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MeetingSphere Portable Server Box Administration Manual

Meetingsphere portable server 3
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Administration Handbook
MeetingSphere Portable Server 3

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Summary of Contents for MeetingSphere Portable Server Box

  • Page 1 Administration Handbook MeetingSphere Portable Server 3...

  • Page 2: Table Of Contents

    General Meeting center settings ................16 Terms of use for acceptance after login ..............17 Layout and content of login page ................17 3.3.1 Branding ......................18 3.3.2 Terms of use ....................... 18 Authentication settings ..................... 19 © MeetingSphere. January 2018 page 2...
  • Page 3 File-based administration of subscriptions ............... 37 Maintaining the Portable Server subscription ............41 Self-administration of Non-personal Facilitator Subscriptions ......... 41 5.3.1 Subscription administration in the MeetingSphere Store ......... 42 5.3.2 Understanding the participant limit ..............43 Reportable events ..................... 43 6.
  • Page 4 10. Protection of privacy ............ 53 10.1 Protection of content ....................53 10.2 Anonymity ......................... 53 10.3 Privacy in the meeting report ..................54 10.4 Logs and lists ......................54 Appendix A: Auditable events ........... 56 © MeetingSphere. January 2018 page 4...

  • Page 5: Bringing The Server Into Service (Basics)

    1. Bringing the Server into service (Basics) The Portable Server is delivered pre-installed on a Portable Server Box which is, in fact, a high- powered "headless" server optimized for easy off-Internet deployment on an ad-hoc local net- work. The Portable Server does not require keyboard nor monitor as all configuration is achieved through the Portable Server application via a browser.

  • Page 6: Ip Address Assignment (Dhcp)

    If you cannot switch to AP or Bridge mode, buy another router which can do this or buy a (non-router) Access Point or check out Meeting- Sphere’s guide “How to set up a Wireless Network for MeetingSphere Portable Server” which is available on MeetingSphere’s...

  • Page 7: Login To The Server Console

    • Initial password: changeme! (change at first login) Note that, on a Portable Server, as far as MeetingSphere is concerned, you are free to share the login details of these non-personal Facilitator accounts between several persons. Check wether such sharing of accounts is also in line with the policies of your organization.

  • Page 8: Initial Configuration Of The Meeting Center

    Company name and welcome message (Meeting center settings > Meeting center) The name of your organization is maintained in the MeetingSphere Store. Specify a suitable pos- sessive pronoun for the Meeting center’s welcome message at login, for instance “Welcome to the Meeting center “of” “Example Inc.”...

  • Page 9: The Server Console

    C network (default: 192.168.1). These IPs are given by the server's DNS when the Meeting center or the Console are called on the network: http://meetingsphere.net IP 192.168.1.1 (factory default) http://console-meetingsphere.net IP 192.168.1.2 (factory default) © MeetingSphere. January 2018 page 9...

  • Page 10: The Dhcp Service

    Addresses allocated by DHCP 192.168.2.16 through 192.168.2.254 2.1.3 Domain name resolution (DNS) The Portable Server's DNS server resolves name requests for: • meetingsphere.net (the Meeting center application) • console-meetingsphere.net (the server console) to the IP addresses specified above. © MeetingSphere.

  • Page 11: Wireless Network

    2.1.4 Wireless network The Portable Server Box is equipped with a GBit ethernet interface into which a Wireless Access Point can be plugged. A professional WLAN Access Point (not router!) must be procured separately in accordance with local regulations (legal frequencies, channels). Unlike consumer products, Business Access Points will reliably support up to about 50 users (check the specs!).
  • Page 12 Auditable events are listed in Appendix A “Auditable events” of this handbook. Log control Retain log-files for (days) (Default: 90) Number of days for which log-files are maintained on the server. Response to audit log processing failure © MeetingSphere. January 2018 page 12...

  • Page 13: Notification Settings / Contact Info Server Administration

    On execution of "Create backup", backups of the system databases are created, encrypted and presented for download. After download is complete, the backup file is deleted from the server. Downloaded backup files should be moved to a secure medium or system as soon as possible. © MeetingSphere. January 2018 page 13...

  • Page 14: Restore Databases From Backup

    To restore the server's databases, the Server administrator ("serveradmin") • uploads a backup to the server's backup partition • selects the relevant backup from the backup partition for restore. Select backup to be restored © MeetingSphere. January 2018 page 14...

  • Page 15: Restore Complete Server Machine

    7 days. 2.4.3 Restore complete server machine After physical loss, catastrophic failure or after replacing a banged-about Portable Server Box with a new one, the system can be rebuilt from backup if a backup of the Meeting center databases exists.

  • Page 16: General Meeting Center Settings

    • Displayed name of organization shows the name of the organization which owns the Portable Server. This name is used in the Meeting center and on the login page. It is specified in the MeetingSphere Store. • Possessive pronoun A possessive pronoun is needed for the salutary text in the Meeting center and for sys- tem email.

  • Page 17: Terms Of Use For Acceptance After Login

    The login page of the Meeting center can be customized for the purposes of • branding • requesting the acceptance of use terms at each login For customization, select option "Customized with centered login box". A wire frame of the layout is given. © MeetingSphere. January 2018 page 17...

  • Page 18: Branding

    3.3.2 Terms of use If you want the main field to display text, select that option. Text is entered via multiple text fields. Add and delete fields as required. © MeetingSphere. January 2018 page 18...

  • Page 19: Authentication Settings

    If required, disable "open meetings" in Meeting center administration/meeting settings. When considering authentication requirements for the Portable Server, keep in mind that these Servers are designed and licensed only for operation on separated local area networks. The first © MeetingSphere. January 2018 page 19...

  • Page 20: Password Complexity Requirements

    A change in position i.e. 69 vs 96 or 123456789 vs 923456781 counts as 2 changed characters. This is independent of the "Reject last passwords" feature which tests new passwords for an exact match against the hashes (an encrypted simile) of the given num- ber of previous passwords. © MeetingSphere. January 2018 page 20...

  • Page 21: Scheduled Change Of Password

    Meeting center) as "privileged users" i.e something similar to administrators you should apply scheduled changes of passwords also to Facili- tators. If you consider them simply as users (as most people do) you may choose not to. © MeetingSphere. January 2018 page 21...

  • Page 22: User Administration Control

    • Non-personal Facilitator accounts are excluded from the role of User admin • User admins need a separate account for participating in meetings Select if non-personal Facilitator accounts (e.g. Host01@meetingsphere.net) are shared between users. Separation or roles is recommended for security (you do not want users to ©...

  • Page 23: Screen Saver

    • Non-personal Facilitator accounts are excluded from the role of Meeting center admin • Meeting center admins need a separate account for participating in meetings Select if non-personal Facilitator accounts (e.g. Host01@meetingsphere.net) are shared between users. • Exclude Subscription admin from operational use (Default: deselected) Select to require the Subscription admininistrator to use separate user accounts for his/her administrative role and for joining meetings as participant.

  • Page 24: Re-Authentication

    • blocks visibility of and input to the MeetingSphere application (Note: In the server con- sole, the Server administrator "serveradmin" is logged off) • can only be disabled by whatever authentication requirements apply to that user As users following a presentation or facilitated process steps may well be technically inactive while actually very much "on the ball", they receive a countdown alert warning them that "Screen...

  • Page 25: Specification Of The Screen Lock

    • No more than 70mm (printed) wide For printing you should use a high resolution image of no less than 300dpi. Confirm any changed settings then preview and print the result for reports in PDF or Word (docx) format. © MeetingSphere. January 2018 page 25...

  • Page 26: Notification And Contact Info

    Contact information tells users who to call or email. It is displayed • in Online help for Facilitators • in Online help for administrators Contact info maintained by the MeetingSphere Store and the Server console The following roles are maintained in and by the MeetingSphere Store: • Customer service Contact info for all commercial or subscription matters.
  • Page 27 Select "publish" to display on the support pages of both Facilitator and admin help. • Facilitator support User support for Facilitators. Select "publish" to display on the support pages of both Facilitator and admin help. © MeetingSphere. January 2018 page 27...

  • Page 28: Template Settings

    Template admin from being restored automatically by the next update. Deselect to have all de- leted templates restored by the update service. On Portable servers which lack an online connection to the MeetingSphere Store, templates are provisioned with software updates.

  • Page 29: User Administration

    Note that the (optional) Audit log which records security related events is available only via the server console which is called under http://console-meetingsphere.net (requires serveradmin privileges). 4. User administration User accounts, i.e. the technical representation of the people who use and administer the Meet- ing center, are maintained in two respects: 1.

  • Page 30: User Accounts

    A Portable Server knows three fundamentally different types of users: • One-time participants who only exist in the context of an open meeting • Non-personal user accounts created in the MeetingSphere Store when a Facilitator sub- scription is purchased for the Portable Server •...
  • Page 31 In the applicable view, i.e. "Internal" or "External", the user admin opens the "create user" panel via the "Plus" button in the toolbar. Manual creation of users requires the specification of • gender (for purposes of salutation) • last name © MeetingSphere. January 2018 page 31...
  • Page 32 Do not mix records of internal and external users in one file! The import file must contain exactly six fields in the following sequence 1. gender ("m" or "f"; for purposes of salutation, may be empty) 2. last name © MeetingSphere. January 2018 page 32...
  • Page 33 Users are removed from the system in two steps: 1. By "deletion" which moves the user record to the trash can from where it can be restored 2. By "removal from trash" which purges the user record irrevocably Move to trash © MeetingSphere. January 2018 page 33...
  • Page 34 Restoration will restore the user record as it was at the time of deletion i.e. with all ownership rights and privileges. Users in trash can Remove from trash (irrevocably) Deleted users are removed from trash (purged) after the period specified under menu option "Automatic deletion" (Default: 10 days). © MeetingSphere. January 2018 page 34...

  • Page 35: Administrators

    4.1.3.5 Confidentiality – Data protection Data protection on a Portable Server differs fundamentally from that of other MeetingSphere deployments. While it is perfectly in order under the terms of MeetingSphere's Software Sub- scription Agreement to share non-personal Facilitator accounts between multiple users, such sharing will pass on access to and ownership of meetings between the people who share a Fa- cilitator account.

  • Page 36: Automatic Deletion And Removal Of Users From Trash

    Deletion will move users to the trash can from where they can be restored until they are purged from trash. Users with administrative privileges and non-personal Facilitator accounts are exempt from automatic deletion. • purge (remove) users from the trash can after the specified number of days (Default: 10 days). © MeetingSphere. January 2018 page 36...

  • Page 37: Subscription Administration

    Portable Server. At any given time, there can only be one Subscription administrator. The role can be passed on via the MeetingSphere Store by the current Subscription administrator in self administration or by Store personnel ("customer care") at the customer's written request (email).
  • Page 38 “Sub- scription administration”. The export dialogue gives the address of the relevant Meet- ingSphere Store. Only that MeetingSphere Store will accept upload of this status file. The subscription status file is named, for example, SubscriptionStatus-2144264383-0000000000-export-1-20.11.2015.mssx. Panel for downloading and uploading subscription files 2.
  • Page 39 Sign-in and upload of subscription status file to the MeetingSphere Store 3. Administer the required changes in the MeetingSphere Store (Subscription admin or customer care) MeetingSphere Store - Self-administration menu Transactions can be reviewed in the "shopping cart" prior to checkout.
  • Page 40 Meeting center. As these users cannot upload the file and authenticate in the MeetingSphere Store, they must email the subscription status file to “customer care” who will © MeetingSphere. January 2018...

  • Page 41: Maintaining The Portable Server Subscription

    Note further that, only as an exception, file-based administration of subscriptions without prior upload of the current subscription-status file is possible for senior staff of the MeetingSphere Store. In that case, only the upload of the subscription file must occur by an administrator of the Portable Server's Meeting center.

  • Page 42: Subscription Administration In The Meetingsphere Store

    In self service, the Subscription administrator will download the Portable Server's cur- rent subscription status and upload that file to the MeetingSphere Store to initiate a self-service meeting. Customers, who rely on being served by personnel of the MeetingSphere Store, down- load the subscription status file and email it to customer care.

  • Page 43: Understanding The Participant Limit

    Like all MeetingSphere subscriptions, Facilitator subscriptions can be terminated at any time without notice. There is no refund for any remaining term. On checkout from the MeetingSphere Store, all transactions are coded into a subscription file which is presented for download and is emailed to the Subscription administrator. To become effective, this subscription file must be uploaded to the server via the blue button “Subscription...

  • Page 44: Session Settings

    "The following participants have not participated in the activity: Frank Ex- ample, Julia Instance." This is useful for keeping track of who – if anybody – of the participants did not participate in a vote or discussion. © MeetingSphere. January 2018 page 44...
  • Page 45 Disable only for good cause. Allow export of meetings (Default: Yes) Allows Facilitators to export entire meetings or templates in MeetingSphere’s proprietary .mssf- format. This is useful for transferring meetings or templates between Meeting centers or for stor- ing sensitive meetings on a non-web server.

  • Page 46: Default Values For Meeting Setup

    (meeting settings). Open Sessions (if permitted) unless open meetings are forbidden, the following defaults may be set for participant sign-in: • Ask for email address (Default: yes) o Email address is mandatory (Default: yes) © MeetingSphere. January 2018 page 46...
  • Page 47 • Ask for name (Default: yes) o Name is mandatory (Default: yes) Defaults for meeting setup © MeetingSphere. January 2018 page 47...

  • Page 48: Default Welcome Screen

    Use a scalable vector graphic (*.svg) for optimum adaptation to different participant display res- olutions and minimized loading time. By default, the SVG-file is positioned to "fit" (100%) of the welcome screen. It can be scaled down by entering a lower percentage value. To cover the © MeetingSphere. January 2018 page 48...
  • Page 49 Adapt the default text (possibly in multiple languages!) of the meeting instruction. This message is displayed to all participants when they enter a meeting. Default meeting instruction The meeting instruction of any meeting can be customized by the Facilitator. © MeetingSphere. January 2018 page 49...

  • Page 50: Software Update

    While application of most updates, which is strongly recommended in every case, is a matter of customer choice or policy, some updates are critical as they provide changed functionality which is required for the fault-free communication with the MeetingSphere Store and, indeed, the pro- visioning of updates.

  • Page 51: Download The Update From The Update Server

    Copy this link to the address field of your browser (via your computer's clipboard or, e.g. a text editor) and connect to the Internet. Connect to MeetingSphere's update server which will tell you whether an update is available for your Portable Server.

  • Page 52: Network Connectivity

    Enablement of JavaScript (in Internet Explorer, this is tied to enabling "ActiveX" con- trols) • On iPad participant use the MeetingSphere app which is available in the Apple® appstore 9.2 Network connectivity Clients (browser or app) connect to the Portable Server’s Meeting center via a standard HTTP connection.

  • Page 53: Protection Of Privacy

    Protection of privacy includes the protection of content, the protection of user’s personal rights and their assured anonymity. 10.1 Protection of content MeetingSphere gives its all to protect your privacy. The content of a meeting may only be ac- cessed by • Participants of the "active"...

  • Page 54: Privacy In The Meeting Report

    10.3 Privacy in the meeting report MeetingSphere provides meeting minutes (the report) at the push of a button. These auto-matic minutes list all participants of the meeting on the cover sheet. For transparency of who was (not) involved in specific tools (activities), Facilitators may log the fact that listed participants have not contributed to a specific activity.
  • Page 55 "auditable log" is only accessible by Server administrators. It is not accessible from within the Meeting center application. Security logging is not concerned with contributions to meetings and does not impair the ano- nymity of contributions. © MeetingSphere. January 2018 page 55...

  • Page 56: Appendix A: Auditable Events

    ID of the new Person entity email: username of the new Person entity • changeUser: An attribute of a MeetingSphere user was changed. originator: Internal ID of the Person who caused the change user: internal ID of the Person entity...
  • Page 57 Internal ID of the Person who caused the change user: internal ID of the Person entity • changeAuthority: The admin privileges of a MeetingSphere user account were changed. originator: Internal ID of the Person who caused the change user: internal ID of the Person entity...
  • Page 58 "system use notification" displayed before login • portalLogout: A MeetingSphere user logged out or was logged out through inactivity. epc: Extended Product Code of the Meeting center aepc (optional): Auxiliary Extended Product Code of the Meeting center...
  • Page 59 • exportMeeting: The content of a MeetingSphere meeting was exported. user: internal ID of the Person entity meeting: internal ID of the Meeting entity • importMeeting: A MeetingSphere meeting was created from an import file. user: internal ID of the Person entity filename: name of the export file meeting: internal ID of the Meeting entity •...
  • Page 60 (only if the screen saver has been disabled) o "open meeting password" o "none (open meeting)" o "personal link" o "password" o "password and token" Privileged functions: actions performed by users that are only allowed for specific adminis- trator roles © MeetingSphere. January 2018 page 60...
  • Page 61 • reassignOrphanedMeeting: An administrator entered a new reader for a MeetingSphere meeting that no longer has a Facilitator. user: internal ID of the acting Person entity reader: internal ID of the Person given read access meeting: internal ID of the Meeting entity title: title of the Meting entity •...
  • Page 62 M.A.C. address Portal: Meeting center-specific events pertaining to MeetingSphere meetings and activities • createSession: A Facilitator confirmed the creation of a new MeetingSphere meeting. epc: Extended Product Code of the Meeting center aepc (optional): Auxiliary Extended Product Code of the Meeting center...
  • Page 63 ID of the Person entity for the participant meeting: internal ID of the Meeting entity activity: internal ID of the AgendaElement entity type: type of the activity title: name of the activity © MeetingSphere. January 2018 page 63...
  • Page 64 ID of the Person entity for the participant meeting: internal ID of the Meeting entity activity: internal ID of the AgendaElement entity type: type of the activity title: name of the activity © MeetingSphere. January 2018 page 64...
  • Page 65 MeetingSphere Inc 440 Monticello Ave, Suite 1875 Norfolk, VA 23510 United States of America www.meetingsphere.com T: 1 (703) 348 0725 Sales: sales@meetingsphere.com Support: http://meetingsphere.com/support © MeetingSphere. January 2018 page 65...

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