The Site manager app gives you a way of host your project or client in separate sites, which keeps their data and users separate from others. On one hand, it’s a more efficient way to manage your organization. On the other, it helps complying with regulatory obligations and ensures confidentiality by letting each user access only information that’s meant for them.
Some examples of how you can use Site manager:
- For your organization, when you need to access multiple sites within your ecosystem. For example, you can organize sites by business unit, location, or store data from a merger in a separate site.
- As a services provider or consulting firm, when you want to set up on-demand collections for your clients.
Additionally, hosting data in separate sites gives you more precise insights about usage and data processing. You can monitor usage from the Usage metrics app.
The Site manager app requires a special license and is inactive by default in your Onna account. If you want a Site manager license, contact your Customer Success representative or write to firstname.lastname@example.org.
As an admin, you can create and manage sites for your organization or for your business. To manage sites, you can access the Site manager app from your Onna home page.
Creating a site is the first step to start hosting your project or client’s data separately.
Child sites inherit the authentication requirements of their parent site. For example, if your organization enforces SAML sign in, the child site inherits the same sign in method.
Only admins can create new sites. If you’re not an admin, ask your admin to update your role.
To create a new site:
1. From your home page, open the Site manager app.
2. From the list of sites, select +.
3. Enter the site information, then click Create.
- Use the Type field to mark your site as a Client or Project site. Client is preferable when the site is for one of your clients, Project is ideal when you have a special project within your organization, such as separating sites by business unit, location, or mergers.
- Use the Name field to assign a name to your site.
The name you give to your site will be seen by all its members. When picking the name, ensure that its members can make sense of it. Members with enough permissions will be able to change the name afterwards, and this will overwrite the name you choose.
- Use the Client ID / Project ID field to enter any ID you’re using in your system to track work made for this site.
- Use the URL field to define the URL where users will reach your site. What you enter in the field will be appended to the base URL
The URL can only contain alphanumeric characters but the first one must be a letter. Any uppercase character in the URL is automatically converted to lowercase.
Now that you created the site, you can start inviting members.
Join existing site as site manager
When you have an active Site manager license, you can also manage sites that you did not create. For example, when you start collaborating with a client or project for which an Onna site already existed.
To see that site in the site list in your Site manager app, ask the current admin to add you to the site as an admin user.
For instructions on how to add users and manage their roles, check Manage site members.
Visit site as site manager
When you are a site manager, you can visit a site from the list of sites you’re managing.
To visit a site:
1. From the Site manager app, in the list of sites, select the ellipses (…), then select Go to site.
2. Sign in to the site you’re visiting.
You’re now signed in to the new site. If you want to visit another site, repeat the steps in this tutorial.
Update site details
You can update the optional details of a site to add information such as the project or billing contact person information.
Only users in your organization that have an active Site manager license can see these details. Site members won’t see them.
To update a site’s details:
1. Find the site you want to update, select the ellipses (…), then select Site details.
2. In the Site details panel, select Edit.
3. Change the details (only optional ones), then select Save.
The site details are updated and will be visible to other site members.
If you’re the site creator, you can delete a site when you don’t need it anymore.
Deleting a site also deletes all of its data. Once a site its deleted, we won’t be able to recover the data it contained.
Before deleting a site, ensure all In-place preservations are released. Sites with active In-place preservations can’t be deleted.
To delete a site:
1. Find the site you want to delete, select the ellipses (…), then select Delete site.
2. On the confirmation dialog, select Switch site to be taken to the site you want to delete.
3. (Optional) If your sign in token expired, sign in to the site you want to delete.
4. On the Delete site dialog, confirm the understanding of the deleting, then select Delete site.
The site is deleted and you’re signed out of Onna.
Monitor site usage
You can also monitor the usage of a site you manage from the Usage metrics app.
For more info, visit the section about Usage metrics.
Manage site members
When you’re a site admin, you can control who has access to a site and their role. The role you give them defines what actions they can do on the site.
For example, you can have as members:
- More collaborators from your org to help you manage the site
- As Client users that will use Onna for their daily activities
- External partners who are helping you with your legal operations
Members are managed from the User management section of each site. From the Site manager app, you can navigate directly to that section. Find the site you want to manage members for, select the ellipses (…), then select Manage members.
Inviting members is the first step for them to start accessing one of your sites. When you invite members, they receive an email notification that will guide them through the sign in or sign up steps, depending on whether they already have an Onna user account.
For instructions on how to invite members, check How to manage users.
When a member doesn’t contribute to the project anymore, you can remove them from the site.
Removing members from a site doesn’t delete their user account. They can still access other sites they’re members of.
For instructions on how to remove members, check How to manage users.