the entire content using Show All or filter the content using the filters. By default, the trash can displays all the deleted items in an ascending order starting from the most recently deleted item. **Item Name:** Name of the deleted item from your domain. **Deleted By:** Name of the person who deleted the item from your domain. **Deleted On:** Deletion date and time of the item. **Team:** Name of the team from which the item was deleted. {% hint style="info" %} Network admins **CANNOT** view the deleted content in the trash can. They can choose to restore the deleted or permanently delete the content. {% endhint %} *** ### Restoring Deleted Content from the Trash Can Admins have exclusive access to restore content from the **Trash Can**. Restoring an item reinstates it in the domain and logs the action in the **Audit Log** as **Restored**. If a project, group, or department is restored, all associated content, such as pages, files, folders, and feeds, is also restored, with each restoration logged individually. To restore content from the **Trash Can**, hover over the item, click the **Restore** button, and the item is reinstated in the domain. For permanent deletion, admins must hover over the item, click **Delete**, and confirm the action by typing **DELETE** in the pop-up window. This ensures that accidental permanent deletions are avoided. Whether restoring or permanently deleting items, network admins can efficiently manage deleted content and maintain a clean and organized domain using the MangoApps Trash Can feature.
{% hint style="info" %} Restoring deleted content from the trash can does **NOT** trigger any notifications or email. Restoring a deleted project, group or department, restores all the content (pages, files, folders and feeds) and adds a log entry for each item in the **Audit Log** as a **Restored** action. {% endhint %} *** ### Permanently Deleting Content from the Trash Can Items can be permanently deleted from the **Trash Can**, and this action is irreversible. When an item is permanently deleted, it is removed entirely from the domain, and the action is logged as **Deleted Permanently** in the **Audit Log**. Permanently deleting a project, group, or department also removes all related content. {% hint style="danger" %} Permanently deleted items **CANNOT** be recovered nor restored. {% endhint %} *** ### Setting the Preservation Limit for the Trash Can Admins can also configure how long deleted content is retained in the Trash Can by adjusting the preservation limit in the **Advanced Setting** tab. By default, deleted items are retained for 90 days, but this period can be customized. After the specified limit expires, the content is permanently deleted automatically. Setting the preservation limit for the trash can {% hint style="info" %} There is no notifications or email when the system permanently deletes the content from the trash can after the preservation limit period expires. {% endhint %} *** ### FAQ #### What content items will be sent to the Trash Can when deleted from the User Portal? Files & Folders, Projects, Groups, Departments, Events, Idea/Idea Campaigns, Posts, Pages, Wikis, Trackers, Quiz, Survey, Screen Share, Ballots, Chats, Office Location, and Updates. # Trash Can Widget ### Overview The Trash Can widget is a powerful tool for administrators to manage trashed items efficiently. By providing a clear view of all trashed items and the ability to restore or permanently delete them, this widget ensures that admins can maintain their system’s cleanliness and order. Customizing the widget settings to control the number of visible items further enhances its usability, making it an essential component for admins with Trash Can access.
*** ### Accessing Trashed Items The Trash Can widget is exclusively available to admins with domain **Trash Can** access. It allows you to view all items that have been moved to the trash in an organized manner. Each entry contains an icon next to the title, indicating what type of item it was, as well as the workspace it was deleted from, and which user created the original item. *** ### Managing Trashed Items From the Trash Can widget, you can perform the following actions on trashed items: * **View Trashed Items:** All items in the trash can are displayed within the widget, giving you an overview of what has been trashed. The most recently trashed item will be listed at the top. * **Restore Items:** If an item was trashed by mistake or needs to be recovered, you can restore it directly from the widget. Simply select the item and choose the restore option to move it back to its original location. * **Permanently Delete Items:** For items that are no longer needed, you can permanently delete them from the trash. This action is irreversible, so ensure that you no longer need the item before choosing this option. *** ### Customizing the Widget Within the settings, you can specify the maximum number of items that are visible in the widget at once. This helps you manage the display and avoid overwhelming the widget with too many items. *** {% hint style="danger" %} ### Important Notes * **Admin Access Required:** Only admins with Trash Can access can view and use the Trash Can widget. If you do not have the necessary permissions, the widget will not be visible to you. * **Permanent Deletion:** Be cautious when permanently deleting items. Once an item is permanently deleted, it **cannot** be recovered. {% endhint %} # Data Exports Downloadable links for the requested export of data ### Overview The **Exported Data** tab provides a list of downloadable links for all data export requests made by a **Network Admin**. These exports help administrators retrieve critical data for their domain in various formats.
*** ### Available Export Types Admins can request exports for the following types of data: * **All Network Users List** – Available in `.xls` and `.csv` formats * **All Network Data** – Available in `.xml` format * **All Groups Data** – Available in `.xml` format * **All Groups Members List** – Available in `.csv` format * **All Projects Data** – Available in `.xml` format * **All Project Members List** – Available in `.csv` format * **All Users Email Aliases (MangoApps Email IDs)** – Available in `.xls` and `.vcf` formats *** #### Important Notes * Data export records are maintained from the **date of domain creation**. * Each export request includes a **date and timestamp** for reference. * Completed export requests are logged in the **Audit Log** as an **Export** action. * **Files and images are NOT included** in the exported data. * **Old exported data files are automatically replaced** when a new export request is made. * **Exported files cannot be deleted** from the list manually. *** ### Exporting All Users List To export the **All Users List** in a `.xls` file format, follow these steps: 1. Navigate to **Admin Portal > Users > Manage Users**. 2. Click the **User Tools** button. 3. Select **Export Users** to open the export pop-up. 4. In the **Select Type** drop-down, choose **All Users** to export all users in your domain. 5. In the **Select Format** drop-down, choose `.xls`. 6. Click the **Export Users** button.
#### How to Access the Exported File A **notification and email** are sent once the exported data is ready. Admins can download the file via: * The **email notification** (click the provided link). * The **Admin Portal**: Navigate to **Home > Exported Data**, then click the **Exported All Users on: \[Date and Timestamp]** link. {% hint style="info" %} Users receive **in-app and email notifications** based on their notification settings (**User Portal > Change My Settings > Notifications Settings > In-app & Email**). {% endhint %} {% hint style="warning" %} **All network admins** receive an email when an export request is completed. {% endhint %} # Domain Setup Configuring your MangoApps domain for all users In this section, we will delve into the domain settings. These settings offer a comprehensive toolkit that enables administrators to fine-tune the intranet according to their unique business needs. From **General Settings** to our **AI Helper** settings, this guide will walk you through each aspect of domain setup; providing detailed insights into **Digital Signage**, setting **Translation** options, creating **Page Templates**, setting **Locations**, emoji and **Reactions** configuration, and **more**.
Explore the flexibility of customization as you navigate through each configuration option, ensuring that your intranet not only reflects your company's brand and values but also optimizes workflows for enhanced efficiency. This section of the guide is designed to empower administrators by offering a comprehensive understanding of the myriad possibilities within domain settings, and guiding you towards unlocking the full potential of your business intranet. To get started, select **Domain** from the right hand navigational menu.
# General Settings Configuring domain-wide settings that apply to all users ### Overview The **General Settings** in **Domain Setup** allow administrators to manage and customize user experience, security, and functionality to align with their organization's policies and objectives. These settings provide control over link previews, URL shortening, user invitations, login methods, and more, ensuring a secure platform for collaboration. *** ### Basic Configuration The Basic Configuration settings allow admins to manage link previews, enabling or disabling inline previews for both external and internal links, and automatically shortening long external URLs for security. Additionally, admins can control whether users can send GIF images in chats and feeds using Tenor.
**Enable inline preview of external links:** Toggle this setting to show/hide previews of external links shared in feeds and updates. **Enable inline preview of internal links:** Enable/disable previews for internal links to posts, wikis, files, etc. **Auto-shorten external URLs:** Automatically converts long external URLs (over 50 characters) into shorter URLs for security and readability. **Allow users to send GIF images:** Enables or disables the ability to send GIFs via Tenor in chats and feeds. *** ### Status Update Configuration This section allows admins to manage user settings for sharing short updates within the domain. Checking these options enable users to share short updates, while leaving it unchecked restricts them to posts only.
When enabled, users can share updates with all their followers within the company. When disabled, the "Share an Update" text bar and the "Update" icon in the Compose menu will not appear to users.
All changes to this setting are recorded in the Audit Log. *** ### Invite & Login Settings These settings define how employees log in and invite others to the platform. Invitation controls determine who can invite new users and whether company email addresses are required.
**Invite users without an email ID:** This feature allows admins to **import** users without email addresses by using **unique login names**. By default, an email ID is required to add users to the network. If this option is **not enabled**, any user **without an email ID** will be **skipped** during the import process. {% hint style="danger" %} Users **without** email IDs can **only** be added via import. {% endhint %} **Invite users without a company email:** * Allows invitations to users outside the company domain. * Users can be invited as guests to projects, groups, or events. **Enable login using employee identifier:** Allows users to log in using a unique employee identifier instead of an email ID. **Employees to invite other employees:** * **Allowed:** Any user can invite new employees without admin approval. * **Moderated:** Invitations require admin approval. * **Disallowed:** Only network admins can invite users. *** ### Sign-Up Settings The Sign-Up Settings allow admins to manage user engagement by enabling auto-follow within the domain and syncing MangoApps events with external calendars. Additional customization options include JavaScript tracking, sidebar widgets, profile previews, installation notifications, sharing settings, and user menu preferences, ensuring a tailored and efficient user experience.
#### Self Signup * **Allowed:** Any whitelisted email address can self signup. * **Disallowed:** 'Signup' option will be hidden from the login page. #### Auto Follow Settings Auto Follow settings can automatically connect users within the network based on predefined criteria. Admins can configure different auto-follow options to ensure relevant connections among users. * **Users follow everyone in the domain** – Automatically follows all users within the network to foster better engagement. * **Specific users** – Allows all network users to automatically follow designated individuals. * **Users with the same profile field values** – Enables automatic following based on up to three selected profile fields. If multiple fields are chosen, all must have non-empty values, and the conditions will be applied using an AND logic. * **Org chart-based following** – Ensures direct reportees follow their managers, managers follow their direct reportees, and direct reportees follow each other. {% hint style="info" %} New users will automatically follow specified network users and those with matching profile field values within 24 hours. Existing users who update their profile field values will follow relevant users within 24 hours. {% endhint %} #### Outlook & Google Calendar Settings * **Enable Add to Outlook/Google Calendar:** Syncs MangoApps events with external calendars for one-way updates. #### JavaScript Settings * **Enable JavaScript on pages:** Allows admins to add tracking and analytics scripts to pages. #### Sidebar Widgets Settings * **Enable Sidebar widgets:** Provides a customizable widget panel for users with updates, announcements, and more. #### User and Team Preview * **Show preview on hover or click:** Displays profile previews of users and teams on interaction. #### Mobile & Desktop Installation Notifications * **Enable notifications:** Posts an update when users install MangoApps on mobile or desktop. *** ### Share Options **Share over Email:** Allows users to share updates externally via email. *** ### SMS Settings The **SMS Settings** allow admins to manage SMS communication between the domain and its users.
**Enable SMS** – Toggle on to activate SMS messaging for user notifications. **Account Managed By** – Indicates that MangoApps manages the SMS service. **Provider** – Displays the SMS provider used by MangoApps. **Notify when SMS monthly usage exceeds** – Sends a notification to domain admins when monthly SMS usage surpasses a specified threshold. Leave empty to disable notifications. **Default SMS Opt-in** – Determines whether users are automatically opted in to receive SMS for campaigns, boosted posts, and alerts. If disabled, users are opted out by default but can adjust their preferences to opt-in or opt-out as needed. **Opt-in disclaimer text -** Admins can define a custom disclaimer message that is shown to users when they opt in to receive SMS notifications. This message appears at the point of subscription and clearly informs users about what they are consenting to before they complete the opt-in process. *** ### MangoApps Helper The **MangoApps Helper** is a system bot responsible for sending automated messages, such as notifications about usage limits for add-on services. It also facilitates the use of system user segments for better communication and management.
**Name** – A required field to set the bot’s name (up to 100 characters). **Photo** – Allows admins to choose a profile photo for the helper in the admin portal. **User Menu Settings** – Controls visibility for pinned items, history, and recommendations in the user menu. Options include: All users, Network users, Highly engaged users only, Domain & Intranet admins only, Nobody. *** ### Start Week Day Choose the first day of the week for the domain. This day will be shown throughout the domain, including in calendars and when setting start and end dates. *** ### FAQs **Can external users unsubscribe from email updates?** Yes, external users can unsubscribe by clicking the "Unsubscribe" link in the emails and following the process. Admins can re-enable email notifications if necessary. # Getting Started Setting up the getting started wizard for all new users ### Overview The **Getting Started** configuration within the MangoApps Admin Portal allows network administrators to manage how users are introduced to the platform and ensure they comply with necessary terms and policies.
The **Getting Started** wizard provides a customizable onboarding process on desktop, featuring 10 pre-shipped steps that can be enabled, disabled, reordered, or customized based on your organization's needs. Key features include: * **Pre-shipped Steps**: Steps like an introduction video, terms of service, privacy policy, and more. * **Customizable Steps**: Add custom steps such as videos, rich text content, and profile sections. * **User Role Visibility**: Control which steps are visible to different roles, such as network users, guest users, or admins. *** ### Pre-Shipped Steps MangoApps includes 10 out of the box steps for customization. These steps can be enabled, disabled, or reordered to suit your company needs. * **Introduction Video**: A welcome message for new users. * **Terms of Service**: A legal agreement users must accept. * **Privacy Policy**: Details about data usage and privacy. * **Change Password**: Users are prompted to change their password on first login. * **Profile - Overview**: Users update basic profile information. * **Profile - About Me**: Users add additional profile details. * **Locale**: Users configure locale settings (time zone, language, etc.). * **Team Recommendations**: Users are recommended teams to join. * **Notifications**: Users configure their notification preferences. * **Invite**: Users can invite others to join the domain. {% hint style="info" %} Though admins have the option of editing and enabling/disabling these steps, they cannot be deleted. Not all steps need to be used. {% endhint %} *** ### Configuring Steps When a user logs in to MangoApps for the first time, they will encounter a set of steps to guide them through the platform. As an administrator, you can modify this sequence and customize the content to suit your needs.
#### Step Properties The **Getting Started** steps are presented in a list within the Admin Portal.
For each step, admins can define four basic properties: * **Title**: The name of the step. * **Short Title**: An abbreviated version of the title. * **Icon**: An icon that represents the step. * **Description**: A brief description of the step's content. Different step types may have additional settings. Admin users can also re-order the steps by dragging and dropping them in the sequence you prefer. *** #### Step Settings The **Step Settings** allow admins to modify, enable, or disable individual steps and preview the **Getting Started** page as different user roles.
**Settings Button**: Click to modify a step’s details. **Toggle Switch**: Use this to enable or disable a step. **Preview As**: Preview the "Getting Started" page as different user roles (Network User, Guest User, or Network Admin). This allows you to verify how the page looks for various users, especially when you create custom steps. **Save Settings**: Click the **Save Settings** button after enabling/disabling steps to ensure your changes are applied. *** ### Adding a New Step Click **+ Add Step** at the bottom of the steps list.
In the **Add Step** pop-up, enter a **Title** for the step.
Select a **Step Type** from the **Type** dropdown: * **Rich Text Editor** – Includes **Title, Short Title, Icon, Description, Content (rich text editor),** and **Visibility**. * **Video** – Includes **Title, Short Title, Icon, Description, Video, Mobile Video,** and **Visibility**. * **Team Recommendation** – Includes **Title, Short Title, Icon, Description, Profile Section** (enabled text fields within the [user profile](https://guides.mangoapps.com/admin-guide/module-settings/people/full-profile)), and **Visibility**. Click **Save** to add the step. After saving, modify the step as needed and enable the step using the **Toggle Switch**. Click **Save Settings** to finalize. # Introduction Video ### Overview The **Introduction Video** feature allows you to upload and manage a video that serves as an introduction for users.
*** #### **Title & Short Title** * **Title:** Enter a descriptive name for the video. This will be displayed in the system. * **Short Title:** Provide a concise version of the title (max 18 characters). #### **Icon Selection** Click the icon dropdown to select a relevant video-related symbol. #### **Description** Enter a brief description of the video (up to 282 characters) to help users understand its purpose. #### **Uploading a Video** Click the **Change Video** button to upload or replace the current video. The recommended resolution is **1920x1080 (Full HD)** for optimal clarity. The uploaded video will be previewed in the interface. #### **Mobile Video Support** Toggle the **Mobile Video** switch to enable mobile-friendly video playback. A preview of the mobile version is displayed below. The recommended resolution for mobile video remains **1920x1080**, but the system may adjust the aspect ratio for better mobile compatibility. #### **Saving Changes** Once all configurations are set, click the **Save** button to apply changes. To discard changes, click **Cancel**.
# Terms of Service/ Privacy Policy ### Overview Including a **Terms of Service (ToS)** agreement in the welcome screen ensures that users acknowledge and accept the terms before using the platform.
*** ### Steps to Setup ToS #### **Create a New Terms of Service Entry** Click on the **Cog Wheel** next to the ToS within the steps list. This will bring up the Terms of Service settings menu. #### **Fill in the Required Fields** * **Title:** Required. Enter "Terms of Service." * **Short Title:** Required. Use a concise identifier like "TOS." * **Icon:** Required. Select an icon for the section. * **Description:** Provide a brief message, such as providing instructions for accepting the ToS or links for alternative viewing methods of the ToS. #### **Add the ToS Content** In the **Content Editor**, enter the full text of the Terms of Service. Format the text using bold, italics, bullet points, or headings to enhance readability. Optionally, include links to a detailed ToS page if necessary. #### **Enable Acceptance Requirement** Toggle the **Acceptance Required** switch **ON** to make ToS acceptance mandatory. In the **Acceptance Text** field, enter a message such as *"Please accept terms of service to proceed."* *** #### **Save and Apply Changes** When saving changes to the Terms of Service or Privacy Policy, admins can designate the update as either minor or major.
**Minor** updates prompt only users who have never accepted the Terms of Service or Privacy Policy to do so. Users who previously accepted an earlier version are not interrupted, and their original acceptance timestamps remain unchanged. This allows admins to make small edits or clarifications without forcing re-acceptance across the organization. **Major** updates require all users to re-accept the updated Terms of Service or Privacy Policy, including users who had accepted earlier versions. This ensures explicit acknowledgment when substantive or legally significant changes are made. All changes to the Terms of Service and Privacy Policy are automatically recorded in the audit log, providing full accountability and traceability. Acceptance timestamps for both the Terms of Service and the Privacy Policy are also available in user exports from **Admin Portal → Users → Manage Users → Tools → Export Users**, enabling admins to track compliance across the user base. Click the **Save** button to store the changes.
Log out and re-access the system as a new user or use the **Preview As** button to verify that users will have access to the Terms of Service before proceeding to the domain. # Change Password ### Overview The **Change Password** section allows users to update their password during the onboarding process. This step ensures security and ease of access to the platform. Follow the steps below to configure this section properly.
*** ### Steps to Set Up Click on the **Cog Wheel** next to **Change Password** within the steps list. This will bring up the Change Password settings menu. #### **Fill in the Required Fields** * **Title:** Required. Enter a title for this section. * **Short Title:** Required. Enter a concise title. This will be used in condensed views where space is limited. * **Icon:** Required. Select an appropriate icon to visually represent the password change step. The default icon is a password-related symbol. * **Description:** Provide a brief message instructing users on your organization's password creation policies. #### **Setup Password Settings** To update security and password related settings please visit the[ Password Security ](https://guides.mangoapps.com/admin-guide/security/password-settings)guide. {% hint style="warning" %} This step will **not appear for users who log in via SSO** (Single Sign-On). {% endhint %}
# Profile Items ### Overview MangoApps admins can customize the **Profile Setup** steps to ensure new users complete their basic profile details when they first log in. This step helps users establish their presence in the network.
*** ### **Configuring the Profile Setup Page** Click on the cog wheel next to **Profile - Overview** to open the settings panel. #### **Fill in the Required Fields** * **Title:** Required. Enter a title for this section. * **Short Title:** Required. Enter a concise title. This will be used in condensed views where space is limited. * **Icon:** Required. Select an appropriate icon to visually represent the password change step. The default icon is a password-related symbol. * **Description:** Provide a brief message instructing users on your organization's password creation policies. #### Profile Section Options This dropdown contains all configured Profile [Sections](https://guides.mangoapps.com/admin-guide/module-settings/people/full-profile) created for a user's profile. All the enabled fields in the selected profile section will appear in this step. #### **Saving and Deploying the Setup** Click **Save** to apply any changes. Ensure the **Profile** step is enabled in the wizard flow. Users will now see this step when they log in for the first time.
# Locale ### Overview The **Locale** section allows users to set their locale during the onboarding process.
*** ### Steps to Set Up Click on the **Cog Wheel** next to **Locale** within the steps list. This will bring up the Locale settings menu. #### **Fill in the Required Fields** * **Title:** Required. Enter a title for this section. * **Short Title:** Required. Enter a concise title. This will be used in condensed views where space is limited. * **Icon:** Required. Select an appropriate icon to visually represent the locale set step. * **Description:** Provide a brief message instructing users on setting their locale and the domain default settings. #### **Setting Up the Domain's Locale** To update locale related settings please visit the[ Locale](https://guides.mangoapps.com/admin-guide/domain-settings/locale) guide.
# Team Recommendations ### Overview The **Team Recommendations** section helps new users discover and join relevant teams when they first join the platform. Admins can configure this section to provide tailored recommendations based on different criteria such as expertise, office location, or general interest groups.
{% hint style="warning" %} This step will **not** appear for Guest Users. {% endhint %} *** ### **Setting Up** Click on the **Cog Wheel** next to **Team Recommendations** within the steps list. This will bring up the Team Recommendations settings menu. #### **Basic Settings** * **Title**: Define the title that appears in the Team Recommendations section. * **Short Title**: A brief version of the title for UI clarity. * **Icon**: Choose an icon to visually represent this section. * **Description**: Provide a brief explanation of what the section is for. *** ### **Configuring Recommendation Rules** Admins can set up rules to tailor team recommendations for users. #### **Default Recommendations** These are the teams shown to all users when no specific conditions are met. Teams can be added or removed from this list. #### **Conditional Recommendations** Admins can set up rules using logical operators and user role designations to recommend teams efficiently. **Adding a Rule** 1. Click **+ Add Rule**. 2. Select a filter criteria (e.g., Admin Role, Location (Country), Skills, etc. ). 3. Assign a team to the rule. 4. Click **Save**. **Removing a Rule** Click the **Remove** button next to an existing rule. #### **Finalizing the Setup** Once the recommendations have been configured, click **Save**. This section will automatically be displayed to new users during account setup.
# Notifications ### Overview This section lets new users enable or disable notifications for specific platforms.
Users will also be able to update these notification preferences anytime in the [Notification Settings](https://guides.mangoapps.com/user-guide/user-settings/notifications/notifications). *** ### Steps to Set Up Click on the **Cog Wheel** next to **Notifications** within the steps list. This will bring up the Notification settings menu. #### **Fill in the Required Fields** * **Title:** Required. Enter a title for this section. * **Short Title:** Required. Enter a concise title. * **Icon:** Required. Select an appropriate icon to visually represent the notification preference step. * **Description:** Provide a brief message instructing users on setting their notification preferences. #### **Setting Up the Domain's Default Notification Settings** To update domain wide Notification related settings please visit the [Notifications](https://guides.mangoapps.com/admin-guide/notifications) guide.
# Invite ### Overview This step allows new admin users to invite additional users to the network using email.
*** ### **Setting Up** Click on the **Cog Wheel** next to **Invite** within the steps list. This will bring up the Invite settings menu. #### **Basic Settings** **Title**: Define the title that appears in the Invite section. **Short Title**: A brief version of the title for UI clarity. **Icon**: Choose an icon to visually represent this section. **Description**: Provide a brief explanation of what the section is for.
Admin users can add colleagues via their work emails or via their external emails. # AI Settings ### Overview The AI Settings section in the Admin Portal allows administrators to control various AI-powered features that enhance productivity and content management.
By configuring these settings, admins can customize how AI tools assist in managing content, tasks, and communication within the domain. *** ### **AI Writing Tool** The AI Writing Tool provides support in generating content, such as articles or responses. * **Enable AI Writing Tool**: Toggle this ON to enable AI-powered content generation. The tool will then appear in all HTML editors. * **Custom Action Label**: Modify the label of the first action in the "Enhance AI" dropdown menu. * **Custom Action Instructions**: Click the "Edit Instruction" button to provide custom instructions to guide the AI in generating content according to your preferences.
#### **How It Works** When enabled, the custom action label (configured under **Domain > AI Settings > AI Writing Tool**) is available across status updates, posts, wikis, pages, and other editors. When text is selected and right-clicked, the custom action appears, applying the admin-defined label and instructions to generate or re-generate content.
The tool ensures a consistent approach to AI-assisted writing across the platform, helping teams align content with company standards and compliance requirements. *** ### **AI Text to Speech** This feature converts written content into audio, such as podcasts. * **Enable text-to-speech conversion for posts:** Turn this on to automatically convert posts into audio. * **Notify when podcast monthly usage exceeds \[X] minutes:** Set a usage limit (in minutes) for podcasts. The system will notify domain admins when the monthly usage exceeds this limit. Leave it blank to not receive usage notifications. *** ### **AI Generated Video Subtitles** Automatically generate subtitles for any videos uploaded to the platform. * **Enable subtitles for videos:** Toggle this option to activate automatic subtitle generation for videos. If enabled, post authors can also create podcasts for their posts using the MangoApps AI Engine. This feature is currently available for US and EU customers only. Domain and intranet admins will be able to enable or disable closed captions (CC) or subtitles for videos. * **Notify when video subtitle monthly usage exceeds \[X] minutes:** Set a limit (in minutes) for subtitle generation before receiving a notification. Leave this field blank if you don’t want to receive usage notifications. {% hint style="info" %} For information on editing AI generated sub-titles for videos, please visit the [Media Center Guide](https://guides.mangoapps.com/user-guide/media-center/media-gallery#video-subtitles). {% endhint %} *** ### **Create with AI** Toggle this setting **ON** to enable the **Create with AI** option in the compose menu.
This feature allows users to quickly generate pages, trackers, and forms with minimal setup. [**Pages**](https://guides.mangoapps.com/user-guide/pages/create-a-page-with-ai)**:** Provide a prompt and optionally upload content or images. AI generates a formatted draft with content blocks, images, and layouts that can be edited before publishing. [**Trackers & Forms**](https://guides.mangoapps.com/user-guide/trackers/create-a-tracker/creating-a-tracker-and-form-with-ai)**:** Provide a prompt and optionally upload a file with table or form details. AI creates a structured tracker with columns, tables, and forms that can be customized before publishing. [**Surveys:**](https://guides.mangoapps.com/user-guide/surveys/creating-surveys-with-ai) Creating surveys using AI lets users generate complete, well-structured surveys from a simple prompt, automatically producing context-aware questions, correct answer types, and organized multi-page layouts in minutes. Admins control availability through AI and survey settings, while creators retain full editing control by moving AI-generated surveys directly into the Survey Designer. [**Quiz:**](https://guides.mangoapps.com/user-guide/quizzes/create-a-quiz-with-ai) Creating a quiz using AI enables admins and instructors to generate structured quizzes automatically from a prompt, uploaded documents, or LMS course content, with correctly mapped answers, mixed question formats, and optional image-based questions. The AI-generated quiz opens as a draft in the full Quiz Designer, allowing complete control to review, edit, and publish while significantly reducing manual quiz creation effort. [**Wiki:**](https://guides.mangoapps.com/user-guide/wikis/create-a-wiki/create-a-wiki-with-ai) AI-powered wiki creation lets users generate fully formatted, professional wikis from a simple prompt or uploaded documents, instantly transforming PDFs and Word files into structured, searchable knowledge pages. Admins control access through AI and Wiki settings, while creators can iteratively refine content and publish from Draft mode with full editing and branding controls. [**Department, Group, Project**:](https://guides.mangoapps.com/user-guide/groups-and-projects/creating-a-group-project/creating-a-workspace-with-ai) Creating a department, group, or project using AI allows users to instantly generate fully configured workspaces from a simple prompt, optional templates, and optional document-based content, automatically producing names, visuals, descriptions, settings, and home pages. Admins govern access through AI and module settings, while users can review, edit, and create up to ten teams at once with inherited permissions and best-practice structure. Admins can create at both company and team levels, while other users can create only at the team level where they are admins. *** ### **AI-Powered Search** Enhance search capabilities with AI-generated answers from search results. * **Enable AI-generated answers from search results:** Toggle this option to allow AI to provide answers based on matching search results. When enabled, the Search module will display AI-generated answers alongside the regular search results. *** ### **AI Generated Email Summary** Automatically create summaries for emails using AI analysis. * **Automatically generate email summary:** Toggle this option to enable or disable automatic email summaries. When enabled, AI will generate a summary of incoming emails, which will be displayed in the feeds view. *** ### Customize Conversational AI on Modules You can customize the label and icon for the conversational AI action on enabled modules, such as Files and Trackers, to better align with your organization’s branding or terminology. *** ### **AI Verification of Tasks** This feature is designed to automate task verification by comparing the completed task with an original image. * **Completion image to match \[X]%**: Set the completion threshold percentage. Click the **Save Changes** button at the top right of the screen to apply any updates. # Pages ### Overview The Page settings in the Admin Portal provide centralized control over how pages are created, managed, and governed across your intranet. It enables administrators to standardize content structure, streamline publishing, and maintain content quality at scale. *** ### Centralized Page Management The **Page List** gives a unified view of all pages across the domain. Admins can: * View pages by status (Draft, Published, Archived, Pending Approval) * Sort and filter by author, team, and governance * Monitor activity such as last modified date and views * Perform bulk actions like archive, delete, and governance updates *** ### Templates and Layouts The **Page Templates** section allows admins to manage and standardize page structures. Templates support consistent layouts, including flexible multi-column designs, ensuring a uniform content experience across the platform. *** ### Settings The **Settings** tab controls how pages behave across the domain, including publishing behavior, visibility, and integration with feeds and notifications. *** ### AI Actions and Approvals The **AI Actions** section enables automated approval workflows. Admins can define triggers, conditions, and multi-step review processes using AI and human approvers to ensure content is reviewed before publishing. # Page List ### Overview The **Page List** provides a centralized view of all pages across the domain, allowing administrators to manage content at scale from a single location.
Accessible via **Admin Portal → Domain → Pages → Page List**, this view includes both company and team pages, making it easy to monitor, organize, and take action on content across the network. *** The **Page List** displays all pages in a structured table with key information and associated metadata. This layout allows administrators to quickly understand the state and ownership of content across the organization. * **Title** – Name of the page * **Status** – Draft, Published, Archived, Pending Approval, or Declined * **Author** – Page creator * **Team** – Associated team or company context * **Last Modified** – Most recent update date * **Total Views** – Page engagement metric * **Governance** – Indicates if governance rules are applied * **Hashtags and Languages** – Additional metadata (optional columns) By default, pages are sorted by **Last Modified (newest first)**. *** ### Search, Sort, and Filter To help administrators efficiently locate specific pages, the **Page List** includes search, sorting, and filtering capabilities. Admins can search by page title, sort by any column, and apply filters such as author, status, team, and governance. Multiple filters can be applied simultaneously, with results updating in real time. *** ### Page Status Visibility The **Page List** provides full visibility into the page lifecycle by including pages in all states. This includes drafts, pages pending approval, declined pages, published pages, and archived content. By surfacing all statuses in one place, administrators can easily track progress, identify bottlenecks, and manage both active and in-progress content. *** ### Row-Level Actions Each entry in the list includes a context menu that provides access to actions relevant to that specific page. Depending on the page’s status, administrators can edit the page, view version history, access page insights, save it as a template, manage governance settings, duplicate it, or take actions such as archiving or deleting. {% hint style="warning" %} Home pages and system pages **cannot** be archived or deleted {% endhint %} #### Edit Page Editing pages is subject to certain constraints based on page type, layout, permissions, and workflow configuration. Some pages have restricted editing capabilities. **Home pages and system-generated pages** cannot be archived or deleted, and certain actions may be limited compared to regular pages. Layout changes have specific limitations. Only pages built using modern templates can be converted to a 4-column layout, and once a page is published in this layout, it cannot be reverted to a previous format. If approval workflows are configured, changes made during editing may not go live immediately. Instead, the page enters a **Pending Approval** state, and only one approval request can be active per page at a time. Editing permissions vary by role. Actions such as updating governance settings or moving a page require appropriate admin privileges, and in some cases, permissions across both source and destination teams. When multiple users attempt to edit the same page, an edit lock is applied to prevent conflicts. Another user can take over editing after a period of inactivity, but doing so may override any unsaved changes from the original editor. Draft handling is automatic. Changes made during editing are saved as drafts unless explicitly discarded, and only published changes are reflected on the live page. *** #### Version History Page Version History allows administrators to view and manage previous versions of a page, providing visibility into how content has evolved over time. This helps ensure accountability, supports content recovery, and enables better tracking of updates made by different users. Each time a page is published, a new version is created and stored automatically. The version history includes details such as the user who made the changes and the date and time of publication, allowing admins to understand when updates occurred and who was responsible.
From the Page List or page actions menu, administrators can access the version history for a specific page. This view provides a chronological record of published versions, making it easy to review past content and compare changes as needed. Version history is especially useful in collaborative environments where multiple users contribute to page updates. It provides a reliable audit trail and ensures that previous versions of content can be referenced if needed. {% hint style="warning" %} Only published versions are tracked in version history. Draft changes remain separate and **are not** included until they are published. {% endhint %} *** #### Page Insights Page Insights provides administrators with visibility into how pages are performing, helping them understand engagement and optimize content over time. Insights can be accessed from the page actions menu and include key metrics such as total views and user interactions. These metrics help administrators evaluate which pages are being accessed most frequently and identify content that may need updates or improved visibility.
In addition to summary metrics, Page Insights includes trend data showing how views and interactions change over time. This allows admins to track engagement patterns, measure the impact of updates, and understand how users are interacting with page content. Page Insights also includes Click Map engagement data, showing how users interact with links within a page. This helps identify which sections of a page are driving the most engagement and where users are clicking. These insights support better content decisions by enabling administrators to monitor performance, identify gaps, and continuously improve the effectiveness of pages across the platform. *** ### Bulk Actions Admins can select multiple pages (up to 100 at a time) and perform bulk operations, including: * **Manage Governance** – Apply or remove governance rules * **Set Hashtags** – Add or replace hashtags across selected pages * **Copy Links** – Copy multiple page URLs at once * **Archive** – Archive selected pages (home pages are skipped) * **Delete** – Permanently delete selected pages (home pages are skipped) These bulk actions are designed for large-scale content management. *** ### Audit Logging To ensure accountability and traceability, all archive and delete actions performed from the Page List are recorded in the Audit Log. These records include details such as the page name, associated team, the action taken, the user who performed it, and the corresponding timestamp and IP address. *** ### Key Benefits The **Page List** simplifies page administration by providing centralized visibility and control over all pages. It enables faster content management through bulk operations, improves governance oversight, and reduces the need to manage pages individually within each team. # Page Templates ### Overview Network administrators can configure the look and feel of page templates in MangoApps from the Admin Portal, making it easier to create content-rich sites for companies, departments, communities, and teams within the intranet. The platform provides various tools, such as fixed vs. variable height widgets, better handling of large text data, and page versioning, all without requiring any coding skills.
Admins can reorder templates, clone and edit them, and activate or deactivate templates. The design interface includes features like a visual grid for widget alignment, drag-and-drop functionality, and customizable widget dimensions. Additionally, multilingual pages can be created, and settings such as comments, reactions, and change logs can be configured to enhance user interaction. *** ### Page Template Features Admins can design page templates by navigating to **Domain > Page Template**. Available options include: 1. **System Generated Pages** – Out of the box dynamic templates. MangoApps offers 9 out of the box templates to start. 2. **Custom Pages** – Templates designed by an admin. {% hint style="info" %} **Page Templates** will **only** display a list of modern templates. Legacy templates cannot be duplicated nor edited. {% endhint %} *** #### Page Template Window The Page Template window displays system and custom templates. Admins to reorder them using drag-and-drop, affecting both the Admin Portal and the user portal's template selection. Through the three-dot menu, admins can clone and edit templates using a four-step wizard or activate/deactivate them. Template filters provide options to view all templates, only active ones, or only inactive ones.
**Template Filters** * **All** – Displays active, inactive, and draft templates * **Active** – Displays only active templates * **Inactive** – Displays only inactive templates *** **Reorder Templates** – Allows drag-and-drop reordering, affecting the Admin Portal and the Template pop-up for new page flow (User Portal).
*** **Template Actions (Three Dots Menu)** Admins can access additional options from the 3 dot menu located on any template.
**Edit** **(Custom Template)** – Opens the four-step wizard to edit a custom template. **Clone & Edit** **(System Template)****/Duplicate Template ****(Custom Template)** - System templates cannot be edited so this option will first create a clone of the system template for editing. Each clone/duplicate instance must have a unique name.
Duplicating or cloning a template copies all its content, including the featured image. In the duplicated template, you can make additional edits before publishing. **Export Template ****(Custom Template)** - Exporting a template downloads a zipped file containing all assets and the template definition JSON. This file can be re-imported using the 'Import New Template' action in the same or a different domain. **Activate/Deactivate** – Enable or disable the use of a template in the User Portal. This does **not** affect existing pages that already use the template. **Delete ****(Custom Template)** - Deleting a page template removes it as an option for future use, but any existing pages created with the template remain unaffected. The deleted template can be restored by the Network Admin from the **Trash Can** before the preservation limit expires. # Design a Page Template ### Overview Admins can create custom page templates with enhanced design capabilities, providing greater flexibility and control over how pages are structured and presented. The template designer uses a grid-based layout system that ensures consistent alignment while allowing full customization. Widgets snap to a visual grid for precise placement, and drag-and-drop functionality makes it easy to reposition and organize content. Admins can adjust widget size and placement across multiple rows and columns, enabling more advanced layouts, including support for flexible multi-column designs. These capabilities allow templates to scale from simple layouts to more complex, content-rich page structures without requiring any coding. To get started, click **Design Your Own** or duplicate an existing template. When creating a new template from scratch, you will be prompted to select a layout type.
*** ### Step 1: Title Click the **Design Your Own** button located at the top right of the **Page Template** menu. This will take you to the template creation wizard.
To get started, enter a **Title** for the template. This title is **required** and must be **unique**. No two templates may have the same Title. Optionally, add a template **Description** (255 character max) and an **Icon**. This icon will appear along with the title of the template when viewed in the User Portal. Users can change this icon when editing the template upon page creation.
Upload a **Template Image**. Each template must include an image. Choose simple, easily recognizable images that are relevant to the template's purpose. Avoid using overly complex or detailed images. * Minimum image size: 165 x 175px * Recommended image size: 330 x 350px *** ### Step 2: Design In this step, admins can use the designer to customize the page as needed. The designer includes a widget gallery with over 50 widgets that can automatically pull existing content from your MangoApps domain and display it on the page.
Admins can also add static content if needed. The dynamic page templates allow users to resize, reorder, add, and remove widgets, giving full control and flexibility to design the page without requiring programming knowledge. Templates support advanced layout configurations, including multi-column structures such as **2-column, 3-column, and 4-column layouts**, enabling more complex and visually organized pages. {% hint style="warning" %} The 4-column layout is supported only on modern page templates. Layout changes to 4 columns are **one-way after a page is published** and cannot be reverted. {% endhint %} *** **Adding Widgets** Select widgets from the Widget Gallery and click **+ Add**. Then, drag and resize the widgets across multiple rows and columns to your preference.
**Fixed vs. Variable Height Widgets** The **Fixed Height** setting ensures that all widgets in a row have the same height. This is enabled by default for all new pages, but can be adjusted as needed. *** ### Step 3: Preview In this step, users will be able to preview the template as it will appear in both Web and Mobile formats.
Users can return to previous steps to make changes by clicking **Previous** or the step name in the bottom bar. They can also save their progress as a draft to resume editing later, or navigate to the next step to configure the template settings. *** ### Step 4: Settings In this final step, users can configure the default settings for the template. These settings can be updated later based on the use case and user preferences when a page is published in the User Portal using this template.
**Hashtags**: Assign keywords for easier searchability (e.g., #Sales, #Engineering). **Turn on comments**: Allow users to post feedback and suggestions. **Turn on reactions**: Users can react to content. **Turn on change log**: Track modifications made to the page. **Only admins can see who has viewed this page**: Admins can limit visibility while tracking page views. Click **Save and Publish** or **Save as Draft** to exit. {% hint style="info" %} These settings do not affect the template itself; instead, they serve as the default configuration when a user uses the template as a base for creating a page within the User Portal. {% endhint %} *** Once saved, the new template will be listed in the **Page Template** section. # Settings ### Overview The Pages View setting provides a simple way to optimize the mobile experience based on organizational needs, whether prioritizing ease of navigation or direct access to important content.
The **Pages View (Mobile Only)** setting allows administrators to control the default landing experience for users accessing Pages on mobile devices. This setting determines what users see first when they open the Pages module in the mobile app, helping tailor the experience for either content discovery or immediate access to key information. Administrators can choose between two viewing options: When set to **List of Pages**, users are presented with a structured list of available pages, allowing them to browse and navigate through content organized by sites, categories, or hierarchy. This approach is best suited for environments with a large number of pages or where structured navigation is important. Alternatively, when set to **First Page Details**, users are taken directly to a specific page upon entry. This allows organizations to highlight a primary page, such as a company overview or key resource, without requiring users to navigate through a list first.
This setting applies only to the mobile experience, including both the mobile app and mobile web, and does not impact how pages are displayed on desktop. It affects only the initial entry point into the Pages module; once inside, users can navigate between pages as usual. # AI Actions ### Overview The **AI Actions** tab in the Pages module allows administrators to automate page approval workflows, ensuring that content is reviewed and validated before it is published. This capability introduces structured governance into the page lifecycle by combining AI-driven review with configurable human approvals.
Accessible via **Admin Portal → Domain → Pages → AI Actions**, this section provides centralized control over approval workflows applied to pages across the domain. AI Actions enable administrators to define automated workflows that are triggered when a page is published or republished. These workflows guide pages through a series of approval steps before they become visible, helping maintain content quality and compliance with organizational standards. A default workflow is available out of the box and can be activated, modified, or extended as needed. Administrators can manage all workflows from a single interface, including viewing usage, status, and recent activity. *** ### Workflow Configuration Each AI Action consists of three core components: a trigger, optional conditions, and a sequence of actions.
The **trigger** defines when the workflow begins, such as when a page is published or republished. Once triggered, optional **conditions** can be applied to determine whether the workflow should run. These conditions can be based on attributes like page author or team, allowing workflows to target specific content scenarios. The **action sequence** defines what happens after the workflow is triggered. This typically includes sending the page for AI review, routing it to specific users or teams for approval, and publishing the page once all approvals are completed. Administrators can configure up to two levels of approval, using a combination of AI and human reviewers. *** ### Approval Flow When an active workflow applies to a page, the publishing process changes from immediate publication to a structured approval flow. Instead of going live instantly, the page enters a **Pending Approval** state.
Approvers receive requests through notifications and can review, approve, or decline the page. If approved at all required levels, the page is published automatically. If declined at any stage, the workflow stops and the author is notified. {% hint style="success" %} Only **one approval workflow can be active per page at a time**, ensuring a clear and consistent approval process. {% endhint %} *** ### Management and Visibility The AI Actions tab provides visibility into all configured workflows, including their status (active or inactive), usage count, and last used date. Administrators can edit workflows, deactivate them, or view logs to track activity and changes over time. Detailed logs are available to track execution, configuration changes, and usage, providing full transparency into how workflows are applied and how often they are triggered. *** ### Key Considerations AI Actions introduce governance without requiring manual intervention for every page. Workflows can be tailored to apply broadly or only under specific conditions, giving administrators flexibility while maintaining control. Once a workflow is active, it automatically applies whenever its trigger and conditions are met. Pages already in an approval state are not affected by changes made to the workflow after submission. # Locale Configuring the default locale settings for all users ## Overview Admins can configure domain-wide default locale settings that ensure a consistent user experience across your platform. These settings control crucial elements like date format, time format, time zone, and language for all users.
Users will have the option to personalize their preferences and override the default settings from the [Change My Settings](https://guides.mangoapps.com/user-guide/user-settings/locale) option in the user portal. *** ### Configure Default Locale Settings for Your Domain The **Locale Settings** section includes options for the **Default Date Format, Default Time Format, Default Time Zone,** and **Default Language**. For each of these options, admins can select the desired default format or setting for all users: * **Set Default Date Format**: Choose the preferred date format for your domain (e.g., MM/DD/YYYY, DD/MM/YYYY, etc). * **Set Default Time Format**: Choose between 12-hour or 24-hour time format. * **Set Default Time Zone**: Select the default time zone for users (e.g., GMT, EST, PST). * **Set Default Language**: Choose the language in which users will interact with the domain (e.g., English, Spanish, French). If you do not wish to set a certain default option for the domain, uncheck the box next to the default option you would like to exclude. #### **Apply Settings to Users** Once you have configured the settings, decide how to apply them: * **Apply to all users**: Select this option to apply the settings to both **existing** and **new** users, overriding any existing user preferences. * **Apply to new users only**: This option applies the settings only to **new users** who sign up after the change. Existing users’ preferences will remain unchanged. After selecting the desired locale preferences and the application method, click the **Save** button to apply the changes. # Translate Configuring translation for all languages MangoApps offers language translation support for many of the world’s most widely used languages, with a flexible framework that allows easy integration of additional languages and dialects. These features enable offices worldwide to select the language and dialect that best suits their environment and empower individual users to customize their language settings for more personalized communication.
These settings allow offices around the world to select the language and dialect that best matches their specific environment. Give individual users the ability to customize and communicate in their own personal language preferences. Translate module names in MangoApps to match the cultural and language needs of your organization. ### Key Language Translation Features **Out-of-the-Box Support for Popular Languages**\ MangoApps supports a wide range of popular languages, allowing company administrators to set a primary language for their company domain. Individual users can also choose a language preference within their accounts. If a specific language is not available, additional languages can be added upon request. **Automatic Translation of User Content into 100+ Languages**\ With Google’s machine translation technology, MangoApps can automatically translate dynamic and user-posted text into over 100 commonly used languages, facilitating real-time communication across language barriers.
**Customizable Module Names**\ Domain administrators can customize top-level module titles to meet organizational needs. While module names automatically translate to match the selected locale, admins have the option to further tailor translations as needed. **Translation Recommendations**\ Users can submit feedback on translations directly from the Help Center using the "Report Translation Issues" option, helping to continuously improve translation quality. # Translate Modules ### Overview Network administrators can configure module label translations in the Admin Portal to support up to 30 languages, ensuring users see labels in their preferred language. If no translation is available, the system defaults to English. Admins can also edit the default system labels, though the translation feature must be deactivated to modify these default labels.
*** ### Managing Module Label Translations Admins can set module label translations for all users, and MangoApps will automatically apply each user's preferred language settings. The translation settings include tools to activate translations, search for specific labels, add or edit translations, and customize the display of supported languages. #### **Activating Translations** Toggle the **Activate Translations** option in the Admin Portal to enable or disable module label translations for the LHS navigation. *** #### **Searching for Labels** Use the **Search** bar to quickly locate a specific label by entering a keyword.
*** #### **Showing and Hiding Language Translations** To customize the display of languages, click the **Show/Hide Languages** button.
Choose languages to display by marking them in the drop-down list, or unmark to hide. Click **Ok** to confirm your selection. {% hint style="info" %} If no translation is available, the system displays the default English label. {% endhint %} *** ### **Module Label Translation Table** View all available module labels and their translations in various languages. Click the **Show/Hide Languages** button to add or remove languages from the table. To edit a label, hover over it and click the **Edit** icon. *** #### Adding or Editing Translations In the **Module Label Translation Table**, hover over the label you want to edit and click the **Edit** icon.
Enter the translation text for each displayed language. {% hint style="info" %} If no translation is added for a language, the default English text will display on the User Portal. {% endhint %} *** ### Customizing System Default Labels Without Translation Admins can modify the default system label of a module without using the translation feature. To do this, navigate to the **Admin Portal** > **Modules**. Select the module (e.g., Home) and click the **Module** **Settings** button.
Enter the desired text in the label text box then click **Save** to set the custom label. {% hint style="danger" %} The translation feature **must be deactivated** to make these changes. Activating translation will reset any custom labels. {% endhint %} *** ### FAQs #### **What happens if a translation is missing for a language?** If no translation is available, the system will display the default English label text. # Glossary ### Overview The **Glossary** tab allows administrators to manage translation entries, import/export data, and configure settings for optimized translation workflows. Entries in the **Glossary** will override Google Cloud automatic translation within the domain.
Customize translations to fit the specific needs and terminology of your organization. Add a word or phrase to the glossary/table along with the preferred translation of that word in different languages. *** ### **Glossary Tab** Admins can enable or disable the glossary feature to influence translations: * **ON**: User-posted content will follow glossary rules. * **OFF**: Glossary translations will not apply to content. Admins can show or hide specific languages in the glossary table through the **Show/Hide Languages** option, with default visibility for 10 key languages, including Spanish, French, and Chinese. The table supports sorting and pagination for ease of use. {% hint style="info" %} Glossary entries can be added, edited, deleted, or imported via CSV, regardless of the feature’s **ON/OFF** status. {% endhint %} *** ### **Managing Glossary Entries** Admins can add, edit, or delete glossary entries. **Adding Entries**: Clicking **Add** opens a form to input translations. The English field is mandatory.
Options include saving or saving and adding another entry. Each addition triggers an API request to update the Google glossary. **Editing Entries**: Hovering over a row reveals an edit option. Changes immediately update the table and Google glossary. **Deleting Entries**: Deletes a translation after confirmation, removing it permanently from the glossary. *** ### **Import and Export Options** Admins have the option to bulk manage glossary entries via CSV file.
**Import**: Upload a CSV file to add or update glossary entries. Templates and language code references are provided. The first row of the CSV **must** be a header row containing valid language codes. Please download the provided **'Language Codes' CSV** to access the complete list of valid codes. {% hint style="danger" %} Importing a new CSV will **overwrite all existing entries** in the glossary. If you have previously added or imported items, it is recommended to use the **'Export Current Glossary'** option on the top, make any additions or edits to the exported file, and then re-import it. {% endhint %} **Export**: Exports the current glossary data for external use. Once requested, admins will receive a notification when the file is ready to download. *** **Import and Export Logs** These logs track glossary data changes. For more information on Logs, click [here](https://guides.mangoapps.com/admin-guide/home-1/logs).
**Details Captured**: File name, imported/exported by, date, and status (successful/failed). **Actions**: Admins can download the file or view details of successful or failed entries. # Translate Settings ### Overview Inline translation settings allow users to view content in their preferred language within the news feed. With two modes of inline translation—**On-Demand Inline Translation** and **Automatic Inline Translation**—users can rely on machine-generated translations for content that isn’t in their profile’s set language.
Admin users can toggle on-demand **OR** automatic inline translation for their domain. Both **cannot** be enabled simultaneously. *** ### On-Demand Inline Translation On-demand inline translation provides flexibility by allowing users to choose when they want to translate content. **How It Works** When this setting is enabled, users will see a **Show Translation** link beneath posts in languages different from their profile language. By clicking this link, the user can view an AI-generated translation instantly within the news feed.
As an example, **Scenario**: A user’s profile language is set to German. They see a post in English on their feed. **Solution**: The **Show Translation ( "** **Siehe Übersetzung")** link appears under the post. When clicked, the post is translated into German. This setting works on the following content types: * Updates * Questions * Posts * Comments * Replies {% hint style="info" %} On-demand translation doesn’t extend to all content types. Pages, events, and other similar content are not translatable with this feature. {% endhint %} {% hint style="danger" %} Since inline translation relies on AI-generated machine translations, there may be occasional inaccuracies, particularly with context or idiomatic expressions. Users should be aware of this potential limitation. {% endhint %} *** ### Automatic Inline Translation Automatic inline translation is more comprehensive, translating all qualifying content to the user’s preferred language without additional actions. **How It Works** With this setting enabled, the platform will automatically translate any content that isn’t in the logged-in user’s profile language. Users can then read content in their preferred language as soon as it appears on their feed.
As an example, **Scenario**: A user’s profile language is set to German, and they encounter several posts in English. **Solution**: The posts are automatically translated to German, and the user can read them without any additional clicks. This setting works on the following content types: * Updates * Questions * Posts * Comments * Replies Like on-demand translation, this feature **does not** apply to content types such as pages or events. {% hint style="danger" %} Since automatic translation relies on AI-generated machine translations, there may be occasional inaccuracies, particularly with context or idiomatic expressions. Users should be aware of this potential limitation. {% endhint %} *** ### Common Challenges with Automatic Translation Some users may experience challenges with automatic translations due to the limitations of machine translation. While it offers convenience, AI-based translation may not always capture the nuances or context of the original content, leading to potential misunderstandings. For critical content, users may prefer manual translation or cross-referencing with a native speaker. # Startup Dialog Startup dialog is shown to all users on login. ### Overview The **Startup Dialog** is a modal pop-up window that allows network admins to broadcast important information to all network users immediately after they log in. This is ideal for announcements, company-wide alerts, or providing helpful links to resources.
*** ### Enabling the Startup Dialog To enable the startup dialog, check the corresponding box. This will display the dialog on the User Portal when network users and admins log in.
Leave the box unchecked if you do not want the startup dialog to appear. **Title** Enter a title in the **Title** text box. This title will be displayed at the top of the modal dialog. *** ### Configuring Display Settings Choose when the startup dialog appears to network users. The startup dialog will **only display to network users and admins**. **Guest users** will not see the dialog.
**Do not automatically show the start page:** The dialog will **not appear** when users log in. **Automatically show the start page every time a network user logs in:** The dialog will be shown **every time** a network user or admin logs into the User Portal. **Automatically show the start page when there is new or updated content:** The dialog will only appear when: * There is a new company announcement post. * The title of the announcement post has been updated. * A custom title or content in the dialog has been changed since the user's last login. *** ### Configuring Display Options Admins can customize what content is shown within the startup dialog.
**Enable Announcements** Check the box to display the **announcements section**. The startup dialog will only show **posts marked as "Company Announcements"**. Uncheck the box to **hide** the announcements section. **Enable Custom Content** Check the box to display the **custom content section**, where you can add rich text, media, and custom HTML. Click the **Preview** button to view an inline preview of how your custom content will look in the dialog.
Uncheck the box to **hide** the custom content section. {% hint style="info" %} If **both** the Announcements and Custom Content options are disabled but the Startup Dialog is still enabled, an error message will appear when users log into the domain. {% endhint %}
*** ### FAQs **Is the startup dialog displayed to mobile users?**\ No. The startup dialog is currently supported on the **web only**, and is **not** displayed in mobile apps. # Reactions ### Overview In your company's digital ecosystem, fostering communication and expression is crucial. One way to enhance engagement and convey sentiments effectively is through reaction emojis. As a domain admin, you can tailor these emojis to align with your company's communication needs.
{% hint style="info" %} Admins can disable reactions across the domain by toggling Enable Reactions to **OFF**. {% endhint %} Domain admins have the flexibility to choose up to **six** reactions from a pool of twelve options. These reactions are designed to cater to a wide range of expressions and responses, enhancing the interactive experience on your company website. The available reactions include: | Like | Sad | | -------------------------------------------------------------------------- | ----------------------------------------------------------------------------- | | Haha | Wow | | Super Like | Taking a Look | | Dislike | Yay | | Love It | Support | | Done | Insightful | *** ### Configurations Within the **Default** configuration section, choose from six reactions to be available across various sections such as News Feeds, pages, and posts, **excluding chat**. From the dropdown menus, choose each reaction to select your preferred set, ensuring they align with your company's communication needs. Once selected, preview the settings to confirm they meet your expectations. For reactions tailored to **Chat Specific** interactions, choose six reactions specifically for 1-1 chats and Team chats. Like the default setup, make your selections from the reactions dropdown menus based on your preferences. After making your choices, preview the reactions to visualize how they will appear within chat conversations, ensuring they suit the intended communication dynamics.
*** ### **Advanced Setting** **Limit reactions to one per user:** By default, this setting will be toggled **OFF**. When enabled, users will be limited to one reaction per engagement interaction. Existing reactions will **not** be retroactively removed. # Compose ### Overview The Compose Box in MangoApps provides users with quick access to various posting and communication options. Admins can configure the Compose Box settings to customize the user experience by selecting the type of Compose Box and determining which options are available to users.
*** ### Selecting the Compose Box Type Admins can choose between two types of Compose Boxes: * **Basic**: Provides a straightforward Compose menu with customization options. * **Advanced**: Offers a categorized and structured Compose menu with predefined sections such as Share, Work, Engage, Feedback, and Upload. By default, domains will have the **Basic** Compose Box enabled. However, admins can change this setting from the Admin Portal. To select a Compose Box type, use the **Type** dropdown menu to choose between Basic or Advanced.
The selected type will be reflected in the user portal for all users, including guest users, once the settings have been saved. *** ### Customizing the Basic Compose Box If the **Basic** type is selected, admins can further refine the Compose Box by choosing which options are visible and which are placed under the **More** dropdown.
Click the **Configure** button next to **Customize compose**. The **Customize Compose Options** pop-up will appear.
In this menu: * The left section (**Always visible actions**) contains items that will be immediately accessible in the Compose Box. * The right section (**Actions under 'More'**) holds items that users can access by clicking a "More" option. Drag and drop items between the two sections to customize visibility. Click **Save** to confirm changes.
*** ### The Advanced Compose Box In the **Advanced** Compose Box, actions are categorized and placed under relevant sections.
Actions are grouped into categories, and each category has a description. Clicking on a category displays the actions within it. Then, clicking on an action will bring up its respective compose pop-up. If there are too many actions in a category, a scroll option will appear.
{% hint style="warning" %} If all actions under a category are disabled, the category will not be shown. {% endhint %} Currently, actions **cannot** be edited or reordered. *** ### Configuring Visibility Admins can define who has access to the Compose Box by selecting an option from the **Show compose to** dropdown menu: * **Everyone** (default) * Domain & Intranet admins & specific people * Domain & Intranet admins & specific people & a user segment
Click **Save** after making changes. # Locations Configuring the domain-wide office location settings Simplify location-based information sharing for employees. Enhance cross-branch interaction with time zones and office details. Access location-specific resources and foster local company culture. Find colleagues effortlessly with filtered employee directories. ## See How It Works {% embed url="" %} ## Features #### Discover Colleagues ‍Create a space where employees at an office location can connect, share resources, and partake in each other's interests and hobbies. #### Location-Based Groups Give employees a space to communicate and share information about their office location (such as building floor plans, access codes, office hours, holidays, etc.). #### Get To Know Your Colleagues Branch-based groups improve local employee engagement and company culture as employees get to know and interact with each other. **Bridge the gap with remote workers** Make it easier for remote workers to collaborate across time zones by providing them access to office location hours, holidays, and local time. **Strengthen company culture** Strengthen office company culture by providing a space for employees to communicate and share each other’s interests. **Communicate important updates** Send out critical alerts or important updates to affected employees who work at a specific office location. **Office directories** Create user-friendly office directories with detailed information about each office/branch location.
# General Settings Configuring domain-wide location settings ### Overview The **Locations** settings in the MangoApps Admin Portal allow domain admins to configure how office locations are managed and displayed across the network. From this page, admins can enable office location visibility on user profiles, customize location and headquarters labels, and set the preferred order for displaying locations.
Additionally, admins can enforce **Off-Location Access Restrictions**. This feature limits navigation access when users are outside of their designated office locations. Admins can define user segments, specify alternate navigation options for off-location users, set allowable access distances for web and mobile, and require user consent when applying these restrictions. *** ### Enabling Office Locations To allow the addition of office locations within the domain, toggle the **Enable Office Locations** switch on or off. When at least one office location is added, MangoApps automatically generates a **Company Office Locations** page.
*** ### Configuring Office Location Labels **Location Label**: Enter the preferred label for the office locations as they will appear on user profiles.
{% hint style="info" %} By default, MangoApps does **not** show a user’s office location on their profile. To show location, navigate to [**Admin Portal > Modules > People > Full Profile**](https://guides.mangoapps.com/admin-guide/module-settings/people/full-profile)**.** {% endhint %} **Headquarter Label**: Define the label for office locations designated as headquarters. This label appears on the **Company Office Locations** page and in the **Office Locations** list in the **Admin Portal**.
*** ### Sorting Office Locations Choose how office locations are displayed on the location page under the **Company** module: * **Alphabetically (A-Z)** * **Based on a user's location** *** ### Off-Location Access Restriction The Off-Location Access options ensure a secure and location-aware user experience, while allowing for flexible management of access rules based on physical proximity.
To enable Off-Shift Restrictions navigate to **Admin Portal > Domain > Locations > Settings**. By default, this option will be disabled. In order to fully utilize this feature, office locations must have Latitude/Longitude values or address details entered in order to auto-calculate the location. This information can be entered under **Domain > Locations > Locations**. *** #### Configurable Options **When user belongs to user segment \_\_ and the user is away from their office location:** Select which groups should experience location-based restrictions. A maximum of 3 user segments can be selected. **Then show navigation:** Choose the navigation option to display for users accessing the application from locations far from their office. **Web Access Distance:** The radius around the designated office location within which users can access the platform from the web browser and be considered as being at their office location. **Mobile Access Distance:** The radius around the designated office location within which users can access the platform from the mobile app and be considered as being at their office location. **Consent Required:** Enable this feature to require users accessing the system from outside their designated office location to accept a consent message. The message will appear once every hour as long as the user is outside the office location and will be captured in the log. **Consent Message:** Provide a custom message to display to users accessing the system outside their designated office location. Ensure the message clearly outlines the terms they must accept. {% hint style="success" %} Notifications are unaffected and continue according to user settings. {% endhint %} {% hint style="warning" %} Access to content still depends on user permissions and is not blocked. {% endhint %} *** #### User Experience If enabled, MangoApps will prompts users upon log-in to allow access to their device’s location. The user’s current coordinates are then compared with their assigned office location. * **Within allowed distance:** Full navigation access is provided. * **Outside allowed distance:** * The user sees a customizable **Consent Prompt**. * After consenting, they gain **limited navigation access**. **Consent Expiry:** Consent must be re-confirmed if the user remains logged in and off-location for more than 1 hour.
{% hint style="info" %} Consent logs can be found in **Admin Portal > Home > Logs > Restricted Access Consent Logs**. {% endhint %} *** ### FAQ **Q: What determines whether a user is considered "off location"? Does it use IP address or location data? What happens if location data is turned off?** **A:** The **Off Location Access** feature uses the device's location data (from a phone or computer) to determine if the user is within the geofence set by the company’s admin. It does **not** rely on IP address. If location data is turned off on the device, the system treats the user as being off location, and their access will be restricted accordingly. # Locations Configuring the locations and location-based groups on your domain ### Overview Network admins can configure office locations and manage location-based groups for all users in the domain. *** ### List of Office Locations The **Locations** tab displays all office locations added to your domain. Admins can: * View the **location photo** and **location name**. * Click the **Manage Settings** (cog wheel) to show/hide fields in the list. * Use the **Quick Find** search bar to locate office locations quickly.
The location photo and the name of the location **must** be displayed. *** ### Managing Office Locations Each office location has a **3-dot action menu** with additional options.
* **Edit**: Modify office location details such as address, contact information, or group associations. * **Delete**: Remove an office location from the domain. When deleting, choose to **leave the associated group as is** or **archive the group**. * **Associate Location Group**: Convert a general group into a **location-based group**. Only members with the matching office location remain in the group. Members outside this location are removed from the group. * **Disassociate Location Group**: Converts the **location-based group** back into a **general group**. Admins must manually manage members. The disassociated group follows **private group permissions**. * **Re-sync Location Detail**: Refresh office location details using **API or Webhook**. {% hint style="info" %} Only network admins can edit or delete locations. {% endhint %} *** ### Managing Location-Based Groups Location-based groups automatically update membership when users change their office location in their profiles. To make a Location Based Group, there must be a [**Location added**](https://guides.mangoapps.com/admin-guide/domain-settings/locations/locations/adding-an-office-location) without a group already associated with it. To create a location-based group, click the **Create Groups** button to open the **Create Location-Based Groups** pop-up menu.
Locations without a group already associated will display text fields and a creation toggle switch. For the selected location, enter a **Group Name,** **Description,** and assign a **Group Admin**. These can later be edited for the group from the [**Groups module**](https://guides.mangoapps.com/admin-guide/module-settings/groups). Toggle the Create option to enable location-based grouping. Click the **Create Groups** button and the location-based group will be created. {% hint style="info" %} Location-based groups can only be created for office locations that do **NOT** already have an associated group. {% endhint %} *** ### Bulk Importing Office Locations To bulk import office locations using a **.xlsx** or **.csv** file click **Import New Location** option from the **Add Locations** dropdown.
Select **Import from XLSX** or **Import from CSV** to begin. Each location must have a unique name to be imported into MangoApps. Ensure all mandatory fields—**Address, City, State, and Zip Code**—are included for a successful import. The pop-up menu offers a downloadable sample template and sample values for reference. To avoid errors, make sure all column headings match exactly as shown in the sample. Next, Click **Choose File** to upload the desired file. Finally, select an import option: **Skip existing location** to ignore duplicates or **Update existing location** to update records for existing locations. *** ### Importing Office Locations via API To import an office location via API, click the **Import via API** option from the **Add Locations** dropdown.
Within the **Import via API** pop-up window, you will configure the URL to which the sync request will be sent. Fill in all applicable and mandatory fields in the window: * Specify the **API URL**. * Enter the **external system ID** for request and response parameters. * Map the API fields to corresponding MangoApps fields. * Click **+ Add** to add more parameters or **Remove** to delete parameters. * Click **Save**. {% hint style="danger" %} The external system ID **must** match your third-party API field for successful data exchanges. Refer to your API documentation for field mapping details. Importing via API depends on location webhooks. See [**Webhooks**](https://guides.mangoapps.com/admin-guide/domain-settings/locations/webhooks) for more information. {% endhint %} # Adding an Office Location ### Overview Administrators can create individual locations and associated location groups for easy management of multiple locations. By maintaining accurate location groups, companies can restrict access to sensitive resources based on geographic or network-based criteria, reducing the risk of unauthorized access. Additionally, up-to-date location data ensures that security policies are properly enforced and makes it easier to audit and demonstrate compliance with data protection and industry standards. *** ### Adding a New Location To get started, click the **Add Locations** button in the upper-right corner of the Locations menu.
In the pop-up form, fill in the required details: * **Name:** Enter a unique location name * **Address:** Provide the full address for the location * **Image (Optional):** Upload an image for visual identification of the location. If omitted, a map icon will be displayed.
* **Additional Fields:** Fill in custom fields as needed. These fields can be configured from the [Location Fields](https://guides.mangoapps.com/admin-guide/domain-settings/locations/location-fields#setting-up-additional-fields) tab. * Click **Save** to finalize the new location. To designate a location as a headquarter, check **Mark this location as Our Headquarter**. Customize the headquarter label in **Admin Portal > Domain > Locations > General Settings**.
*** ### Creating a Location Group At the time of location addition, admins can also elect to create an associated location group. This associated group can be added later by clicking the [**Create Groups**](https://guides.mangoapps.com/admin-guide/domain-settings/locations/locations#managing-location-based-groups) button.
Newly created groups will appear in the **Groups** module where they can be edited or removed as needed. *** ### Best Practices for Location Management To optimize location organization, follow these best practices: **Use Descriptive Names:** Clearly define location names (e.g., "Berlin Office" instead of just "Berlin"). **Include Images:** Enhances visual identification for easier navigation. **Keep Details Updated:** Regularly review and update location information. # Location Fields Configuring the fields for office locations ### Overview Admins can edit existing fields or create new custom fields for office locations. These fields are displayed when a new location is being added using the [Add Locations](https://guides.mangoapps.com/admin-guide/domain-settings/locations/locations/adding-an-office-location) button and on the locations details menu in the Company module.
Admins can also map these fields to external servers and data sources using webhooks. See [Webhooks](https://guides.mangoapps.com/admin-guide/domain-settings/locations/webhooks) for more information. *** ### **Locations Fields List** **Mandatory fields:** The list includes 3 system default fields (Office Image, Name, Address) and 1 system default section (Summary). These fields **cannot** be unchecked. **Optional fields:** MangoApps includes a handful of optional fields that can help provide additional information for an office location. These fields can be re-ordered by dragging and dropping the fields in the list. These fields can also be omitted from location details and location set up menus by unchecking the associated check box.
*** ### Setting Up Additional Fields Click the **Setup Additional Fields** button to add a new custom field for the office locations.
Click the **Add a Section** button to add a new section to the location fields on the location details menu. This new section will be added below the **Additional Information** section.
These sections can be re-ordered in the list as well via drag-and-drop. {% hint style="warning" %} The **Summary** section will **always** be listed first. {% endhint %} Click the **Add & Edit Location Fields** button to access the **Setup Custom Fields** menu for locations. In the **Setup Custom Fields** pop-up, click the **New Custom Field** button. Enter the **Title** for the new custom field in the Field Name text box. This is the title which will appear on a location's details sheet if the custom field is enabled. Select the **Type of the Field** from the drop-down list. Optionally, mark the **Available as Search Filter** check box to add the custom field to the search filters list on the User Portal to allow users to search for locations and location groups using the custom fields. Once satisfied, click the **Save** button. *** ### Managing Custom Fields
**Editing a Custom Field** In the **Setup Custom Fields** pop-up, click the![](https://guides.mangoapps.com/~gitbook/image?url=https%3A%2F%2F1733114811-files.gitbook.io%2F%7E%2Ffiles%2Fv0%2Fb%2Fgitbook-legacy-files%2Fo%2Fassets%252F-Lclpq021Ai9jH1_X4gO%252F-Lfx0PY7jHAbQWLhNl8k%252F-LfxCNNu22YFlviqCJgo%252FHolidays%2520-%2520edit%2520-%2520clone%2520-%2520delete%2520button.png%3Falt%3Dmedia%26token%3Dc87dbc08-1a5f-4e40-807e-beceeebcc032\&width=300\&dpr=4\&quality=100\&sign=67980d\&sv=2)(three dots) button for a field and then click **Edit** to edit the custom field. **Deleting a Custom Field** In the **Setup Custom Fields** pop-up menu, click the![](https://guides.mangoapps.com/~gitbook/image?url=https%3A%2F%2F1733114811-files.gitbook.io%2F%7E%2Ffiles%2Fv0%2Fb%2Fgitbook-legacy-files%2Fo%2Fassets%252F-Lclpq021Ai9jH1_X4gO%252F-Lfx0PY7jHAbQWLhNl8k%252F-LfxCNNu22YFlviqCJgo%252FHolidays%2520-%2520edit%2520-%2520clone%2520-%2520delete%2520button.png%3Falt%3Dmedia%26token%3Dc87dbc08-1a5f-4e40-807e-beceeebcc032\&width=300\&dpr=4\&quality=100\&sign=67980d\&sv=2)(three dots) button for a field and then click **Delete** to delete the custom field. # Location Summary Choosing the fields to show on the Company Locations page ### Overview Admins can select which fields to display on the location cards shown on the company locations page in the User Portal. By default, the office image and name are displayed. Up to 7 fields can be selected to display, including the image and name. To customize the display, select the desired fields in the Location Summary tab and click the **Save** button.
# Webhooks Configuring the location webhooks ### Overview Webhooks enable synchronization of office location data between MangoApps and external third-party software/APIs. With webhooks, admins can send or receive location-related updates based on specified trigger events. *** ### Location Webhook Settings (Outgoing Data) The **Location Webhook** settings allow MangoApps to push location data to external third-party software/APIs.
#### **Configuring Location Webhook** **Select Trigger Events:** * Choose the events that should trigger the webhook: * **Create Location** – Triggers when a new location is created. * **Update Location** – Triggers when an existing location is updated. * **Delete Location** – Triggers when a location is removed. * The system will send data to the specified external server whenever the selected event occurs. **Post to URL:** * Enter the endpoint URL of the external third-party software/API where the location data should be sent. **Request Parameters:** * Define the request parameters to send data to the external system. * Steps: * Enter the external system’s API field name in the **API Field** text box. * Select the corresponding MangoApps location field from the **MangoApps Field** drop-down menu. * Click **+ Add** to add more request parameters. * Click **Remove** to delete any unnecessary parameters. **Response Parameters:** * Configure response parameters to receive confirmation or additional data from the external system. * Steps: * Enter the external system’s response field in the **API Field** text box. * Select the appropriate MangoApps field from the **MangoApps Field** drop-down menu. * Click **+ Add** to include more response parameters. * Click **Remove** to delete response parameters if necessary. {% hint style="warning" %} Ensure the **external system ID** for both request and response parameters matches the third-party API field for locations. {% endhint %} *** ### Notifying MangoApps Settings (Incoming Data) The **Notifying MangoApps** settings enable external third-party software/APIs to send location data to MangoApps.
#### **Configuring Notifying MangoApps** **MangoApps URL:** * Use the provided MangoApps URL to send and sync location data from an external server. **Input Parameters:** * Define the parameters MangoApps will receive from the external system. * Steps: * Enter the external system’s API field in the **API Field** text box. * Select the matching MangoApps location field from the **MangoApps Field** drop-down menu. * Check the **Location Identifier** checkbox if the parameter is a unique identifier. * Click **+ Add** to add more input parameters. * Click **Remove** to delete an input parameter. {% hint style="warning" %} The **external system ID** for input parameters must match the third-party API field for proper data synchronization. {% endhint %} # Field Structures Formerly known as Sites ### Overview Grouping office/store locations using Field Structures allows managers of multiple levels within the organization to monitor task completion rates and assign tasks efficiently. This provides a centralized approach to management, enabling oversight across multiple stores simultaneously. This centralized view fosters efficient resource allocation, consistent standardization of processes, and better decision-making through access to real-time data.
Transparent monitoring promotes accountability, encouraging employees to take ownership of their responsibilities. Overall, this approach optimizes operations, improves efficiency, and fosters a culture of collaboration and accountability within the organization. {% hint style="warning" %} ### Field Structures vs. Locations Field Structure configuration is tied to the **Task** feature. In order to utilize Field Structures, **Locations** must have been setup within your domain first. For information on creating **Locations**, click [here](https://guides.mangoapps.com/admin-guide/domain-settings/locations). {% endhint %} *** ### Adding Sites Admins can create up to 5 levels of hierarchy to establish a hierarchical structure within the site menu. From there, assign managers and responsible parties to each of these levels. It's important to note that all 5 levels of hierarchy **must** be established before designating stores. However, **not** all hierarchy levels require a responsible party.
{% hint style="warning" %} In order to utilize Field Structures, configuration of office locations **must** be enabled. You can find this option in **Admin Portal > Domain > Locations > General Settings**. {% endhint %} #### Add Country Button To begin, click on the **Add Country** button located at the top right-hand side of your screen. From the dropdown menu, select the country you wish to add. Once a country has been added, you can proceed to add more steps within the hierarchy by clicking the **+ Add** button beneath the Add Country button and within the Field Structure details table. #### [Download/Bulk Upload Field Structures](https://guides.mangoapps.com/admin-guide/domain-settings/field-structures/field-hierarchy-sync) From the cog menu () located next to the Add Country button, Admins can upload a .csv with Field Structure information for bulk site uploading. Admins also have the option to download the current Field Structure hierarchy in the form of a .csv.
{% hint style="warning" %} Before uploading a .csv, make sure all headers appear exactly as the downloadable template or else an error will occur. {% endhint %} *** ### Field Structures Settings Menu The **Settings Cog Wheel Menu**, located at the top right of the Field Structure panel, provides advanced configuration options and import/export functionalities.
Click the **gear icon** to access a dropdown menu with several tools designed to manage and automate your domain's field structure and user data. [**Automate Import (sFTP)**](https://guides.mangoapps.com/admin-guide/domain-settings/field-structures/field-hierarchy-sync) **-** Allows you to configure automated imports of field structure data via secure FTP. This is useful for syncing data from external systems without manual intervention. [**Bulk Upload (CSV)**](https://guides.mangoapps.com/admin-guide/domain-settings/field-structures/field-hierarchy-sync) **-** Upload a CSV file to quickly add or update multiple locations or structural items in your field hierarchy. Ideal for large-scale updates. [**Export (CSV)**](https://guides.mangoapps.com/admin-guide/domain-settings/field-structures/field-hierarchy-sync) **-** Download your entire field structure in CSV format. This is helpful for backups, audits, or offline editing. **Logs & Versions -** View a history of changes made to the field structure, including versioning and edit logs. This helps maintain a clear audit trail. Up to **30 versions** are retained for historical reference. **Customize Labels -** Modify the default labels used throughout the field structure. For example, you can rename levels such as "Region," "District," or "Office" to suit your organization's terminology. [**User Automation**](https://guides.mangoapps.com/admin-guide/domain-settings/field-structures/field-member-automation) **-** Manage user assignment rules based on field structure. Automations help reduce manual workload by dynamically assigning users to specific locations or departments. [**Upload User Automation Rules (CSV)**](https://guides.mangoapps.com/admin-guide/domain-settings/field-structures/field-hierarchy-sync) **-** Upload a CSV file that defines user automation rules, streamlining the user assignment process. [**Export User Automation Rules (CSV)**](https://guides.mangoapps.com/admin-guide/domain-settings/field-structures/field-hierarchy-sync) **-** Download the current set of user automation rules in CSV format for review or editing. *** ### Customize Field Structure Labels From the cog menu, admins have the option to customize the Field Structure labels according to your company's preferences. Along the bottom of the resulting pop-up window is the option to reset the labels to the system default if necessary.
Using labels that match organizational terminology in Field Structure tasks promotes clarity, cohesion, and efficiency within the company's workflow. *** ### Adding Users Users added here will have visibility of the task execution insights of all the teams under this Field Structure. With managers overseeing different levels, risks can be identified and addressed proactively, enhancing the company's resilience and minimizing potential negative impacts.
Multiple users can be assigned as Field Structure managers however these users can only be assigned to one Field Structure level at a time. For example, Heather has been assigned as the Connecticut area manager, she cannot be assigned as the New England regional manager until she is unassigned as the area manager. {% hint style="info" %} Users can also be assigned via automation. For information on this process, click [here](https://guides.mangoapps.com/admin-guide/domain-settings/sites/site-member-automation). {% endhint %} *** ### Assigning and Monitoring Centralized Tasks Along with establishing this hierarchy of responsibility, users selected as managers of these Field Structures will be able to track task progress via the Tasks Rollup Summary widget.
For information on the Task Rollup Summary widget, click [here](https://guides.mangoapps.com/user-guide/tasks/tasks-widgets#sites-tasks-rollup-summary). {% hint style="info" %} For information on creating Centralized Tasks in the User Portal, click [here](https://guides.mangoapps.com/user-guide/tasks/create-a-new-task#add-task). {% endhint %} # Field Member Automation ### Overview Field Structure member automations offer a rule-based solution for efficiently managing Field Structure admins across hierarchical levels.
*** ### Rule Tab To configure automation for managing Field Structure admins, click on **Automation** from the 3-dot action menu to open a pop-up menu.
The **Rule** tab allows admins to enable or disable the automation feature, configure trigger frequencies, and set user conditions. Once enabled, the automation can be set to trigger at intervals of 24 hours, 8 hours (default), or 4 hours. Admins can specify up to 10 conditions using logical operators. Conditions within the same field use **OR** logic, while those across different fields use **AND** logic. The action for automation is static, ensuring users matching the criteria are added to the Field Structure, while those no longer meeting the criteria are removed. {% hint style="warning" %} Manual additions **remain unaffected** by the automation. {% endhint %} Users added through automation will be clearly labeled as **Added via automation** beneath their username.
These users can be removed manually or via automation if they no longer satisfy the defined criteria, while manual additions remain unaffected. {% hint style="success" %} For optimal performance, we recommend limiting to a maximum of 100 active automations at a time, with up to 10 rules each. This will ensure synchronization takes no longer than 10 minutes to complete. {% endhint %} *** ### Run Logs The **Run Logs** tab contains comprehensive logs, detailing every automated or manual synchronization event. The logs display the date and time of the trigger, the number of users added, and the number removed, all sortable by column.
Manual sync entries also show the username of the initiator for better transparency. *** ### **Scope** Each Field Structure level can have its own automation rule, and these rules apply **exclusively** at the individual Field Structure level. Automations **do not** impact parent-child Field Structure hierarchies; i.e. users added to a parent Field Structure are not automatically added to child Field Structures. **Guest users** are **excluded** from automation altogether. Additionally, admins can initiate a manual synchronization by clicking the **Save & Run Now** button, which triggers immediate updates without altering scheduled automation runs. This ensures that both manual and automated processes coexist seamlessly. # Field Hierarchy Sync ### Overview From the cog menu () located next to the Add Country button, Admins can upload a .csv with Field Structure information for bulk site uploading. Admins also have the option to download the current Field Structure hierarchy in the form of a .csv. MangoApps supports full automation of your organizational field structure.
*** ### Automate Import (sFTP) Connect MangoApps to an sFTP server where your field structure file is hosted.
The automation process supports creation, updates, and removal of elements in your field hierarchy, including Countries, Divisions, Regions, Districts, and Stores. The automation is flexible and supports a variety of structural changes: * Moving stores between districts * Moving districts between regions * Moving regions between divisions * Renaming divisions, regions, and districts {% hint style="warning" %} The **Country** level **must** already exist under **Domain > Locations** in MangoApps before using this automation. {% endhint %} *** ### Bulk Upload (CSV) The **Bulk Upload of Field Structure** feature allows admins to quickly update your entire field structure using a CSV file. This is useful for initial setup or making large-scale changes across multiple sites and fields.
Click the **Browse** button to upload your CSV file. The system will **fully replace the existing field structure** with the structure defined in the uploaded CSV. To ensure a successful upload, your CSV file **must include the following columns** in the exact order and format. | Column Name | Description | | -------------------- | ---------------------------------- | | Country | Name of the country | | Country External ID | Unique identifier for the country | | Division | Name of the division | | Division External ID | Unique identifier for the division | | Region | Name of the region | | Region External ID | Unique identifier for the region | | Area | Name of the area | | Area External ID | Unique identifier for the area | | Location | Name of the location | | Location External ID | Unique identifier for the location | {% hint style="danger" %} **Do not modify, remove, or reorder the column headers.** Any changes to the column names or structure will result in upload failure. {% endhint %} To get started, you can Download Sample CSV to see the correct format. {% hint style="warning" %} Before uploading, ensure your CSV includes **all** current field data. Any field not listed in the CSV will be deleted during the upload process. {% endhint %} *** ### Export (CSV) You can export your current field structure to use as a starting point for edits and re-imports (either via automation or manual upload).
*** ### Import/Export User Automation Rules (CSV) Managing user assignment rules across your field hierarchy is made easy with the **Import/Export User Automation Rules** feature. This tool allows you to efficiently configure automation rules in bulk using a CSV file or through the UI. Choose from three methods to manage user automation rules: * **Bulk Import:** Upload a CSV to create or update multiple automation rules at once. * **Bulk Export:** Download existing automation rules for review or batch editing. * **UI-Based Editing:** Manually create or update rules in the interface using the intuitive filter conditions box. Your CSV file must include the following columns **in the exact order** listed below: | Column Name | Description | | -------------------- | --------------------------------------------------- | | Site ID | Unique internal identifier for the site | | Country External ID | External ID of the country | | Division External ID | External ID of the division | | Region External ID | External ID of the region | | Area External ID | External ID of the area | | Site Name | Name of the site | | Automation Trigger | The event or condition that triggers the automation | | Automation Rule | The rule defining which users should be assigned | {% hint style="danger" %} Do **not** change the column headers. Any changes to column names, order, or structure will result in a failed upload. {% endhint %} # Holidays Managing company holidays and important dates ### Overview MangoApps allows administrators to add holidays and important dates for different office locations, ensuring they are displayed on employees' calendars. A notification automatically appears under the bell icon a day before the scheduled company holiday or important date. *** ### Managing Holidays and Important Dates #### Locations and Years Use the **Locations** and **Year** drop-downs to filter holidays and important dates based on office locations.
Countries will appear in the drop-down menu only if they have holidays listed in the table already. *** #### List of Holidays The list displays all holidays and important dates added to your domain for all office locations. {% hint style="warning" %} A user’s office location determines the holidays displayed in their calendar. {% endhint %} **Holiday Details** Each entry in the list includes: * **Title**: The name of the company holiday/important event, used in notifications and calendar labels. * **Type**: Two types are available: * **Company Holiday**: Dates when the office is closed for business. * **Important Date**: Significant events in a country that may not necessarily be office holidays. * **Date**: The date of the company holiday/important event. * **Description**: Additional details (up to 500 characters). * **Location**: The specific office locations where the holiday applies. *** ### Adding a Company Holiday or Important Date To add a holiday, click the **Add New Holiday** button located at the top right hand side of the screen.
This will bring up the **Add New Holiday** menu.
Within this menu: * Select the **Type** (Company Holiday or Important Date). * Enter a **Title** for the holiday. This Title will be displayed to applicable users on the configured date. * Select the **Date**. Use the + Add End Date/Time option for multi-day holidays or specific time durations. * Enter a **Description** (optional). * Choose the **Country** or **Location** that observes this holiday (office locations where the holiday applies). Click **Save**. The holiday or important date will now appear on the holiday list and to applicable users in the user portal. *** ### Using the Popular Holiday Finder Alternatively to manually adding holidays, admins can use the Popular Holiday Finder menu to quickly find and add widely celebrated holidays for specific countries.
Click the **Popular Holiday Finder** button located next to the **Add New Holiday Button** at the top of the screen. This will bring up the **Popular Holiday Finder** menu. Select a **Country** and **Year** to fetch the holiday list. Toggle holidays on/off as needed. Admins can click **Enable All** to add all holidays for the selected country at once. To remove holidays from the company holiday list, use the **Delete** option in the three-dot action menu next to each holiday in the selected company holiday list. Click **Save** to finalize the holidays in the company holiday list. {% hint style="info" %} The MangoApps Holiday Finder utilizes the *Holidays* gem/library to retrieve holiday information. This integration functions on an on-demand basis, fetching holiday data only when requested. For instance, when an admin searches for holidays in a specific country or region, the system dynamically retrieves the relevant information. {% endhint %} *** ### Editing, Cloning, and Deleting Holidays Click the **three dots** menu next to a holiday to access additional options for a selected holiday. Select **Edit**, **Clone**, or **Delete** as needed to manage the holidays list. {% hint style="danger" %} Only network admins can manage holidays and important dates. {% endhint %} # Companies Managing companies/accounts for opportunities ### Overview Managing companies and accounts is integral to tracking CRM opportunities, which represent potential sales linked to these entities. Administrators can efficiently handle this from the Admin Portal under **Domain > Companies**, where they can add, edit, or delete company details such as name, type, website, and address.
New companies can be added manually or imported in bulk from a CSV file, and data can be synchronized with NetSuite. Additionally, companies can be exported in **PDF** or **CSV** formats for reporting. This organized management of companies ensures a smooth process for maintaining business relationships and leveraging sales opportunities within the CRM module in the User Portal. *** ### Configuring Accounts List for the CRM Module Opportunities in the User Portal's [CRM Module](https://guides.mangoapps.com/user-guide/team-crm) are linked or associated with companies. Opportunities represent potential sales to companies that are already tracked in your domain. A company (or account) can be an entity with whom you have an existing business relationship or a business prospect. #### Company Fields: * **List of companies**: Displays all companies associated with opportunities on your domain. * **Name**: The name of the company. This appears in the "Account" field for opportunities. * **Type**: Select a type that closely describes the company: Customer, Vendor, Partner, Supplier, Community, and Others. * **Website**: Web address of the company. * **Address**: Office address of the company.
#### Actions: * **Add Company**: Click the **Add Company** button to create a new company. * **Import from CSV**: Bulk import companies from a .csv file. * **Synchronize with NetSuite**: Sync companies, users, and groups from NetSuite. * **Export PDF**: Export the list of companies as a .pdf file. * **Export CSV**: Export the list of companies as a .csv file. * **Edit/Delete**: Click the three dots menu to edit or delete a company. * Only **network admins** can edit and delete companies. * **Deleting a company does NOT delete its associated opportunities.** *** ### Adding a New Company Click the **Add Company** button in the top right hand corner to the page to add a new company.
From the **New Company** pop-up, fill out the following fields: 1. Enter the required company details: * **Name**: The company name (used in the "Account" field for opportunities). * **Type**: Select the company type (Customer, Vendor, Partner, Supplier, Community, Others). * **Industry**: Enter the industry the company operates in. * **Website**: Enter the company’s website URL. * **Address**: Provide the office address, including: * Address Line 1 & Address Line 2 (if applicable) * City, State, Zip Code, Country * Additional fields: Notes, Employee Count (if applicable). 2. Click **Save** to add the company or **Save and Add Another** to continue adding more companies. *** ### Importing Companies from CSV To bulk import companies: 1. Click the **Import From CSV** button. 2. Click **Browse**, select the .csv file, and click **Open**. 3. Click **Yes, Import** after the file is successfully loaded. 4. **Network admins receive an email notification** after a successful bulk import. {% hint style="danger" %} All csv headers **must** match those that appear in the sample csv provided. {% endhint %} *** ### Synchronizing Companies with NetSuite To sync companies with NetSuite: 1. Click the **Synchronize With NetSuite** button. 2. Follow the prompts in the **Synchronize With NetSuite** pop-up. 3. Ensure NetSuite integration is enabled under [**Admin Portal > Integrations > NetSuite**](https://guides.mangoapps.com/integrations-guide/file-storage-and-sharing/integration-with-netsuite). *** ### Exporting Companies List To export the company list, click **Export PDF** to download a `.pdf` file or **Export CSV** to download a `.csv` file. # Resources Add shared resources, allow for resource reservation, and view resource reservations on the calendar ### Overview The **Resource Reservation** feature allows administrators to efficiently manage shared resources such as conference rooms, printers, and other office assets. Administrators can add and manage resources, enable reservations, and delegate oversight responsibilities to specific admin roles.
Toggle this feature **ON** to enable users to reserve resources when scheduling events, ensuring ease of access and preventing double bookings. *** ### Adding and Managing Resources To add a shared resource, click the **Add Resources** button (top right).
From the **Add Resources** pop-up menu: * Enter the resource **name**. * Select the **resource type** (Room, Equipment, Other). * Assign the **resource to an office location**. * Provide a **description** for the resource. * Assign a **manager** to oversee the resource. * Upload a **picture** to help users identify the resource. *** #### Editing and Enabling Reservations Once a resource has been added, administrators can edit, activate/deactivate, or delete resources from the 3-dot action menu next to an entry.
*** ### Assigning Resource Management to Admins To delegate resource management: 1. Navigate to **Admin Portal > Users >** [**Admin Roles**](https://guides.mangoapps.com/admin-guide/user-provisioning-and-management/admin-roles). 2. Create or assign the **Resource Manager** role. 3. Resource Managers can manage reservations and oversee availability. {% hint style="info" %} Users can reserve these resources when Creating Events. For more information on resource reservation and events, click [here](https://guides.mangoapps.com/user-guide/calendar/calendar-event-types#resource-reservation). {% endhint %} # Service Usage ### Overview The **Services Usage** page in the MangoApps Admin Portal provides an overview of the domain's service consumption.
*** ### **Summary Section** The **Summary** section presents an overview of key service usage details, including: * **Service Name** – Lists services such as SMS, Podcasts, and Video Subtitles & Image Analysis. * **Current Usage** – Displays service consumption for the active billing period. * **Total Usage** – Shows cumulative usage over a period of time. * **Free Usage (Per Month)** – Indicates the free quota for each service provided by MangoApps. * **Price** – Displays any applicable costs charged by MangoApps. *** ### **Monthly Usage Section** This section provides a **detailed breakdown of service consumption by time period**, including: * **Time Period** – Specifies the date range for usage tracking. * **Service** – Identifies the specific service used. * **Usage** – Displays the amount used in the selected time period. * **Details** – Clicking **View** provides further insights into specific usage details. *** ### **Additional Features** * **Filtering**: Use the dropdown menu next to **Show Type** to filter specific services. * **Export Data**: Click the **Download XLS** button to export usage data for analysis. *** ### **Key Takeaways** The **Services Usage** page helps **track service consumption**, identify trends, and **manage costs**. Admins can **monitor free usage limits** and **assess billing impacts** based on the summary table. Detailed logs allow for **usage auditing** and **historical data tracking** for informed decision-making. *** ### FAQ **Q. How does MangoApps calculate SMS costs when sending messages through Campaigns? If an SMS exceeds 160 characters, will it count as multiple messages?** **A:** Yes, MangoApps follows the standard SMS character limit of 160 characters per message. If a Campaign SMS exceeds this limit, it will be split into multiple messages, incurring additional SMS costs. For example: * A message up to **160 characters** is counted as **1 SMS**. * A message between **161-320 characters** will be counted as **2 SMS**. * A message between **321-480 characters** will be counted as **3 SMS**, and so on. Additionally, any **dynamically appended URLs** (such as tracking links) count toward the total character count, which may increase the number of SMS messages used. *** **Q: How can a we honor opt-out preferences when transitioning from another SMS provider (e.g., Clicksend) to MangoApps?** **A:** As a one-time onboarding activity, MangoApps can set default opt-out preferences for employees who have previously opted out of SMS notifications. To do this, you must provide a **CSV or XLS file** containing the **employee ID or email addresses** of those who have opted out. Once uploaded, these users will not receive SMS messages unless they manually opt back in. *** **Q: Can MangoApps warn users when a Campaign SMS exceeds the single-message limit?** **A:** Currently, there is no automatic character limit enforcement, but a planned future feature may include an indicator showing how many SMS credits a message will use based on its length. This could help users anticipate potential extra costs before sending their messages. # My Priority Items ### Overview The **My Priority Items** (**MPI**) is a centralized interface designed to streamline productivity by consolidating tasks, events, approvals, and other actionable items. This guide provides an overview of the **MPI**'s features, setup, and usage.
The **MPI** offers two primary user interface options: the **My Priority Items Widget**, a customizable widget that can be added to dashboards, pages, and newsfeeds, and the **My Priority Items Flyout**, accessible from the top navigation bar. *** ### My Priority Items Settings Admins can set up the **MPI** in the **Admin Portal** under **Domain** settings. By default, the **MPI** is turned off, but it can be enabled with options for Grid View, which displays summary cards in a grid format, or List View, which arranges summary cards in a vertical list. Admins can preview these layouts through a sample view.
The **MPI** allows the configuration of[ summary cards](https://guides.mangoapps.com/user-guide/widget-gallery/my-priority-items-widget#summary-card-types) such as Approvals, Courses, Events, Posts, Tasks, Surveys, Quizzes, Polls, To-Dos, and Recommendations. Admins can also rearrange these cards using drag-and-drop functionality or edit their icons and names with a 50-character limit. {% hint style="danger" %} At least **one** summary card must remain active. If all cards are disabled, an error message will be displayed, prompting the admin to enable at least one card. {% endhint %} *** ### Summary Pop-Up The Summary Pop-Up setting allows domain admins to configure how and when users are reminded of their **My Priority Items** through automatic pop-ups. This helps ensure users are prompted to view important tasks and updates they haven’t accessed recently.
*** #### **Settings Options** **Show 'My Priority Items' pop-up:** Enables or disables the automatic summary pop-up for users. When enabled, a sample can be viewed by clicking **View Sample**. **Pop-up Frequency:** Set how often the pop-up should appear after the user’s last access. This can be set as **Daily** or **Weekly**. The timer for the pop-up frequency **auto-resets** each time the user accesses 'My Priority Items'. * If **Daily** is selected, the pop-up reactivates **24 hours** after the last access. * If **Weekly**, the reactivation occurs **7 days** later. *** #### **Trigger Condition** The pop-up will auto-open: * On **web** (as a slider), or * On **mobile** (as a full pop-up), Only **after the set time has elapsed** since the user’s last access **and** they take another action in the system. If there are **no priority items**, the pop-up **will not appear**. *** #### **Cross-Platform Tracking** The user's interaction with **My Priority Items** is tracked **across both web and mobile**. This ensures a unified experience, and pop-up triggers are based on the **most recent access** on either platform. # User Management Managing domain-wide users and user related settings User management is regarded as a critical component of the intranet platform, ensuring that a well-structured and collaborative digital workspace is maintained. Throughout this guide, insights will be provided on: * The assignment and management of admin roles * The organization and optimization of user segments * The addition of new members to the intranet * The configuration of team segments to enhance collaboration
# Manage Users Managing all your MangoApps users and their information ### Overview The **Manage Users** menu in the MangoApps Admin Portal allows administrators to manage users and their information effectively. The **Manage Users** tab provides a list of all users, along with various actions administrators can perform, such as inviting users, resetting passwords, changing email addresses, activating or deactivating users, and more. *** ### Manage Users Tools The **List of Users** displays details of all users within your domain, allowing you to assign organizations, managers, and departments as needed. Using the **User Tools** dropdown, administrators can manage user access, roles, and settings, apply bulk actions, and export user data efficiently. * **List of users:** Details all users on your domain. Details include assigned organizations, managers, and departments a user has if they have been assigned these details on your domain. * **User checkbox for actions:** Mark the checkbox next to a user to perform actions on them from the **User Tools** drop-down list. You can perform certain actions on multiple users such as Send Invites, Activate, Deactivate, Make Administrator, Remove as Administrator, Set Locale, View Temporary Password, Assign (Groups & Projects, Organization, Departments, and Manager), Convert to Network User, Export Users, and Export MangoApps Email IDs. * **User Tools:** Click the **User Tools** button to display the actions you can perform on the selected user(s). *** ### Searching and Filtering Users Administrators can filter the user list using multiple criteria. Search users by name, email or login ID, Employee/External ID as well as a few additional options.
**Status:** Filter by Active, Deactivated, Pending, or Rejected users. **Role:** Search for Network Users, Admins, Guest Users, or Organization Admins. **Manager:** Search for users under a specific manager using the look ahead box. **Login Status:** Filter by users who have logged in today, this week, this month, or never logged in. **Departments & Organizations:** Filter users by department, organization, or users who are not part of any organization. **Location:** Find users based on office location. *** ### User Management Actions The **User Tools** dropdown menu allows administrators to manage user access, status, and roles, oversee organization settings, and handle export options.
#### User Invitations & Access * **Send Invites:** Re-send invitations to users who have not received them. * **Get Magic Login Link:** Generate a one-time login link for guest users. * **Reset Password:** Assign a new temporary password (not applicable for SSO users). The user can change it via the User Portal. * **Change Email Address:** Update a user's email while retaining their account data. * **View Temporary Password:** A temporary password is available only if the user has never logged into MangoApps or if an admin has reset their password. Upon their next login, the user **must** create a new password, which will not be visible here. All passwords in MangoApps are securely encrypted at rest. * **Accept/Decline Invitation:** This option will appear when users are invited to the domain by non-admins. For information on these types on invitations, click [here](https://guides.mangoapps.com/admin-guide/home-1/invites). #### User Status Management * **Activate:** Restore access to deactivated users. * **Deactivate:** Suspend a user while retaining their content. * **Delete:** Permanently remove a user while keeping their contributions as "Anonymous." {% hint style="warning" %} When deleting one or more users, network admins are prompted with an option to transfer ownership of the deleted users’ content (including pages, wikis, and posts). The eligible new owner depends on the role of the user(s) being deleted: * If **all deleted users are network admins**, the new owner must be an active network admin. * If **all deleted users are intranet admins**, the new owner must be an active intranet admin. * In all other cases, the new owner can be any active network user. All ownership transfers are automatically logged in the **Audit Log** (**Admin Portal > Home > Audit**). {% endhint %} * **Setup Vault:** Manage a user's [Vault ](https://guides.mangoapps.com/admin-guide/module-settings/vault)settings. #### Role Management * **Make/Remove as Administrator:** Grant/Revoke network admin privileges. Guest users **can not** be granted admin privileges. * **Convert to Network User:** Change a guest user’s role to a full network user. * **Convert Network User to Guest User:** This feature allows network admins to convert a network user, network admin, or existing guest user into a guest user. The following changes occur automatically: * The user is **removed from all existing teams**. * The user can be **optionally added to one or more specified teams**. * The user is **removed from all manager (org chart), alias, and assistant roles**. * **Make Restricted User:** Convert a network or guest user to a [Restricted User](https://guides.mangoapps.com/admin-guide/user-provisioning-and-management/restricted-users). #### Profile & Organizational Assignments * **Edit Profile:** Modify user details. * **View Profile:** View the selected user's profile. * **Set Locale:** Change a user's default language setting. * **Assign Groups, Organizations, Departments, Manager, or Location:** Place users in appropriate teams and reporting structures. #### Viewing User Data & Logs * **View Org Chart:** See the reporting structure of a user. * **View Device Access Log:** Check login history and device records. * **View Temporary Password:** Retrieve the temporary password for first-time logins. #### Data Export * **Export Users:** Download user data in .csv or .xls formats. * **Export MangoApps Email IDs:** Export MangoApps-generated email aliases. *** ### Access Restrictions The **Manage Users** tab is available only to **Network Admins** and **Organization Admins**, with specific actions varying based on their role. This guide provides an overview of managing users in MangoApps, helping admins effectively organize, search, and perform bulk actions on users within their domain. *** ### **Export Users** Exports the details of users to a .csv or .xls file. You can export the details for **Selected Users Only**, **Network Users Only**, **Guest Users Only**, **Never Logged In Users Only**, **Team Admins Only**, **Deactivated Users Only**, or **All Users**.
In the **Export Users** pop-up, select the type you data export you want in the **Select Type** drop-down. In the **Select Format** drop-down, select the file format for the data export. The exported data file is available in **Admin Portal > Home > Exported Data**. Also, the recently exported files are displayed in the **Exported User History** section in the **Export Users** pop-up. {% hint style="info" %} All network admins receive a notification and an email when the data export is ready for download. {% endhint %} *** ### **Export MangoApps Email IDs** Exports the aliases to a .vcf or .xls file of all active users on your domain. Aliases are users' MangoApps email IDs generated by the system if enabled via **Admin Portal > Email > Configuration > User Email Addresses > Assign MangoApps Email address to all users**. The exported data file is available in **Admin Portal > Home > Exported Data**. Exporting the aliases of all users # Add Users Adding users through different mediums on your domain In this section, we will explore the process of adding users to your domain, providing you with multiple options for seamless integration. Whether you are onboarding a small team or managing a large workforce, our intranet offers flexible solutions to meet your specific needs. To initiate the user addition process, administrators can choose from various methods. The first option is importing users, enabling administrators to upload user data in bulk through a CSV file. Additionally, our system supports fetching user information from a specified URL, simplifying the process of importing data from external sources. For more advanced integration, administrators can utilize our API to programmatically import users and ensure real-time synchronization with other business applications. Furthermore, MangoApps seamlessly integrates with widely used systems like ADP and AD/LDAP, allowing administrators to synchronize user data effortlessly. For a quick and straightforward approach, administrators can also generate a sign-up link, facilitating user self-registration and reducing the administrative burden. With these versatile options, adding and managing users on our business intranet has never been more efficient. To get started, click **Invite Or Add Users** from the **Users** options menu.
# Invite Users Inviting new users to your domain ### Overview The **Invite Users** feature in the MangoApps Admin Portal allows administrators to add new users with a valid email address to their MangoApps domain as **network users**. This guide provides step-by-step instructions on how to invite and manage users effectively. *** ### Invite and Add Network Users Input the **First Name, Last Name, and Email ID** of the user in the designated fields. **Add Users to the Invite List** Click the **Add** button to include the user in the invite list. Multiple users can be added this way. *** **Compose a Common Invitation Message** Enter a message that will be sent to all users in the invite list. *** **Configure Advanced Settings** Choose one of the following options: * **Send invite email with MangoApps login ID & password**: Sends an invitation email with login credentials. * **Do not send invite email**: Adds users to the domain without sending an invitation email. You can send the invitation later from **Admin Portal > Users > Manage Users > User Tools > Send Invites**. If Single Sign-On (SSO) is integrated with MangoApps, relevant SSO options will be displayed in this section. *** **Send Invitations** Click **Send Invites Now** to finalize the process. A confirmation message **"Invitations sent successfully"** will be displayed. {% hint style="info" %} Users invited through **Admin Portal > Users > Add Users > Invite Users** are automatically assigned the "Network User" role, regardless of their email address. {% endhint %} Invitation email preview *** ### FAQs #### Can network users invite non-domain users as 'network users'? Yes, network users can invite non-domain users with a valid email address from the **People** module in the User Portal. Admins **must** have enabled the ability from the **Invite Settings** in the [**General Settings**](https://guides.mangoapps.com/admin-guide/domain-settings/general-settings#invite-signup-and-login-settings) menu. # Import Users Bulk importing users on your domain ### Overview The **Import Users** feature in MangoApps allows **network admins** and **organization admins** to bulk import and invite users using a **CSV file**. This enables onboarding by adding a large number of users at once, reducing manual effort.
*** ### **Preparing the CSV File** To ensure a successful import, **the CSV file MUST be formatted correctly**.
Below is a list of out-of-the-box fields that can be synced through a CSV file. **Either 'email/login' or 'employee ID' is required**: #### **Fields in the CSV File** * **name** – Full name of the user (Displayed as "User Name" in the Admin Portal). * **firstname** – The user's given name. * **lastname** – The user's surname or family name. * **email/login** – Unique email ID/login ID (Primary identifier for users). Mandatory. * **Date of Birth (dob)** – The user's birthdate (MM/DD/YY format). * **title** – The user's job title or designation. * **organization** – The company or department the user belongs to. Must match an existing organization on the domain for automatic assignment * **phone** – The user's contact number. * **desktop\_extension** – The user’s internal phone extension. * **mobile** – The user's mobile phone number. * **manager** – Manager assigned to the user (for reporting structure). * **Enabled** – This column determines the user account status, with supported values being `TRUE`, `FALSE`, and `DELETED`. * `TRUE` – The account is enabled. * `FALSE` – The account will be disabled. * `DELETED` – The account will be deleted during the CSV import. * **locale** – The user’s preferred language and region settings (Must match the Admin Portal language list). * **Office Locations** – The physical office locations associated with the user (Must match an existing office location on the domain). * **also known as** – Alternative names or nicknames. * **education** – Details about the user’s academic background. * **experience** – Work experience and employment history. * **expertise** – Areas of specialization or skills. * **employee id** – A unique identifier for the user (mandatory). * **profile image** – The user’s profile picture. This option is **only** available through sFTP Import process (fetch from URL). Regular CSV import **cannot** load profile images. * **gender** – The user's gender identity. * **Languages Known** – Languages the user can speak or understand. * **relationship status** – Marital or relationship status. * **Name Of Children** – Names of the user’s children, if applicable. * **alternate email** – A secondary email address for the user. * **date of joining** – The date the user joined the organization. * **address** – The user's residential or office address. * **skype** – The user’s Skype ID for communication. * **Social Media Handles** – Links or usernames for social media accounts. * **bio** – A brief biography or personal summary of the user. * **DefaultPassword** – The initial password assigned to the user. * **User Role** – The role assigned to the user within the system. * **Add To Teams** – Specifies teams or groups the user should be added to. * **Restricted user** – Indicates if the user has limited access or permissions. The supported values for this column are 'Y' or 'N', meaning yes or no. **Yes** means the user will be in a restricted role and **No** indicates the user will be a normal user. * **Skills** – A list of the user’s professional skills. {% hint style="danger" %} **Do not modify field names in the first row of the CSV file**, as this may cause data mapping issues. {% endhint %} **Download a sample CSV file** using the **View sample CSV format** link in the Admin Portal. *** ### **How to Import Users** **Upload the CSV File** * Click **Browse File**, select the **CSV file**, and click **Open**. **Choose an Import Option** * **Skip the records** → Prevents updates to existing users. * **Update existing users** → Updates all existing users with the CSV data. **Additional Configurations** * ✅ **Allow out-of-network users to be imported** – Allows adding users with non-company email domains. * ✅ **Auto-send invites to new users** – Automatically emails login credentials to new users. **Click Import Now** to start the process. *** ### **Post-Import Actions** * The **network admin** receives an email confirming the import status. * If "Invite users without an Email ID" is disabled in **Admin Portal > Domain > General Settings**, users without an email are skipped. * Imported users are automatically assigned the **"Network User"** role, regardless of email domain. *** ### **FAQs** #### **What role is assigned to users imported via a CSV file?** All users imported via CSV are assigned the **Network User** role. # Synchronize Users From ADP ### Overview MangoApps provides three options for synchronizing employee profiles from ADP to MangoApps: 1. **Manual Import** – Upload an exported Employee profile CSV from ADP. 2. **Automated SFTP Sync** – Schedule an ADP export and sync it via SFTP. 3. **MangoApps Connector for ADP** – Utilize a real-time API-based integration. *** ### Importing Manually Exported Employee Profile CSV from ADP Follow these steps to manually import employee profiles. #### **On ADP Side** 1. Create a **New Customer Report** in ADP.
2. Select **Employee or Contract Profile Data**.
3. In the **Build Your Report** screen: * Select required fields. * Apply any necessary filters. * Provide a report title and description. * Run the report.
4. Save the report in **CSV format**.
*** #### **On MangoApps Side** 1. Log in to your **MangoApps domain** and switch to the **Admin Portal**. Navigate to **Import Users**.
2. Browse and select the **CSV file** exported from ADP.
3. Click **Import Now** to load users from the CSV into MangoApps. *** ### Automating SFTP Sync for Scheduled ADP Exported CSV Use the following steps to automate user synchronization using an SFTP sync. #### **On ADP Side** 1. Request **SFTP Export** from the ADP Reporting module. 2. Set up an **SFTP server** to pull reports. 3. Contact your **ADP account representative** to initiate the setup process. There is a **one-time fee** for this setup. 4. Build reports in ADP and configure them for **SFTP delivery**.
*** #### **On MangoApps Side** 1. Once the SFTP export configuration is complete in ADP, log in to the **MangoApps Admin Portal**. 2. Configure the **SFTP settings** in MangoApps to automate the sync.
3. Set a **sync schedule** in MangoApps that aligns with the ADP export schedule.
*** ### MangoApps Connector for ADP (Real-Time API Integration) For real-time synchronization, MangoApps offers an API-based integration with ADP.
#### **Enabling the Connector** 1. Purchase the [**MangoApps Connector for ADP**](https://guides.mangoapps.com/integrations-guide/single-sign-on/integration-with-adp-workforce-now) from the [**ADP Marketplace**](https://apps.adp.com/en-US/apps/348267). 2. ADP applies a **monthly per-user fee** for this service. 3. Contact your **ADP account manager** for pricing and implementation details. *** By choosing the appropriate synchronization method, you can ensure that employee data remains up to date within MangoApps, improving efficiency and user management across your organization. # Synchronize Users From ADP (Old) ## **Introduction** MangoApps offers three options to sync Employee profiles from ADP to MangoApps. 1. Import of manually exported Employee profile CSV from ADP. 2. sFTP sync of scheduled export of CSV from ADP. 3. MangoApps connector for ADP. ## 1. How to import manually exported Employee profile CSV from ADP 1. On ADP side, the user must create a New Customer Report.
2\. Select Employee or Contract profile Data.
3\. On Build your report screen, select required fields and apply any required filters. * Provide a report title and description. * Run the report.
4\. You can save the report in CSV format.
5\. Login to MangoApps domain and switch to **Admin** portal. 6\. Click on import users, browse the CSV file imported from ADP.
7\. Click on **Import Now** to load users from CSV to MangoApps.
## 2. Automate SFTP sync from scheduled ADP exported CSV file 1. To do this, the customer will first need to request SFTP Export from the ADP Reporting module, then set up an SFTP server for use in pulling reports. Contact your ADP account representative to get started. 2. The customer will only need to go through this setup process once. There is a small one-time fee. Contact your ADP account representative for details on process and fees involved. 3. To pull reports, you build them in ADP, specify that they are being sent via SFTP (sample of configuration to be submitted with ADP).
4\. Once sFTP export configuration is set up on the ADP side, the domain admin can configure the settings on MangoApps to automate this sync by reading the file from the specified sFTP location.
5\. Sync schedule to be set for MangoApps based on the ADP export defined.
## 3. [MangoApps connector for ADP](https://guides.mangoapps.com/admin-guide/governance/items#items-list-columns) 1. This is a real-time API-based integration between MangoApps and ADP. The customer needs to purchase this service from ADP Marketplace. 2. ADP charges a monthly per-user fee for this connector. Please view the marketplace listing or contact your ADP account manager for details. {% embed url="" %} This link will take you to ADP workforce now within the marketplace {% endembed %} ![](/files/W2V67w8LM8QLNAukvMsx) # Synchronize Users From AD/LDAP Importing and inviting users from Microsoft's Active Directory or LDAP ## Overview You can integrate Single Sign-On (SSO) services with MangoApps, allowing users to log in using their existing AD/LDAP credentials. As a network admin, enable the **Active Directory/LDAP SSO integration** by navigating to **Admin Portal > SSO > Connections > Active Directory/LDAP**. This integration lets you: * Import users and teams * Invite users * Sync user and team data from your Active Directory/LDAP server to your MangoApps domain To configure the integration, click the **Setup LDAP/AD** button. This will redirect you to the AD/LDAP SSO settings page. Redirected to SSO Connections to enable AD/LDAP integration For more details, see [Integration with Active Directory/LDAP](https://guides.mangoapps.com/integrations-guide/single-sign-on/integration-with-adp-workforce-now). # Fetch From URL Synchronizing users and groups from a .csv file residing on a SFTP server ### Overview MangoApps allows administrators to synchronize users from a .csv file residing on a Secure FTP Server (SFTP Server). This feature facilitates user addition and removal in MangoApps based on external data sources. *** ### Synchronizing Users Click the toggle bar for **Synchronize Users** to enable user synchronization from an SFTP server. Users imported via **Admin Portal > Users > Add Users > Fetch From URL** are assigned the **Network User** role, regardless of their email domain.
**Enter the CSV File URL** Provide the absolute path of the .csv file residing on the SFTP server for successful data fetching. Click **Download sample CSV** to get a sample file to preview how your CSV should be structured. Do **not** modify the field names in the first row to avoid mapping errors. *** **Users Photos File URL** The "Users Photos File URL" section allows for the upload of user profile images via `.zip` file containing `.jpg`, `.jpeg`, or `.png` images—named exactly as specified in the User.csv file—in the same SFTP location as the User.csv. The file **must** be in `.zip` format. Each image file name **must** exactly match the value specified in the `profile image` column of the accompanying `User.csv` file. **Example:**\ If a user has `123.jpg` listed as their profile image in `User.csv`, the `.zip` file **must** include an image named `123.jpg`. *** **When Fetched Users Already Exist in MangoApps** * Select **Skip existing users** to retain current data. * Select **Update existing users** to overwrite existing data. **Email Invites for Newly Added Users** * Mark the checkbox to send login credentials via email to new users. *** ### **Configure Authentication** Configure the Authentication options. This is optional. * In the **Login ID**, enter the login ID for the SFTP server for authentication when MangoApps tries to sync data from the .csv file. * In the **Password**, enter the password for the SFTP server for authentication when MangoApps tries to sync data from the .csv file. * In the **AES-256 Decryption Key**, enter the decryption key for the .csv file if you have encrypted the file with AES-256 Encryption for increased security. *** ### **Set Sync Schedule** Select preferred the sync schedule from the drop-down. * Select the ***Once Every Day*** option to automatically sync users from the .csv file once in 24 hours. **OR** * Select ***Every 12 Hours*** option to automatically sync users from the .csv file every 12 hours. **Save & Sync** * Click **Save Settings** to apply configurations and test the SFTP server connection. * Click **Save Settings & Force Sync Now** to immediately synchronize users. A confirmation message will appear upon successful sync. *** ### **Admin Notifications** After a successful sync, the system sends an email to the network admin who initiated the sync. Additional users can be added to this email chain by marking the check box next to **Additionally send messages to specific users when fetch cycle us completed.** A user look ahead field will appear for user search. *** ### Synchronizing Groups & Memberships Click the **toggle bar** for Synchronize Groups to enable synchronization of groups and group memberships data from a .csv file residing on a server.
To enable group and membership synchronization from a CSV file on a server: 1. **Enable Synchronization** * Click the **Synchronize Groups** toggle to turn on group and membership synchronization. 2. **Specify the File Locations** * In the **Group CSV URL** field, enter the absolute URL of the CSV file containing group data. * In the **Group Membership CSV URL** field, enter the absolute URL of the CSV file containing group membership data. {% hint style="danger" %} Ensure you provide the full absolute path to each file for successful data retrieval. {% endhint %} *** #### Configure Group Membership Options Choose one of the following options to manage group memberships based on the CSV file: * **Match exactly with the CSV:** This option overwrites existing group memberships to match the CSV file *exactly*. It adds new members and removes any not listed in the CSV. * **Add new members only:** This option adds new members from the CSV without removing any existing members. The current group memberships remain unchanged. * **Match with the CSV but retain manually added members:** This option updates group memberships based on the CSV but keeps members who were manually added via the MangoApps UI. Users who were not originally added through a CSV file will not be removed *** ### FTP Connector for Paycom HR System MangoApps offers an FTP connector to automate user provisioning from the Paycom HR & payroll system. #### Setup Process 1. **Contact Paycom Account Manager** with the following request: > "We have signed up for MangoApps and would like them to pick up a daily employee data file via SFTP. Please provide the following details: Site name, Host/IP/URL, Port, Name, Password." 2. **Forward these details** to your MangoApps Account Management Team for configuration assistance. *** ### FAQs **Q: What happens if a group in the membership CSV does not exist?**\ A: The member assignment is skipped. **Q: What happens if a user in the membership CSV is suspended?**\ A: The user is assigned groups but remains suspended. **Q: Does MangoApps match group names case-sensitively?**\ A: No, group names are matched case-insensitively. **Q: How are group IDs assigned?**\ A: Group IDs must be assigned via the groups CSV file and are not editable in the MangoApps UI. # Share Sign Up Link Allowing users to sign up on your domain directly ### Overview If you have enabled user signups on your domain (**Admin Portal > Domain > General Settings > Invite, Signup & Login Settings > Employees to invite other employees > Allowed**), you can share a signup link with your users. Employees can sign up using their company email address. Upon signup, the system automatically sends an invitation email containing the user's login credentials. If your domain uses the **Moderated** invitation method (**Admin Portal > Domain > General Settings > Invite, Signup & Login Settings > Employees to invite other employees > Moderated**), the **Share Sign Up Link** tab will not be available. *** ### FAQs **What role is assigned to users signing up via the signup page?**\ Users who sign up through the signup page are assigned the **Network User** role. # Import Via API Importing and adding MangoApps users from an API ### Overview MangoApps allows administrators to bulk import users via API by configuring the endpoint and mapping API fields to user fields in MangoApps. Follow the steps below to successfully import users.
*** ### Configure Synchronization Settings Navigate to **Synchronize Settings** and select when to synchronize users from the API. Choose one of the following options: * **One Time Import (All Users)**: Imports and syncs users only once. * **On User Login**: * **On First Login**: Syncs users when they log in for the first time. * **On Every Login**: Syncs users every time they log in. {% hint style="info" %} Users imported via **Admin Portal > Users > Add Users > Import via API** are automatically assigned the "Network User" role, regardless of their email domain. {% endhint %} *** ### Configure Advanced Sync Settings This section will only appear if **One Time Import (All users)** is selected in the above **Synchronization Settings**. In **When Fetched Users Already Exist in MangoApps**, choose an option: * **Skip Existing Users**: Avoids overwriting existing user data. * **Update Existing Users**: Overwrites existing user data. In **Email Invites for Newly Added Users**, check the box to send login credentials via email to new users. *** ### Configure API Endpoint and Parameters A request will be sent to the listed URL to sync all users. In **Import API URL**, select the preferred method from the dropdown menu (e.g., "GET") and enter the API URL.
**Request Parameters - ****On User Login Synchronize Option Only** * Enter the API field name in **API Field**. * Enter the corresponding MangoApps field name in **MangoApps Field**. * Click **+ Add** to add more parameters or **Remove** to delete parameters. **Response Parameters - ****Required for Either Synchronize Option** * Enter the API field name in **API Field**. * Enter the corresponding MangoApps field name in **MangoApps Field**. * Check **User Identifier** for the field that uniquely identifies users. Only **one field** can be marked as the user identifier. * Click **+ Add** to add more parameters or **Remove** to delete parameters. {% hint style="danger" %} The API field names in request and response parameters **must** match the third-party API field names. {% endhint %} *** ### Configure Authentication Options When connecting to the HCM/HRIS system to retrieve user profile data, select the method that best suits your system's security and integration requirements.
Enter the necessary authentication details: * **OAuth Token URL** * **Authorization URL** * **Username** * **Password** Click **Save Settings & Test Connection** to verify the configuration. *** ### Preview & Synchronize Click **Preview & Synchronize** to review the user data before importing. If everything is correct, click **Synchronize** to complete the process. Once the import is successful, a confirmation message appears, and the system sends an email notification to the network admin. # Organizations Managing the organizations on your domain ### Overview Organizations, in the context of the Admin Portal feature, represent a list of entities and their hierarchy within your MangoApps domain. The default organization serves as the single, **top-level node**, and all additional organizations created become **"child" (sub-organization) nodes**.
The MangoApps Domain URL is uniquely tied to the default organization, meaning **no other sub-organization can be created using the same domain**. Each child organization must have a different domain URI. This feature is commonly used by companies to delegate user admin roles by categorizing employees into multiple groups, assigning one or more administrators to manage each group. #### Benefits of the Organization Feature: * Users of one organization can follow or message users from other organizations. * Content from one organization is accessible to members of other organizations. * Simplifies user management through automated domain-based organization assignments. *** ### Key Components of Organizations #### Organization Name The unique identifier for an organization within the domain. It is primarily visible in the [Manage Users](https://guides.mangoapps.com/admin-guide/user-provisioning-and-management/manage-users#profile-and-organizational-assignments) tab under the Users' List. *** #### Organization Domain The custom URL used to access MangoApps. Typically derived from the portion after the "@" sign in a user's email address. For example: * Email: * Data Center: help-docs.cableinc.com Private cloud and on-premise customers can customize this domain. The organization domain also functions as the top-level organization in MangoApps. *** #### Organization Admin Administrators responsible for managing users within an organization. Organization admins can: * Approve user invite requests * Reset passwords * Deactivate users * **Cannot delete users** Admins **do not** need to belong to the organization they manage. Multiple admins can be assigned to a single organization. *** #### Number of Seats Allocated Defines the number of users that can be activated within an organization. While more users can be assigned, only the allocated seats can be active at one time. If the limit is reached, some users must be deactivated before new activations can occur. **Leaving this field blank allows unlimited users**. *** ### Allow Creation of Groups by Organization Members When enabled, only organization members can create groups. *** ### Parent Organization? Indicates whether an organization can have sub-organizations. *** ### Label for Organization The text used for the default organization label. You can use "company" or any other text as the organization label.
*** ### Managing Organizations #### Adding Organizations Network admins can create child (sub) organizations under the top-level organization. To add an Organization, click the **Actions** button next to an organization and select **Add Child Organization**.
In the resulting menu: 1. Enter a unique **Organization Name**. 2. Define the **Organization Domain**. 3. (Optional) Assign **Organization Admins**. 4. (Optional) Set the **Number of Seats Allocated**. 5. (Optional) Enable **Allow Creation of Groups by Organization Members**. 6. (Optional) Enable **Parent Organization** to allow sub-organizations. 7. Click **Save Changes**. 8. Repeat for additional child organizations. {% hint style="warning" %} Only **network admins** can create organizations within the domain. {% endhint %} *** #### Deleting Organizations To remove an organization, click the **Actions** button next to an organization and select **Delete**. The default organization (first node) **cannot** be deleted. {% hint style="info" %} Deleting an organization does **not** delete its members. {% endhint %} *** ### Frequently Asked Questions #### How are organizations different from departments? Departments appear in the User Portal and typically mirror a company’s internal departments, such as Finance or HR. Organizations do **not** appear in the User Portal and can be structured independently of company departments. #### Can users collaborate between Organizations? When you provision user accounts (either by inviting users or by integrating with Active Directory) the users in the domain get assigned to an organization based on their email address automatically. This makes the organization setup fast and simple. As a network admin, you can change the user’s organization at any time. With this feature: * A user can only belong to 1 or more organizations. * A user from one organization can follow any user from any other organization. * All content visibility is by default at the full company level. Further granular control to access content can be achieved by creating departments, projects, and groups within which fine-grained access rights can be setup for updates, files, wikis, posts, events, etc. ![Open Organization ](https://blobscdn.gitbook.com/v0/b/gitbook-28427.appspot.com/o/assets%2F-Lclpq021Ai9jH1_X4gO%2F-LhJmwa3dQMhfI0rLPxW%2F-LhJpONdk-wV7E13gjvh%2FUsers%20-%20Organizations%20-%20Type%201.png?alt=media\&token=015c9ce4-0657-4aab-8935-b39773079f04) # Admin Roles Managing the admin roles for your domain ## Overview MangoApps allows different levels of administrative control within a domain. Each admin role has distinct permissions, and as a **Network Admin**, you can grant or revoke admin permissions and review all associated privileges through the **Admin Role** tab.
{% hint style="info" %} Users can be assigned multiple admin roles. {% endhint %} *** ### Admin Role Types The **Admin Role** tab provides a list of all admin roles within MangoApps.
From this menu, network admins can: * Click an admin role to view its assigned administrators. * Add or remove admin permissions for network users. * Review the permissions associated with each admin role. *** ### Admin Role Tools
The Admin Role menu allows network admins access to: * **Admin Tab**: View all admins assigned to a selected admin role. * **List of Admins**: Displays all users assigned as admins under the chosen role. * **User Checkbox for Actions**: Select a user to revoke admin permissions. * **Remove as Admin**: Click to revoke admin permissions for selected users. * **Add Admin**: Assign admin privileges to network users. * **Permissions Tab**: View all permissions assigned to a selected admin role. *** ### Adding/Removing an Admin User To grant admin privileges to a network user: 1. Select the desired admin role tab from the left hand menu. 2. Click the **Add Admin** button. 3. In the resulting pop-up, enter the network user’s name in the **Select Users** text box. 1. When assigning **Organization Admins**, specifically, also select the organization from the **Organization Admin For** drop-down menu. 4. Click **Make Admin**. 5. The user will receive a notification and an email confirming their new role.
*** #### Removing an Admin To revoke a user's admin privileges: 1. Select the desired admin role. 2. Click the **Admin** tab and mark the checkbox next to the user’s name. 3. Click the **Remove as Admin** button. 4. In the confirmation pop-up, click **Yes**.
The selected admin will lose their administrative privileges. They will **not** receive a notification that this change has been made. *** ### Adding Custom Admin Roles Network Admins can create custom admin roles for specific module administration.
#### Steps to Add a Custom Admin Role: 1. Click **Add Admin Roles**. 2. Enter a role title and select an icon. 3. Click **Add**. 4. Navigate to the **Admin** tab and click **Add Admin**. 5. Select users and assign them the new role. 6. Assign menu and module permissions under the **Permissions** tab. Click **Done** to save the role settings. With over 100+ permissions available, admins can tailor custom admin roles to meet the organization's needs. *** ### System User Roles in MangoApps MangoApps provides the following pre-configured system roles for administration: * **Domain Administrators / Network Administrators** * **Organization Administrators** * **Network Users** * **Intranet Administrators / Company Administrators** * **Project & Group Administrators / Team Administrators** * **Department Administrators** * **Project, Group, and Department Members** * **Guest Users** # Admin Role Permissions ### Overview In MangoApps, admin roles come with distinct sets of permissions that define their scope of control and responsibilities. These roles ensure that administrators can efficiently manage different aspects of the platform, from domain-wide settings to specific modules and teams. Whether overseeing security, user provisioning, content management, or team collaboration, each admin role is designed to provide the necessary access while maintaining structured governance. *** ### **Network Administrator / Domain Administrator** Network Admins have full administrative rights across the domain, including: * Domain settings * User management * Module configurations * Navigation customization * Security & compliance settings * Integration and branding control * Analytics and billing *** ### **Organization Administrator** Organization Admins manage user provisioning within specific [organizations](https://guides.mangoapps.com/admin-guide/user-provisioning-and-management/organizations), including: * Adding, activating, and deactivating users * Resetting passwords * Editing user profiles * Assigning users to teams * Managing invitations *** ### **Company Administrator / Intranet Administrator** Company Admins manage the Company and Department modules, with permissions to: * Create, edit, and delete company pages, posts, and announcements * Manage department settings and assign admins * Transfer ownership rights * Import/export department data *** ### **Idea Administrator** Idea Admins moderate the Idea module and campaigns, with permissions to: * Manage ideas and campaigns * Change idea status * Export idea data *** ### **Team Administrator / Project & Group Administrator** Team Admins manage users and content within Teams (Projects & Groups), including: * Creating, updating, and deleting teams * Managing team modules and external settings * Transferring ownership rights * Inviting guest users * Exporting team data {% hint style="danger" %} These system roles **cannot** be deleted and their permissions **cannot** be edited from the **Permissions** tab. {% endhint %} # User Segments ### Overview User Segments in MangoApps allow admins to create collections of users based on predefined rules (dynamic collection) or manually selected users (static collection). These segments can include network users, guest users, or a mix of both. Admins have control over who can utilize the user segments, such as domain admins or both domain and intranet admins.
*** ### Use Cases for User Segments #### **Targeted Messaging** Send announcements or updates to specific groups of users without creating a group or channel. Notify **highly engaged users** about new features or opportunities. Reach **not engaged users** with re-engagement campaigns or surveys. #### **Personalized Navigation & Branding** Customize the platform experience for different user groups (e.g., employees vs. external partners). Provide role-based navigation menus that highlight relevant tools and resources. #### **Automated User Management** Dynamically assign users to segments based on their department, job title, or location. Maintain updated user groups without manual intervention. #### **Automate Onboarding & Training Assignment** Create a segment for **new hires** and send them onboarding materials automatically. Assign training resources based on job roles or geographic location. *** ### Auto-Generated User Segments Based on Engagement MangoApps automatically generates user segments based on user engagement levels, updating them every 30 days. These segments include: * Highly Engaged Users * Engaged Users * Moderately Engaged Users * Not Engaged Users {% hint style="danger" %} These user segments **cannot** be deleted nor edited. {% endhint %} *** ### Segment List Dashboard The Segment List Dashboard provides an overview of all created user segments, including: **Name:** Unique identifier for the segment. **Category:** Type of users included (network, guest, or mixed). **Type:** * **Rule Based:** Created using predefined conditions such as job function, location, or custom attributes. Membership updates dynamically based on attribute changes. * **Specific Users:** Created by manually selecting users; membership remains fixed unless modified by an admin. **Count:** Number of users in the segment (refreshable by clicking the Refresh icon). **Created By:** Displays the admin who created the segment. **Last Updated:** Date when the segment was last modified. **Actions:** Admins can edit, duplicate, or delete segments.
*** ### Creating a New User Segment Navigate to **Users > User Segment** and click **New Segment**. Enter a **name** for the segment. Choose a **category**: * **Network User:** Only includes network users, used for user-segment-based branding. * **Guest User:** Only includes guest users, used for user-segment-based navigation. * **Mixed:** Includes both network and guest users but cannot be used for user-segment-based navigation. Select a **type**: * **Specific Users (Static):** Manually add/remove users; membership remains fixed. * **Rule-Based (Dynamic):** Users are automatically added/removed based on profile-based rules. Select the users or define the rules and click **Save Segment**. Click **Cancel** to exit without saving. *** ### Rule Based User Segment Type When you use multiple conditions with the **same** field, such as "location = ..." and "location = ..." repeated several times, the logical operator employed is '**OR**.' Essentially, it will translate to "location = ..." **OR** "location = ...". On the other hand, when you utilize multiple conditions with **different** fields, e.g. "location = ..." and "title = ...", the operator is '**AND**.' For instance, "location = ..." **AND** "title = ..." Here's another example to illustrate this: Alfred, an Office Director with Network Admin permission level, would like to create a User Segment that will include all users that are registered with the companies: CableInc, Acme, and Electrician's Friend. However, he only wants to include users from these companies' Seattle locations in the USA. In order to fulfill these conditions, he sets up the following user segment:
He will utilize the condition field: "Location = USA - Seattle" and the condition fields: "Organization = CableInc" "Organization = Acme" "Organization = Electrician's Friend" The logic performs the **'AND'** operation between "Location = USA" and each value of "Organization = ..." The logic will also perform the '**OR**' operation between each value of "Organization =..." in the rule. So, essentially, the logic will search for users that meet the following criteria: "Location = USA" **AND** "Organization = CableInc" **OR** "Location = USA" **AND** "Organization = Acme" **OR** "Location = USA" **AND** "Organization = Electrician's Friend" *** ### Configuring User Segment Settings In the **Settings** tab, network admins can enter a label for the User Segment term your company would like to use. They can also manage who will be allowed to use user segments. *** ### SSO and Enterprise Apps Using User Segments User Segments allow administrators to manage the visibility and accessibility of SSO and Enterprise Applications. By utilizing segments, you ensure that only authorized users can view or launch specific applications across the web and mobile platforms. **Admin Configuration** The **Audience** settings are managed within the **Add Application** or **Add Custom Application** dialogs for all MangoApps-provisioned SSO apps: * **Everyone**: The default setting, making the application available to all users. * **Specific User Segments**: Restricts the app to selected groups. * **Selection**: Admins can select up to 3 segments (Network, Guest, or Mixed). * **Visibility**: The SSO app list displays the current audience status for each app at a glance. * **Audit Logging**: All changes to an application's audience are recorded in the Audit Log under Domain Administration, including the user, time, and IP address. **Security and Enforcement** The platform enforces these permissions both in the user interface and at the server level: * **Interface Filtering**: Users who do not belong to the authorized segments will not see the app in the My Enterprise Apps widget or the Top Navigation menu. * **Mobile Sync**: These visibility rules are applied consistently across the mobile app and web experience. * **Direct Access Protection**: If a user attempts to access an unauthorized app via a bookmark, direct link, or typed URL, they are blocked by a permission error screen: *"You don't have permission to access this application."* {% hint style="warning" %} If a configured segment is deleted, the app's audience must be updated. If no valid segments remain, the app is hidden from all users until a new segment is assigned. {% endhint %} # Team Segments ### Overview The **Team Segment** feature allows administrators to create static collections or lists of teams, departments, groups, or projects within MangoApps. This is particularly useful for sharing updates, asking questions, or posting content to specific groups without having to manually select individual teams every time. You can add teams based on various criteria, manage team assignments, and control who can access the segments.
#### Key Benefits of Team Segments * **Efficient Team Management**: Admins can organize teams into static collections for streamlined communication. * **Targeted Communication**: Easily share updates, questions, or posts with specific teams using custom team segments. * **Improved Organization**: Ensure that the right people receive the right content without duplicating efforts. *** ### Team Segment Dashboard The **Team Segment List Dashboard** gives admins an overview of all available team segments. Here are the key sections: * **Name**: Displays the unique name of the team segment. * **Count**: Shows the number of users in the segment. * **Created by**: Displays the admin who created the segment. * **Last Modified**: Shows the date when the segment was last updated. * **Actions**: Admins can edit, rename, duplicate, or delete segments. *** ### Managing Team Segments **Creating a New Team Segment** To create a new team segment, admins can navigate to **Users > Team Segments**, click **New Segment**, and search for teams using filters based on project, department, or custom categories.
Once the appropriate teams are selected, the admin assigns a name to the segment and saves it. {% hint style="info" %} Only **listed teams** can be added to team segments. Unlisted teams cannot be included. Teams within a saved segment will remain fixed until an admin explicitly adds or removes teams. {% endhint %} Existing team segments can be modified by clicking **Edit**, where admins can add or remove teams as needed before saving the changes. If an admin wants to create a copy of an existing segment, they can use the **Duplicate** option, which replicates the team list while allowing additional modifications. Renaming a segment is also simple—by clicking **Rename**, entering a new name, and saving the update. If a team segment is no longer needed, it can be permanently removed using the **Delete** option. {% hint style="danger" %} Deleting a Team Segment is a permanent action and **cannot** be undone. {% endhint %} *** ### Team Segment Settings Admins can further customize team segment usage by adjusting **Team Segment Settings** under **Users > Team Segments > Settings**. Here, they can define labels for team segments and control user permissions to specify who can create or use them. This ensures that only authorized users, such as domain admins, can manage team segments within the platform. *** #### Using Team Segments for Communication Admins can further customize team segment usage by adjusting **Team Segment Settings** under **Users > Team Segments > Settings**. Here, they can define labels for team segments and control user permissions to specify who can create or use them. This ensures that only authorized users, such as domain admins, can manage team segments within the platform. Once a Team Segment has been created and managed, admins can use them for efficient communication: * **Share Updates**: Send an update to a specific team segment without having to manually enter all team names. * **Ask Questions**: Directly ask questions to a selected group of teams. * **Create Posts**: Publish posts to multiple teams using the **CC feature**, eliminating the need to create separate posts for each team. # Assistants Managing assistants for users ### Overview MangoApps allows the assignment of assistants to specific users, enabling them to manage posts and updates on behalf of another. Admin Portal > Users > Assistants This feature is highly beneficial for streamlining communication and maintaining a consistent flow of updates from leadership, even when an executive is unavailable, as well as allowing assistants to manage broader communication needs. *** ### How Assistants Work An assistant is authorized to create and manage content on behalf of another user account. This includes creating posts, updates, and handling other communication tasks. All actions performed by an assistant on behalf of another user are recorded in the **Assistants Log**, ensuring transparency and accountability. *** ### **Enabling Assistants for Specific Users** Network administrators have the ability to activate or deactivate the assistant feature for specific users. Admins can assign one or more assistants to a user, and only authorized personnel can modify or remove assistants. *** ### How to Add Assistants Admins can assign assistants to any network user or admin account.
To assign assistants to an account: Click the **Add Assistants** button to access the **Add Assistants** pop-up for assigning assistants. In the **User** text box, type the user's name and select from the drop-down list. In the **Assistants** text box, type the assistant's name and select from the drop-down list. Optionally, you can assign multiple assistants. Click **Add Assistants** to finalize the process. {% hint style="info" %} This action adds a log entry in the **Audit log** for tracking purposes. {% endhint %} *** ### Editing a User's Assistants To modify assigned assistants, start by hovering over the user's name to display action buttons next to the user's name. Click **Edit** to open the **Edit Assistants** pop-up.
To remove an assistant, click the **X** next to their name. To add a new assistant, enter the name in the **Assistants** text box. Once you’ve made the desired changes, click **Save** to apply the modifications to the user account's assistants. {% hint style="info" %} All changes are tracked in the Audit log for future reference. {% endhint %} *** ### Assistants Log The **Assistants Log** tracks all actions performed by assistants on behalf of another account.
The log displays: * A list of posts and updates created by the assistant. * A link to the content. * The IP address from where the action was taken. For more information on the Assistants Log, click [here](https://guides.mangoapps.com/admin-guide/home-1/logs/assistants-log). *** ### Broader Benefits of Assistants In addition to posting on behalf of executives and select users, assistants can manage broader communication needs, such as: * Creating general or department-specific accounts for consistent messaging without associating posts with a specific individual. * Acting as the voice for strategic internal leaders, enhancing communication continuity and maintaining company culture. This feature ensures that leadership communication remains seamless, even when key figures are unavailable, while retaining control and transparency over all actions.
*** ### FAQs #### **What can assistants do on behalf of another user?** * Share updates or create posts for the account's followers, common teams, or public teams. * Schedule posts for the account. * Edit or delete posts created on behalf of the account. {% hint style="info" %} If a user creates content by acting as an assistant, any future edits that user makes to the content after publishing will also be done as an assistant. For example, Jane (a network admin) is a user assistant for Kevin. Jane creates a post using the assistant feature on behalf of Kevin. After publishing the post, if Jane clicks **Edit Post**, she will **not** edit the post as a network admin, but rather, once again as the assistant. {% endhint %} #### **Whose name is displayed on posts created by an assistant?** When an assistant posts on behalf of another account using the 'Update as assistant' or 'Post as assistant' options, the selected account's name appears as the creator.
#### **What permissions does an assistant need?** An assistant retains their own account permissions but temporarily inherits the permissions of the user they are assisting when posting on their behalf. For example, if a network user is acting as an assistant for a network admin, the assistant will inherit the admin’s permissions—but only for creating posts and updates. All other permissions remain unchanged. #### **Can an account have multiple assistants?** Yes, a user account can have multiple assistants assigned. # Alias ### **Overview** Alias user accounts in MangoApps provide a flexible and secure way for teams and departments to communicate officially under a shared identity. This feature is particularly useful for roles like HR, IT, and Communications, where messages need to reflect a department rather than an individual. Alias accounts offer full functionality across the platform and ensure accountability through audit tracking.
The **Alias User Account** feature enables network administrators to designate specific users as alias accounts. Authorized employees can then switch into these alias profiles to send messages, post updates, and interact across modules—all under the alias identity, rather than their own. *** ### **Setup Process** Alias accounts are set up in two steps: First, a user account is designated as an alias. Then, selected team members are authorized to use it. #### **Step 1: Designate a User Account as an Alias Account** Admins must convert a standard user account into an alias account.
Network admins can do this from **Admin Portal > Users > Manage Users**. Select the user account to convert. From the **User Tools** dropdown on the right, choose **Make Alias User**. *** #### **Step 2: Assign Authorized Users to the Alias** Once the alias account is created, assign the employees who should have access to it.
To do this, network admins can navigate to **Admin Portal >** **Users > Aliases**. Find the alias name and click the **Add** button in the **Assigned Users** column. In the **Add** popup menu, select users to assign as authorized alias users. Multiple users can be assigned at once.
Click **Save** to confirm. These users can be changed at a later time. *** ### **Using an Alias Account** This section guides users on how to switch to an alias profile and how the experience differs from using their personal account.
Authorized users can operate as the alias by first, clicking the profile icon on the top-right corner of the screen and selecting **Switch to Alias Profile**. Choose from the alias accounts available. While operating under the alias: * All activity (posts, comments, messages) is done in the alias name. * A **banner** at the top of the screen will clearly indicate the user is acting as the alias. * Users can **switch back** to their own profile at any time. {% hint style="success" %} All alias switching activity is logged in the **audit log** for transparency. {% endhint %} *** ### **Additional Details** Alias accounts: * Can be **@mentioned** like any user. * **Cannot be logged into directly**—users must switch from their authenticated account. Alias users have **full access to modules**, unlike [Assistant](https://guides.mangoapps.com/admin-guide/user-provisioning-and-management/assistants) accounts. This feature supports up to **100 alias accounts**, each with up to **25 authorized users**. {% hint style="warning" %} This is a **web-only feature** and is not currently available on mobile. {% endhint %} *** ### **Alias vs. Assistant Accounts** This section compares the alias account functionality with the assistant feature to clarify their use cases. | Feature | **Alias Account** | **Assistant Account** | | ------------------------- | ----------------- | --------------------- | | Full module access | ✅ | ❌ (Posts only) | | Shared identity for teams | ✅ | ✅ | | Can be @mentioned | ✅ | ✅ | | Requires profile switch | ✅ | ❌ | | Logged in audit history | ✅ | ❌ | | Platform availability | Web only | Web only | # User Status ### Overview The **User Status** menu in the MangoApps Admin Portal allows administrators to configure and manage the recommended user status settings. Users can set their own statuses with associated emojis, control when the status clears, and enable or disable "Do Not Disturb" mode.
*** ### Configuring User Statuses The User Status page provides options to create and manage custom status suggestion messages. Below are the configurable options: #### **Status Message & Emoji** Admins can define preset status messages with an associated emoji. By default, the deafault status messages include: * 📅 **In a meeting** * 🚗 **Traveling for work** * 🏠 **Working from home** * 🤒 **Out sick** * 🌴 **Vacationing** Users can enter their own custom status messages as needed. *** #### **Clear After Duration** Each status can be set to automatically clear after a specified time. Options include: * **Don't Clear** – The status remains active until manually removed. * **8 AM tomorrow** – The status automatically resets at 8 AM the next day. *** #### **Do Not Disturb Mode** Admins can enable or disable the "Do Not Disturb" setting for each status. When enabled, notifications are muted for the user while the status is active. *** #### Enable Custom Status Enable or disable the ability for users to set custom statuses. This status appears across web, messenger, and mobile apps. By default, custom statuses are **enabled**. If **disabled**: * Users will no longer see the text box to enter a custom status on any MangoApps platform. * Only admin-defined status options will be available. * Any previously set custom statuses will be cleared. # Guest Users ### Overview MangoApps provides flexible user management through domain-wide permissions and team-level member types. This guide explains the capabilities of Guest Users, the differences between Guest Users and Network Users, and the steps to create and manage Guest Users. *** ### **Domain-Wide User Permission Levels** MangoApps supports three main types of domain user permissions: #### 1. **Creator/Administrator (Network Admin)** * Full access to all content, users, groups, and projects. * Manages administrative settings and permissions. #### **2. Network User** * Regular users without administrative privileges. * Access can be limited to internal email domains or extended to external addresses by the Domain Administrator. * Can be promoted to Team Admins and/or given limited administrative permissions within the domain. #### 3. **Guest User** * Restricted to specific groups and projects they are explicitly invited to. * Cannot access domain-wide content or communications outside their assigned groups/projects. {% hint style="warning" %} Permissions at the domain level do not override or apply to permissions at the team level. These operate independently. For more information on Admin Roles, click [here](https://guides.mangoapps.com/admin-guide/user-provisioning-and-management/admin-roles). {% endhint %} *** ### **Capabilities of Guest Users** Guest Users are restricted members who interact within the confines of specific groups or projects. * **Visibility:** Can only view the groups and projects they are invited to. * **Communication:** Can only communicate with team members within their groups/projects. * **Domain Access:** Cannot search or view content outside of their groups/projects. * **Email Domain:** Must have an external email domain (different from the domain owner’s). *** ### **Key Differences Between Guest and Network Users** | Feature | Guest User | Network User | | -------------------------- | -------------------------------------- | ------------------------- | | **Domain-Wide Access** | No | Yes | | **Colleague Following** | Not Allowed | Allowed | | **External Email Support** | Required | Optional | | **Communication Scope** | Restricted to assigned groups/projects | Domain-wide | | **Removal Rights** | Removable by group/project teammates | Only by Admins | | **Team Membership** | Can join multiple teams | Can join and create teams | *** ### **FAQs About Guest Users** #### **Can Guest Users interact with others outside their groups?** No, Guest Users are limited to the groups or projects they belong to. #### **Can Guest Users access private messages?** Yes, if they are not part of any group, they still retain access to their private messages. # Create a Guest User ### **Overview** Guest Users are ideal for collaborating with external team members while maintaining domain security. There are a couple methods for adding guest users, depending on the circumstance for their invitation. *** ### **Method 1: Inviting a Guest User to a Group or Project** To invite a guest user to a group or project, start by navigating to the desired group or project and clicking the **Group Tools** dropdown menu.
Select **Add Guest Users** to open the **Invite Guest Users** pop-up menu. In the section labeled **People outside your company**, enter the email address of the guest user and click **Invite** to send the invitation.
**Guest User Settings** for the workspace can be managed through the **Admin** dropdown menu. From the pop-up menu, you can configure permissions and access levels for guest users within the workspace.
*** ### **Method 2: Enabling Guest User Invitations in General Settings** Navigate to the **Admin Portal** and select the **Domain** section. Go to **General Settings** and locate the **Invite Settings** option.
Allow external email addresses to be invited as guest users by enabling the corresponding setting. *** ### **How to Convert a Guest User to a Network User** Converting from a guest to a network user will give this user full user portal access to MangoApps. All the data posted by this guest user will continue to be accessible.
To convert a guest user, open the **Admin Portal** and navigate to **Manage Users** under the **Users** dropdown menu. Locate and select the guest user account. From the **Admin Tools** dropdown menu, select **Convert to Network User**. {% hint style="danger" %} Once a user has been converted from a guest user to a network user they **CANNOT** be converted back. The user must be deleted from the domain, then re-added as a new guest user. {% endhint %} {% hint style="info" %} Conversion of a guest user into a network user may affect your domain's subscription price. Please contact your **Account Management Team** for more information on how guest conversions will affect your subscription. {% endhint %} # Restricted Users ### Overview MangoApps offers flexible user roles to manage access and permissions effectively. This guide outlines the key differences between **Restricted Users** and **Guest Users**, helping administrators understand their capabilities and limitations. *** ### **Restricted Users** Restricted Users have **limited permissions across MangoApps** to prevent them from actively contributing new content or engaging in communication. #### **Capabilities & Limitations**: * **Cannot** compose, add, create, or upload new content. * **Cannot** send messages or instant messages (IM). * **Cannot** forward emails into MangoApps. * **Files & Filters**: Have **viewer-only (no download)** access unless explicitly denied. * **Wikis**: Have **viewer-only** access unless explicitly denied. * **Can edit** content they have created. * **If given an admin role** (e.g., intranet admin, team admin, custom admin), they will gain **admin privileges and tools**. *** ### **Key Differences: Restricted vs. Guest Users** | Feature | Restricted User | Guest User | | --------------------------------------- | ------------------- | ------------------------------ | | **Create/Upload Content** | ❌ No | ✅ Yes (within assigned groups) | | **Send Messages (IM/Email Forwarding)** | ❌ No | ✅ Yes (within groups/projects) | | **Domain-Wide Access** | ❌ No | ❌ No | | **Access to Specific Groups/Projects** | ✅ Yes | ✅ Yes | | **Edit Own Created Content** | ✅ Yes | ✅ Yes | | **Admin Role Available** | ✅ Yes (if assigned) | ❌ No | | **Email Domain Restriction** | ❌ No | ✅ Must be external | *** ### **FAQs** #### **Can Restricted Users or Guest Users communicate within the platform?** * **Restricted Users:** Cannot send messages or emails. * **Guest Users:** Can communicate **within** their assigned groups and projects. # Modules Configuring your MangoApps modules for all users In this section, we will guide you through the process of configuring modules to tailor the user portal to meet the unique needs of your team. Configuring modules is a crucial step in maximizing the effectiveness your intranet, allowing you to customize settings and configurations that align with your organizational goals. Within this section, you can adjust a variety of settings, ranging from access permissions and notification preferences to module-specific features such as **Campaigns**, **Posts**, **Trackers & Forms**, **Schedules**, **Recognition**, and **much more**. Take advantage of the flexibility MangoApps provides by fine-tuning these configurations to create a user experience that optimally supports your team's workflow. With this user-friendly guide, you'll gain the knowledge and confidence to empower all users in your organization to make the most of the intranet's powerful modules, fostering a more efficient and connected workplace. To get started, click **Modules** from the left hand navigational menu.
# Ballots Setting up the Ballots module ### Overview The **Ballots** module is a voting tool that helps companies make collective decisions, elect leaders, and establish policies. As a **Network Admin**, you have control over how ballots are created, labeled, and approved across your domain. Ballots enable transparent and structured decision-making within your MangoApps domain. Admins can configure settings for who can create ballots, customize voting labels, and set auto-approval thresholds. *** ### **Configuration Options** #### **Who Can Create Ballots?** This setting ensures ballot creation remains controlled and managed by designated leadership. You can control who is allowed to create ballots: * **Any network user can create**:\ Selecting this option allows all users in the domain to create ballots. * **Only Network Admins, Intranet Admins, and Team Admins can create** *(Default)*:\ Restricts ballot creation to users with admin roles only. *** #### **Label for Voting Action** These labels appear as the voting options users will choose from. Customize the voting choices shown on ballots by entering your own terms for each option: * **‘Affirmative’ Label** – Default: `Yes`\ Set a label for votes in favor of the ballot item. * **‘Negative’ Label** – Default: `No`\ Set a label for votes against the ballot item. * **‘Abstain’ Label** – Default: `n/a`\ Set a label for users who choose not to take a side. *** #### **Default Auto-Approval Setting** You can enable automatic approval of ballots when the ‘Affirmative’ vote reaches a certain threshold: * Toggle the setting **ON** to enable auto-approval. * Enter a percentage to define the threshold. * Ballots will be **automatically approved** when this percentage of votes is met by the **ballot close date**. *** #### **Saving Changes** Once you’ve configured the desired settings, click the **Save** button to apply them to the module. *** ### **FAQs** #### **Q. Who can edit or delete ballots?** **A.** Only **Network Admins**, **Intranet Admins**, and **Team Admins** have the ability to edit or delete ballots. *** #### **Q. Can the voters list and vote values be changed?** **A.** Yes. Authorized admins can: * **Change the Voters List**: Go to [**Ballot Tools > Change Voters List**](https://guides.mangoapps.com/user-guide/ballots/ballots) in the User Portal. * **Change Vote Values**: Go to [**Ballot Tools > Change Vote Values**](https://guides.mangoapps.com/user-guide/ballots/ballots) in the User Portal. *** #### **Q. Who can view ballot results?** **A.** Any user with permission to access the Ballots module in the User Portal can see the results through [**Ballot Tools > View Ballot Results**](https://guides.mangoapps.com/user-guide/ballots/ballots). *** #### **Q. Are ballot votes anonymous?** **A.** No, votes in MangoApps Ballots are **not anonymous**. Each vote is linked to the voter’s name, which ensures transparency but does not support anonymous voting. # Calendar Setting up the Calendar module In this section, we will discuss tools for managing the user portal calendar, a central component designed to streamline your team's scheduling and event coordination. As an administrator, use these tools to optimize this feature for your organization's unique needs.
Within the calendar settings, admins can fine tune **permissions**, dictating who can create and modify events within the intranet. This flexibility ensures that the right individuals have the necessary access to maintain an organized and up-to-date calendar, promoting transparency and accountability. Additionally, MangoApps goes beyond internal functionalities by offering **integration capabilities with third-party calendars**. Admins can effortlessly configure these integrations, reducing redundancy and enhancing overall productivity. Whether you're coordinating meetings, tracking project milestones, or syncing events across platforms, the calendar calendar is a robust tool at your disposal for seamless collaboration. To get started, click on **Calendar** from the **Modules** menu.
# Calendar Event Types Configuring the calendar events on your domain ### Overview The MangoApps calendar provides flexible options for configuring custom event types to suit various visibility, notification, RSVP, and time format preferences. As a network admin, you can enable/disable existing system and custom event templates, specify who can create events on your domain, and add new custom event templates for all network users. ![Admin Portal > Modules > Calendar > Event Settings](/files/zbffnh8pkfSydUWbppVs) *** ### **List of Event Types** MangoApps provides a list of out-of-the-box event templates catering to diverse organizational needs. These templates include four predefined System Event Templates, designed to streamline common event types with ready-to-use structures. Additionally, MangoApps presents seven Custom Event Templates, which offer flexibility for network admins to tailor templates to specific event requirements by editing or deleting components as needed. This combination of pre-configured and customizable templates empowers users to efficiently plan and manage a wide range of events within their platform. *** ### **Managing Existing Event Templates** From the table you will be able to view all existing calendar templates. Click and drag the templates to re-arrange their order within the selection menu. Click the toggle next to each template to enable or disable them in the User portal.
Next to each existing event templates, you also have access to a 3-Dot action menu with the options: * **Edit:** Modify settings such as Event Name, Visibility, Notifications, RSVP Settings, Time Format, and Icon. * **Delete:** Remove custom event templates from your domain. System templates cannot be deleted, but the template can be edited to your preference. **Once deleted, the template cannot be recovered**. To avoid permanent data loss, it is recommended to disable templates rather than deleting them. {% hint style="info" %} In system templates, the only editable feature is the event color, except for the Company Event template, which offers more flexibility. From the edit menu, you can assign specific users—beyond just admins—with the ability to create company events. {% endhint %}
*** ### **Creating a New Event Template** To create a new event template, click the **+ Add New Event Type** button located in the top right corner.
**Custom Event Name:** Enter a name for the event type. **Who can create?**: Choose to allow all network users to create an event of this type or limit creation to domain admins and specific users. **Event Visibility:** This setting determines the users who will see the event on the calendar. Choose from options like Full Company, Team/Specific Team Members, Location Group, Specific Set of Users, Creator's Org Chart (peers, direct reportees, etc.). **Notification & Invite Feed:** This setting specifies how notifications are handled when a new event is created. This setting offers three choices: **Invitees Are Notified & Invite Feed Is Generated (Unread)**, which sends both a notification and generates an unread news feed for invitees; **Invitees Are Notified Only**, which sends a notification without generating a news feed; and **Do Not Notify Anyone**, which ensures that neither notifications nor news feeds are sent to invitees when a new event is created. **RSVP Settings:** This setting determines if the event will require an RSVP. If **Anyone Who Can View the Event can RSVP** is selected, the following additional menu options will appear: * **Allow RSVP Limit (Optional):** Toggle to set a maximum RSVP limit (1 to 999 attendees). * **Allow RSVP On Behalf of (Optional):** Enable organizers to RSVP on behalf of users. **Event Time Format:** This setting dictates whether an event will include both date and time options or only date options. If the **Days & Hours** option is selected, an additional menu option will appear: * **Allow Recurrence**: This setting controls whether the event can be set as a recurring or repeating event.
**Select Icon (Optional):** Choose an icon to represent the event type. **Select Event Color (Optional)**: Select a color for the event as it will appear on the calendar. Click **Save** to add the new event type to your domain. {% hint style="warning" %} Any modifications made to event settings apply only to new events created from the User Portal. Existing events remain unaffected by template changes. {% endhint %} {% hint style="info" %} #### To see how these configurations impact the Calendar on the User Portal, see [Calendar](https://guides.mangoapps.com/user-guide/calendar) in the User Portal Guide. {% endhint %} # Calendar Settings Setting the start day of the week ### Overview From this **Settings** menu, admins can enable user event color customization to improve organization and personalization of calendars, and discover the benefits of showing public team events across different filters, fostering transparent and inclusive collaboration regardless of individual team memberships.
**Default View**: Administrators can standardize the calendar experience across the organization by defining a **Default View** for all users. This setting ensures that every time a member accesses a company or team calendar, they land on the most relevant perspective—whether that is a high-level monthly overview or a granular daily schedule—eliminating the need for manual adjustments. Once an administrator saves a change to this setting, the new preference takes effect globally for all users immediately. New domains and existing domains that have not modified this setting will default to the **Week** view. **Allow user to change the event color**: If you don't want to allow users to choose event colors, disable this setting. However, network admins and intranet admins will retain the ability to select colors. **Show public team events in Show Everything, Team Events, All Events filter**: Enable this setting to show all public events to all network users, regardless of their team membership. {% hint style="info" %} To change the starting day of the week for the domain, visit the **Start Week Day** setting within the [Domain configurations](https://guides.mangoapps.com/admin-guide/domain-settings/general-settings#start-week-day) menu. {% endhint %} # Calendar Integrations ### Overview The MangoApps calendar can seamlessly integrate with external calendar programs such as Outlook, Teams, iCal, and others. Adding these integrations can significantly enhance efficiency and communication within your company by streamlining the process of managing schedules by allowing employees to view and interact with intranet calendar events directly within their preferred external calendar application. By syncing these calendars, employees can avoid scheduling conflicts, stay updated on important meetings and events, and efficiently coordinate with colleagues who may use different calendar tools. This integration fosters a more connected and synchronized work environment, ultimately improving overall productivity and collaboration within the organization.
{% hint style="info" %} For information on available Calendar integrations, check out our comprehensive Integrations Guide space [here](https://guides.mangoapps.com/integrations-guide). {% endhint %} *** ### Calendar Integrations Dashboard From this tab, admins are able to manage their connected calendar integrations. Each integration can be enabled or disabled using the toggle switch on the right hand of the dashboard menu per each listed integration.
*** ### Live Broadcast To create live events with broadcast capabilities, you first need to enable the Live Broadcast feature. From the Admin Portal, navigate to **Modules > Calendar > Integrations**.
By default, this setting is turned off. Once enabled, the option to create live events becomes visible for admins and/or selected users. From the settings menu, admins can also configure the live stream providers.
{% hint style="warning" %} This setting is **only** available for system events and not for custom events. {% endhint %} Once Live Broadcast is enabled, admin/selected users can start creating live events via the [Create an Event](https://guides.mangoapps.com/user-guide/calendar/create-an-event) button.
Choose **Online** or **Hybrid** as the event type. The Live Broadcast feature is only available for these types. If you select **In-Person**, the Live Broadcast option will **not** appear. *** #### **Joining a Live Broadcast Event as an Attendee** From the attendee side, joining a live event is straightforward: **Event Notification**: Attendees will receive a notification when the live event is created. The event will be visible on their **My Web Calendar**.
**Join Live Event**: A **Join Live Broadcast** button will appear 10 minutes before the event starts. This button remains disabled until the 10-minute window is reached.
# Campaigns In this section, administrators have the ability to set permissions for creating email campaigns, providing a robust framework for managing access and ensuring that only authorized users can initiate communication initiatives. This feature allows organizations to maintain control over the messaging process while still allowing flexibility for different teams to contribute to the communication strategy. Additionally, administrators can **create and customize templates** for communications and updates within the intranet system. This feature ensures consistency and professionalism in all internal emails, saving time and effort while maintaining a unified corporate identity. Furthermore, the ability to **configure campaign categories** allows for efficient organization and categorization of different communication initiatives, making it easier for users to locate relevant information. MangoApps email campaign management functionality is a key resource for fostering effective communication within the organization, providing the necessary tools to streamline processes and enhance collaboration across teams.
# Settings ### Overview Email campaigns are an effective way to engage with your audience and promote your company message. Within the admin portal, you can customize various settings to tailor your campaigns according to your organization's needs. *** ### Configuring Settings On the Settings tab, you'll find several options to configure: * **Module Label**: The default name for this module is "Campaign," but administrators have the flexibility to choose an alternative label. This allows customization to align with your organization's terminology or branding. * **Default Campaign Reviewer List**: Here, administrators can specify a list of users responsible for reviewing campaign content before it goes live. This ensures that all campaigns meet quality standards and adhere to organizational guidelines. * **Who Can Create and Manage Campaigns**: * **Domain Admins Only**: Only administrators with domain-level privileges can create, edit, and manage campaigns. * **Domain and Intranet Admins**: This setting grants campaign management access to both domain admins and intranet admins by default. * **Domain, Intranet Admins, and Selected Users**: Administrators can extend campaign management privileges to selected active network users within the domain. This option allows for greater delegation and collaboration among team members. Once you've configured the desired settings, click on the **Save** button to apply the changes. This ensures that your preferences are stored and implemented accordingly. By customizing campaign settings in the admin portal, you can streamline the process, maintain quality control, and empower designated users to effectively manage campaigns within your organization. # Templates ### Overview Creating and managing campaign templates in the admin portal provides administrators with the flexibility to design and distribute engaging content tailored to their organization's needs. This guide outlines the steps to create, customize, and manage campaign templates efficiently. *** ### Managing Campaign Templates From the **Templates tab**, admin users can view all existing campaign templates in your domain activated and deactivated.
For each template, system and custom, click on the three-dot action button to access additional menu options: **Edit**: To edit the chosen custom template, open it in edit mode. Since system templates are unalterable, you will instead find the option **Clone & Edit**. This action duplicates the system template, allowing you to make edits and save them. **Activate/Deactivate**: Deactivating a template will remove it as a choice when creating campaigns via the User Portal. The template will still appear in the template list here, however, it will gain the status icon **Deactivated**. Campaigns currently using a deactivated template will **not** be changed and will appear as they were published. **Clone & Edit**: Create a duplicate of the template for further editing. **Delete**: Deleting the campaign template will **permanently** remove it as a template option from both the User and Admin portals. All older campaigns created with this template will not be affected. In order to prevent potential data loss, it is highly recommended to consider deactivating the template instead. *** ### **Re-order Templates** To re-order the template list, click the Re-order Templates button along the top right hand of the screen. Clicking this button will bring up the **Re-order Templates** menu. Within this menu, you can simply drag and drop templates into your preferred order.
Utilize this menu for rearranging templates not only within the user portal but also for updates on the admin portal side. Group template types together to enhance organization and accessibility. *** ### Creating Campaign Templates To create a new template, click on the **Design Your Own** button in the upper right hand of the module screen.
**Template Details** * Enter a title and description for the template in the provided text boxes. * Add content blocks such as Cover Image, Image, Video, Audio, Quote, Text, Media + Text, and Button to customize the template according to your requirements. **Assign Categories and Channel Mode** * Select the appropriate default category for the template (e.g., Employee communication, Leadership communication, Change communication). Campaign creators will be able to change this category to their preference when in the User Portal. * Choose the communication channel mode: SMS, Email, or Both. Alternatively, opt for Smart Select to let the system determine the most effective mode for reaching each recipient. Initially, the system will attempt to contact the recipient via Email. If Email delivery fails for any reason, it will then try the SMS channel. If both Email and SMS attempts are unsuccessful, a Direct Message is sent to the user instead. * Personalize the content of the message recipients will receive, notifying them that a new campaign requires their attention. **Additional Settings** * Add a featured image for the template. Minimum: 234 x 375px. Recommended: 773 x 1250px * Customize the outer background color from the Additional Settings option. The color set will act as the background color in the email body & campaign page. **Save and Preview** * Click on **Save and Continue** to proceed. * Preview the template in different formats (Mobile, Web, SMS) to ensure its compatibility across various platforms. *** ### A Note on Email/SMS Configuration When sending campaigns, ensure that **network-wide outgoing email settings** and/or **network-wide SMS** settings are enabled in the admin portal. To enable outgoing emails from the domain, navigate to the **Email -> Configuration** section: SMS settings can be found under the Domain -> General Settings configurations: # Categories ### Overview Categorizing email campaigns within your MangoApps domain can significantly enhance organization and streamline search processes for employees. Network admins can add and manage these categories from the **Categories** tab within the Admin Portal. **List of categories** Browse through the list to see all the categories previously created by network admins and intranet admins in your domain. Drag and drop categories to reorder them to your preference. This is the order that will appear in the dropdown menu when creating a campaign in the user portal. **Editing or Deleting Categories** To make changes, select the category you wish to modify and click on the **Edit** option from the 3-Dot Action menu. Alternatively, if a category is no longer needed, click on **Delete** to remove it from the list. {% hint style="danger" %} Once a category has been deleted, it **cannot** be recovered. Any campaigns previously associated with the deleted category will remain, but they will no longer be assigned to any category. {% endhint %} **New Category** Click the **New Category** button along the top right hand side to add a new category. *** ### Add New Category Click on the **New Category** button in the top right of the screen. A pop-up window will appear prompting you to input the name of the new category into the designated **Category Name** text box. Once you've named your category, click **Save** to confirm and add it to the list. # Chats Setting up the Chats module ### Overview The **Chats** module in the MangoApps Admin Portal allows administrators to manage chat settings and ensure compliance with organizational requirements.
*** ### **Basic Settings** **Open Web Chat:** This options designates whether a chat opens either in a new tab of the same browser window or a new browser window. **Enable Reactions in Chat:** Toggle this option to allow or disable [reactions](https://guides.mangoapps.com/admin-guide/domain-settings/reactions) (e.g., emojis) in chat messages. Reactions for chat messages are currently supported in Messenger clients, Webchat, and Mobile apps. *** #### **Allow One-on-One Chats** Admins can enable or disable one-on-one private chats across the network. * When disabled, the **Start Chat** option is hidden on office cards, user profile pages, and the AI assistant. * Private chat initiation is also removed from Messenger and Mobile apps. * Existing pinned or active chats remain accessible in read-only mode, but users cannot send new messages. This ensures admins can fully control whether personal chats are allowed within the domain. *** #### Enable Ad-Hoc Chat Groups Admins can enable or disable the ability for users to create ad-hoc chat groups. * When enabled, an additional setting **“Who can create ad-hoc chat groups”** allows admins to restrict creation to: * Domain admins only * Domain & intranet admins only * All network users (default) * When disabled, the option to create ad-hoc chats is removed from Messenger, Webchat, and Mobile apps. * Existing ad-hoc groups remain visible but gradually become read-only and inaccessible. *** ### **Chat Limits** Set limits for the number of participants allowed in chat groups: **Team Chat & Ad Hoc Chat Groups** Define the maximum number of participants allowed in any team or ad hoc chat group (default: 1000). New adhoc chat groups can't be created when this limit is exceeded by any user. When team members exceed this limit, the chat module in a team's workspace will be automatically disabled. **Ad Hoc Chat Group Created by Network Users** Set a separate limit for ad hoc chat groups created by standard network users (default: 25). *** ### **Delete Settings** Control whether users can delete their chat messages. Click the **Configure delete settings** link to access detailed options and permissions for message deletion. Clicking this link will navigate the user to the [Compliance](https://guides.mangoapps.com/admin-guide/compliance/delete-settings) settings. *** ### **Self-Destruct Messages** Enable self-destructing messages to meet compliance needs. Click the **Configure self-destruct settings** to navigate to the [Compliance](https://guides.mangoapps.com/admin-guide/compliance/delete-settings) settings. link to define rules for message expiration, ensuring that chats align with your organization’s data retention policies. # Chat History (1-on-1) ### Overview The **Private Chat History** feature in MangoApps allows network administrators to view and export one-on-one chat conversations between two users. This ensures organizations can maintain visibility, security, and compliance for direct user communications.
*** ### Key Capabilities **View One-on-One Chats**\ Admins can access private chats between any two users (including employees, admins, and guest accounts) directly from the **Admin Portal**. **Filter by Date Range**\ Select from preset options (Today, Yesterday, Last 7 Days, Last 30 Days) or choose a **Custom Date Range** to narrow results. **Detailed Chat Display**\ Chats appear in a familiar conversation-style layout, including: * Message sender name * Date and timestamp * Full message text * Attachments (links only, files are not displayed) * Reactions and important/read receipt tags **Export to CSV**\ Admins can export up to **10,000 chat messages** in CSV format for offline review or compliance reporting. The export includes user details, timestamps, and message content. *** ### Viewing Chat History Use the **User Selection** fields to choose the two participants. * Begin typing a name and select from the dropdown. * Both fields must contain different users. Select a **Date Range** from the dropdown or set custom “From” and “To” dates. Click **Submit** to load the filtered chat results. If no messages match the filters, an empty state will appear with the message: “No chats match the selected criteria. Please adjust the filters to view available chats.” *** ### Compliance and Permissions * This feature is available **only to network/domain admins**. * Access must be **enabled by your Customer Success Manager (CSM) or Technical Account Manager (TAM)**. * Admins can view and export messages, but cannot open file attachments. *** ### Example Use Cases * **Compliance Audits**: Ensure private communications meet industry regulations. * **Investigations**: Review message trails between specific users during HR or security inquiries. * **Data Retention**: Export records to meet organizational or legal record-keeping requirements. --- [Next Page](/llms-full.txt/1)