User and team administration

EngageOne™ Communicate is a multi-tenant cloud environment. Each company has their own distinct tenant, with their own accounts and teams, and the members of a given team each have distinct roles that determine what they can do.

The account/team hierarchy can be used to separate companies and business units to restrict who has access to projects, templates, data, etc.

There are four different types of account:

Trial - a free trial with a limited number of recipients. Trial accounts have sample projects to help you get started. If you open the Projects screen, you will see the sample projects.
Basic - an account where you sign up and pay for a set number of recipients. If you exceed this limit, you will be invoiced for additional usage.
Premium - similar to Basic, but with a higher allocation of recipients. Again, if you exceed the limit, you will be invoiced for additional usage.
Enterprise Plan - if you need more recipients than Premium provides, contact Precisely for a quotation.

A company administrator can create a new team within an account using Account Settings. To access this screen, click the person symbol at the top right, then click the cogwheel symbol . As part of the team creation process, the administrator must specify the team’s name and data location.

Note: When you click the person symbol, a dropdown appears. The name and ID of the currently selected team is displayed; click the ID to copy it to the clipboard. This dropdown also has an Email Support option; click this to send an email to Precisely Support.

Note: The administrator can make the new team a beta team by selecting the option for that feature. See Beta teams for more information.

Once the administrator creates a new team, they can add team members to that team by searching for team members already available to add, or by manually adding a team member.

When manually adding a team member, the administrator must specify the following:

First name
Last name
Email address
Role

If a team member is part of multiple teams, they can switch from one team to another by clicking their name in the upper right portion of the Communicate header and then selecting the appropriate team. By default, this list displays up to six of your most recently accessed teams.

If you are a member of more than six teams, a View all teams option will appear which will display a list of all teams to which you are a member.

If you are a member of more than one account (for example, if you are a systems integrator working with multiple clients), a Switch accounts option will appear below the name of the currently active account. Clicking this option will display a list of the accounts of which you are a member. Once an account is selected, the General team will be activated (if it exists and you are a member), or else the first available team.

Managing teams and users

To manage teams and users, click your name at the top right, and then the cogwheel symbol .

The Account Settings screen is displayed. Click on the Teams tab:

If no teams have been created, only one team is shown, called General. By default, the only user in that team is the user who is currently logged on.

To add a new team:

Click the + New Team button. The following screen is displayed:
Enter the Team Name and select the Data Location. Select Opt Into Beta if you want this team to be a Beta Team (see Beta teams).
Click OK. The new team appears in the list of available teams:

This shows a new team called Test Team 1. As for the General team, the only user in the team by default is the currently logged in user.

To add a new user to a team:

Select the team that you wish the user to be part of (if the team does not exist, you must create it first).
Click the + Add User button.
Select a user from the list, or click Invite new user and enter the new user's detail in the dialog.
When the user appears in the list, set the role using the dropdown list under Roles. For details of the available actions for different roles, see User roles.

To modify a team:

Go to the Account Settings screen as shown above, and select the team that you wish to change:

To remove a member from the team, click the Delete symbol to the right of Role.
To add a member to the team, click the + Add User button and follow the instructions above.
To change the Role of a user, select another option in the Role dropdown.

Beta teams

Some Communicate releases include beta features: previews of upcoming functionality. Beta features arer released to early adopters so that feedback can be collected in order to improve these features.

Beta features may be incomplete, are not covered by any Service Level Agreement (SLA), and may change in future releases based on feedback.

By default beta features are disabled and you must opt in to access them.

Once a team has been set to beta access, there is no way to remove that designation, so it is best to create a new beta team for the purpose of exploring experimental features, rather than making a core team into a beta team.

Archiving

Communicate allows you to archive the communications for a team. This is done using the Communicate API.

To enable archiving, click the Archiving API tab and the click the Archive Communication button (which is set to OFF by default). You then have the following options:

You can archive SMS or Email communications, or both, for a maximum of 30 days. Note that assets, such as images, that are included with an email communication will be added to the archive zip file.

Use my Domain

EngageOne™ Communicate allows you to use your own domain or sub-domain for video communications that are hosted on Precisely servers. To do this, click on Video - Use my Domain.

Note: In order to use this feature, your account must be recognised as an administration account, otherwise the tab will be grayed out. An administrator can give you administration permissions in the Users tab.

The following screen is displayed:

Enter your domain or sub-domain in the box provided. Then click Generate CNAME values. The following screen is displayed:

Add the CNAME value to the CNAME record for your domain or sub-domain; see Further Information below for more details. Click on Validate CNAME to enable validation. We will then finish the configuration and issue the SSL certificate (which can take up to 24 hours).

Once the SSL certificate has been issued, the message SSL Pending will change to Secured with SSL.

Further Information

The reason for the CNAME values is that before we can issue a certificate for your site, we must prove that you own or control the domain name that you specify in your request.

We use DNS validation to check the domain. Your DNS provider maintains a database containing records that define your domain. We provide you CNAME records that must be added to this database. These records contain a unique key/value pair that serves as proof that you control the domain.

CNAME records should be added to the database only once. We will automatically renew your certificate as long as the certificate is in use and your CNAME record remains in place. Your CNAME information should be added in the following format:


Domain Name	Record Name	Record Type	Record Value
example.com	_a79865eb4cd1a6ab990a45779b4e0b96.example.com.	CNAME	_424c7224e9b0146f9a8808af955727d0.acm-validations.aws.

All three of these values (Domain Name, Record Name, and Record Value) must be entered into the appropriate fields of your DNS provider's web interface for adding DNS records. Providers are inconsistent in their handling of the record name (or just "name") field. In some cases, you are expected to provide the entire string as shown above. Other providers automatically append the domain name to whatever string you enter, meaning (in this example) that you should only enter: _a79865eb4cd1a6ab990a45779b4e0b96 into the name field.

Your new certificate may continue to display a status of Pending validation for up to 30 minutes after adding to the database.

If we cannot validate the domain name within 72 hours, the status will change to Unsecured. The most likely reason for this is that you did not successfully update your DNS configuration with the value provided. To remedy this issue, you must remove the existing certificate and add it again.

Unsubscribe Email page

You can add an Unsubscribe link to an email (see Unsubscribes for how to do this).

The Unsubscribe Page tab allows you to customize the appearance of the Unsubscribe page that is displayed when the user clicks the Unsubscribe link in an email.

The tab looks like this:

There are actually three pages that you can configure, selectable via the three tabs at the top:

The Unsubscribe page itself, which is displayed when the user clicks the Unsubscribe link in an email. This allows the user to confirm that they do indeed wish to unsubscribe.
The Confirmation page, which is displayed when the user confirms that they do wish to unsubscribe. This provides confirmation back to the user that they have been unsubscribed. It includes a link to resubscribe.
The Resubscribed page, which is displayed if the user clicks the link to resubscribe. It confirms that the user has been resubscribed.

By default, the Unsubscribe option is selected (out of Unsubscribe, Confirmation or Resubscribed). This allows you to design the format of the Unsubscribe page.

The editing area is at the right and the appearance of the page is at the left. The editing area looks like this (it is the same for all three options):

You can specify the following:

Logo. Specify a logo and the Alt text that is shown if the logo cannot be displayed.
Colors. Specify the color for the message text and background, also the button and button text.
Unsubscribe. Specify the message text, the button text and the confirmation message text (the latter is displayed when the user has clicked the button).
Resubscribe. Specify the button text and confirmation text for the resubscribe option.
Footer. Specify the footer for the unsubscribe page (typically contains the copyright and date).