Quick guide for administrators

Quick guide for administrators


Welcome to your leitzcloud!

After you have created your account in the leitzcloud, you will receive a welcome email in which you will find a button to log in to your cloud.

Alternatively, you can log in at https://web.leitz-cloud.com.

You will be directed to the admin dashboard of your cloud after you log on. The dashboard is only available to cloud administrators and helps you to manage your cloud and keep track of everything.

The dashboard gives you an overview of your cloud's activities and statistics.



By clicking your name at the top of the screen, you can change your login credentials or the display language.


What is an “organization”?

By "organization" we mean the cloud environment in which you work.

You can customize each organization individually according to your preference and assign administrators and users to it.

Creating sub-organizations in your cloud makes sense if, for example, you work in different branches. You can then assign specific users and policies to the sub-organizations and give other people administrator rights over this cloud environment.


Accounts

There are 3 different types of accounts in the leitzcloud.

  • Administrator: The organization administrator can change an organization's policies and settings, add users, create Team Shares, and manage connected devices
  • User: People with user accounts can work in shared folders, create private folders and install the Sync Tool to synchronize data with devices.
  • Guest: For secure sharing with external people you can create free guest accounts. Guests can view and download shared folders with them only through the Web Cloud and also upload files themselves if you give them permission.

In the "Accounts" tab you have the possibility to create new accounts or manage existing ones.




Create new users

You can create as many users as you have ordered for your cloud.

To add a new account, select the ”Create User” icon in the "Accounts" view.



A window, where you can set the account information and add the new user to existing Team Shares or groups, will then open.

Tip: Via "Shared Quota" you determine whether you want to limit the user's storage capacity to an amount or whether the user can use unlimited storage within the organization capacity.

Another tip: Create groups if you have users who work in multiple Team Shares. This gives you the ability to add them to new shares faster.


Creating Multiple Users

You also have the option to create multiple accounts simultaneously. For this, you can use our CSV import feature. You will find the CSV import function in the "Accounts" overview.



After clicking the button for CSV import, a new page will appear where you can configure all the settings for the new users. Additionally, you can upload the .csv file to initiate the import process and create the new users.




Manage devices

In the "Machines" tab you will find an overview of all computers that have installed the Sync Tool or the app. You can check the status of the synchronization and control which user is logged in on the respective device.



Tip: Disconnect devices from leitzcloud that have been stolen or lost. Choose to remove synced files from local storage and prevent misuse of your data.




Shares

In the leitzcloud, there are two different types of folders:

Team Shares, that are shared folders for collaboration with colleagues and that are managed by administrators and Private folders, which are not shared with other accounts in the cloud and can be created by any user.

Under "Shares" existing Team Shares are listed. You can edit them there, add new subscribers or remove them completely.



Files that have been shared with external users can be found under the option “Individual Shares”.



Please note: In the end-user view, there is a the tab "Share Links". Since all users can see this view, Team Shares cannot be managed or edited there.


Create Team Share

To create a new Team Share, go into “Shares” and select “Create Team Share” at the top right.



There a window opens where you can fill in the details and select subscribers among the listed accounts.



Tip: Do you want to prevent an employee from accessing the data outside the office or synchronizing it to a private computer? Disable the Web Cloud or the synchronization with another device once the account is logged into a permitted device with Sync Tool.


Backups

Via "Backups" you can secure folders stored on your device that you don’t want to synchronize with the leitzcloud or other devices.


Activity

Under "Activity" view, you can track users' activities and specify under "Notifications" which actions you want to be informed about.




Reports

Under "Reports" you have the option to create statistics, which can give you an overview of developments over a specific period of time.


Settings

Within the "Settings" you can adjust the cloud to your requirements. Here a few examples of changes you can make:

  • General: Change the name of your organization, write a disclaimer or set the language of your cloud.
  • Policies: Prevent specific data types from being stored in your cloud, determine which users have which authorizations and define how long you want to keep deleted elements and file revisions, before they are permanently deleted



  • E-Mail: Configure individual email templates, by which users or guests are invited to your leitzcloud.
  • Branding: Customize your leitzcloud by adding the company logo or write your own terms of use.

Tips:

  • Enhance the security of your cloud by requesting your users to change their password regularly.
  • Use Two-Factor Authentication via authentication app, email or text message for all accounts.
  • Safe storage capacity by specifying that deleted items and file revisions are automatically removed after a specified period of time.

You want to learn more about the first steps in the leitzcloud? Read our End-User Guide!


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