How to Create and Manage Sites Using Site Manager

In this article: 

• Site Manager Overview
• How to Create a New Site
• How to View Site Details
• How to Visit a Site
• How to Delete a Site
  
  

Site Manager Overview

The Site manager app gives you a way to host your project or client data and users in separate sites keeping all of the data and users in one site separate from others. There are many benefits to keeping certain data and users in separate sites, such as: 

• Offering a more efficient way to manage your organization.
• Assisting with compliance of regulatory obligations.
• Ensuring confidentiality by letting each user access only information that’s meant for them.
• Giving you more precise insights about usage and data processing.

Some of the ways our customers and partners use the Site Manager feature include: 

• When they need to access multiple sites within their ecosystem. For example, organizing sites by business unit or location, or storing data from a merger in a separate site.
• Services providers or consulting firms set up on-demand collections for their clients.

The Site Manager app is available to all customers upon request. If you’re interested in adding a Site Manager license to your account, please contact your Customer Success representative or email success@onna.com

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How to Create a New Site

Creating a site is the first step to start hosting your project or client’s data separately.

As an admin, you can create and manage sites for your organization. Please note that only admin users in Onna can create a new site using Site Manager. Also, Site Manager is not available as a feature in a child site. To create a new site follow the steps below:

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.

Step 1 To begin, select the ‘Site manager’ app from the landing page after logging in.
Step 2 Once on the ‘Site manager’ main page, click on the blue plus sign icon in the upper right corner.
Step 3 Next you’ll choose which type of site you want to create from the dropdown menu in the ‘Type’ field (a). Client type is preferable when the site is for one of your clients. Project type is ideal when you have a special project within your organization, such as separating sites by business unit, location, or mergers. Then, name your site in the ‘Name’ field.  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.
Step 4 Next, you can enter any ID your organization uses for tracking work in the ‘Client ID’ field (a). Then, use the URL field (b) to define the URL where users will reach your site. What you enter in the field will be appended to the base URL https://enterprise.onna.com/. 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.
Step 5 The next step is to optionally add a name in the ‘Client representative’ field (a) and an email in the ‘Client representative email’ field (b).
Step 6 Your final step to creating a new site is to optionally add a name in the ‘Billing contact’ field (a) and an email in the ‘Billing contact email’ field (b). Then, click on the blue ‘Create’ button (c).
Step 7 You’ll now see your new site appear on your ‘Site manager’ main page.

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How to View Site Details

From the Site Manager main page it is possible to view the details of any site you have created, or been invited to. To view your site details follow the steps below: 

Only users in your organization that have an active Site manager license can see these details. Site members won’t see them.

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How to Visit a Site

From the Site Manager main page you can visit sites you have access to, including those that you did not create. You are able to visit sites that you did not create if you have been invited to that site. 

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How to Delete a Site

If you’re the site creator, you can delete a site when you don’t need it anymore. To delete a site, follow the steps below: 

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.

Step 1 To begin, select the ‘Site manager’ app from the landing page after logging in.
Step 2 Click on the ellipsis to the right of the relevant site.
Step 3 From the dropdown menu that appears, select the ‘Delete site’ option.
Step 4 You will now see a pop-up appear asking you to switch sites to delete thesite. To do this, click the blue ‘Switch site’ button.
Step 5 You’ll then be redirected to the log-in page for your site. To continue, enter your login credentials and sign in to your site.
Step 6 After logging in you’ll immediately see a ‘Delete site’ pop-up appear. To continue deleting your site, check the box next to ‘Confirm you understand the action can’t be undone’ (a), then click the red ‘Delete site’ button (b). Alternatively, you can keep your site by clicking the ‘Keep’ button.

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Additional Resources

• How to Navigate Multiple Sites