System Admin Guide

This HQ Admin user guide is only applicable in the desktop app.

Desktop app installer and guide here.

Login & Authentication

1. Open the Web App.

2. Enter your email and password.

3. Click the “Log In” button on the screen.

1. If you have 2FA enabled, you will be redirected to the MFA verification screen.

2. Enter the code from your authenticator app.

Password Reset

1. Click "Forgot Password?" on the login screen.

1. Enter your email and click "Send Reset Code."

2. Check your email for the reset code.

1. On the "Create New Password" screen, enter the reset code.

2. Enter a new password (8+ characters, 1 uppercase, 1 number, 1 special character: @#$%^&*()-+).

3. Confirm the password and click "Reset Password."

Onboarding Guide

This onboarding tour guide will help the user navigate through the pages of the application.

1. Welcome to System Administration

   
2. System Dashboard

   1. System Metrics

      
   2. System Storage Overview

      
   3. Quick Actions

      
3. Organization Management

   1. Search Organizations

      
   2. Create Organization

      
   3. Organizations Overview

      
4. User Management

   1. Search Users

      
   2. Create User

      
   3. Users Overview

      
5. Registration Requests

   1. Filter by Status

      
   2. Search Requests

      
   3. Registration Requests Overview

      
6. Recovery Requests

   1. Filter by Status

      
   2. Search Request

      
   3. Recovery Requests Overview

      
7. Backup Configuration Requests

   1. Filter by Status

      
   2. Search Requests

      
   3. Backup Config Requests Overview

      
8. Account Settings

   1. Change Password

      
   2. Account Security

      
   3. Language Preferences

      
9. Quick Tips

   
10. All set

    

Change Password

1. Go to 'Settings' Page

2. Enter Current Password

   • Input your existing password to verify your identity.

3. Enter New Password

   • Create a new password that follows the requirements listed below.

4. Confirm New Password

   • Re-enter the new password to ensure it matches.

   • Password Requirements

   • Be at least 8 characters long

   • Include at least one uppercase letter (A–Z)

   • Include at least one lowercase letter (a–z)

   • Include at least one number (0–9)

   • Include at least one special character (e.g., !@#$%^&*)

If the new password fail to meet requirements, one of the password requirements highlight into red.

If the new password and confirmation do not match, an error message will be shown.

Dashboard

This screen offers real-time insights and quick access to critical functions.

Key Features:

• Storage usage and backup progress visualized through pie charts and progress bars.

• Provides an overview of system data, including storage usage using charts and total for organizations, users, and file activity.

• Intuitive quick-access buttons for core functionalities.

Organization Management

This view allows HQ admins to manage organizations, including creating new organizations, searching existing ones, adding member users, and updating organization details.

Creating New Organization

1. Click [New Organization] button

2. Input valid detail in [Organizational Name], [Website], and [Contact Email] field in the 'New Organization' form

3. Click and select in [Policy] dropdown list

4. Click and select in [Parent Organization] dropdown list (Optional to select)

5. Click and select [Storage Limit]

6. Click [Create] button to proceed

After creation, the newly created organization will be included in the Organizations list.

Updating an Organization

1. Click 'Three Dot' Menu

1. Select [Update] option

2. Update your desired details

3. Click [Update] button

4. Organization details will be updated

   

Adding a Member to an Organization

1. Select [Add Member] option

1. Search the user the via email.

Only existing users can be added to an organization.

1. Click and select role in the [Organization Role] dropdown list

1. Click [Add Member] button

1. Newly added member will be included in the members list

Viewing Organization Details

1. Select [View Details] option

   1. This modal is where HQ admins can view an organization's details.

      
   2. The HQ admin can also add a member from this modal

      
   3. The HQ admin can also update a member's information

      
   4. The HQ admin can also remove a member from the organization.

      

Search an Organization

1. Click [Search] field and input valid organization name or id

• Typing in the search field supports autosuggest based on the input.

• Click [Search] field and input invalid value

User Management

This view allows HQ admins to manage user accounts, including creating new users, searching existing ones, and updating account information.

Creating a New User

1. Click the [New User] button.

2. Input all required information needed in the 'New User' form.

• Required fields are marked with an asterisk.

• Click the [Generate Strong Password] button to create a strong and secure password automatically.

Updating a User

This modal is where user can verified, lock and delete the account also can edit the profile, organization, and storage limit.

1. Click 'Three Dot' Menu

1. Select [Update] option

   1. Profile

      • Update your desired details in 'Profile' tab

      • Click [Update Profile] button

      • User information will be updated

      
   2. Disabling User's MFA

      1. Administrators has the ability to enable or disable user's MFA set on her account (in cases that users lost their authenticator apps, or the likes).

      2. To do this, administrators need to go to the same [Update] user page as above, then click on the MFA Enabled toggle to enable or disable MFA.

      3. Click [Update Profile] button to save the change.

      
   3. Delete a user

      1. Administrators has the ability to delete an existing user

      2. To do this, click on the [Delete] button

         
      3. Once clicked, you will see a prompt to confirm user deletion.

         
      4. If confirmed, click on the [Delete User] button to finalize deletion of user selected.

   4. Organization

      1. Select 'Organization' tab

      2. Click and select desired option in [Organization] and [Role] dropdown list

      3. Click [Update Organization] button

      4. User information will be updated

      
   5. Storage Limit

      1. Select 'Storage Limit' tab

      2. Enter New Storage Limit but not less than in default limit

      3. Click [Update Profile] button

      4. User information will be updated

      
   6. File Delete Access

      1. Toggle the File Delete Access ON to allow users to delete file.

      2. Toggle the File Delete Access OFF to disable users to delete files.

      

View User Details

1. Click 'Three Dot' Menu

2. Select [View Details] option

   1. This modal is where user can view the user information.

   

Search User

1. Click [Search] field and input valid user email or id

   1. Typing in the search field supports autosuggest based on the input.

   
2. Click [Search] field and input invalid value

Multi-role Feature

This feature gives the user the ability to have one system role and one organization role at the same time.

Role Hierarchy:

• System Roles:

  • System Admin

  • System User

• Organization Roles:

  • Organization Admin

  • Organization User

  • Organization Viewer

Update System Role

1. In the 'User Management' page, select a user.

2. Click the [Vertical ellipsis or Three dot] menu.

3. In the 'Profile' tab, go to the 'Role' field.

4. Select your preferred system role

   

5. Click the [Update Profile] button.

Update Organization Role

1. In the 'User Management' page, select a user.

2. Click the [Vertical ellipsis or Three dot] menu.

3. In the 'Organization' tab, go to the 'Role' field.

4. Select your preferred organization role

   
5. Click the [Update Organization] button.

Verify Multi-role feature

You can check if you have multiple roles in your account in the lower left section of the sidebar.

1. Click the [System Admin] or your current role.

2. If a modal pops up, it should display your other role.

User Management - Realtime Backups

This feature allows admins to manage user backup settings, including viewing, enabling/disabling, and resetting backups, while still keeping local caching for faster performance.

How it works

If a user has set up real-time backups in their settings, the “Manage Backup” option will appear in the admin’s three-dot menu for that user. If the user has not configured real-time backups, this option will not be visible in the admin view.

Admin Functions

1. Disable / Enable Watcher

   1. Admins can pause or resume real-time backup syncing for a user’s folder. Disabling the watcher stops the sync, while enabling it restarts the process to keep files updated in the application

   

   
2. Delete Config

   1. Admins can remove a user’s backup configuration while keeping the backup directory and files intact on the user’s system.

   
3. Clear All

   1. Admins can completely remove a user’s backup setup. This deletes the backup configuration, removes the backup directory from the user’s system, and permanently erases all files previously backed up.

   

4. Automatic User Backup on Login

   1. Each time a user logs in, the backup feature runs automatically, ensuring their data is up to date. However, any changes made after login still require the user to click the Sync button to update their backup.

User Management - Transfer Ownership

This feature aims to transfer ownership of a user's files to another user before allowing to delete the user's account.

Transferring Ownership

1. Click the [Vertical ellipsis or Three Dot] menu.

2. Click the [Transfer Files] option.

   
3. In the 'Transfer to' field, input the email of the user who will take the ownership of the files.

4. Select the email that populates in the search bar.

5. Click the [Transfer Files] button.

   

Recovery Request

This feature aims to review recovery request before the user can proceed to start recovery.

Approve Recovery Request

1. In the 'Recovery Request' page, look for a pending request.

2. Check the request details: Requester, Organization Name, Recovery Size, and Date.

3. Click on the vertical ellipsis menu.

4. Click the [Approve] option.

Reject Recovery Request

1. In the 'Recovery Request' page, look for a pending request.

2. Check the request details: Requester, Organization Name, Recovery Size, and Date.

3. Click on the vertical ellipsis menu.

4. Click the [Reject] option.

Backup Configuration Request

This feature aims to review real-time backup configuration change request to give the administrator the ability to monitor and give which folder the user can backup and what type of configuration the user needs.

Approve Real-time Backup Configuration Request

1. In the Backup Config Request page, look for a pending request.

2. Review request details: Requester, Requester Name, Organization Name, Type, Request Date.

3. Click the [Ellipsis or Three dot] menu.

4. Click the [Approve] option.

   
5. Provide 'Approval Reason' when needed.

6. Click the [Approve Request] button.

   

Reject Real-time Backup Configuration Request

1. In the Backup Config Request page, look for a pending request.

2. Review request details: Requester, Requester Name, Organization Name, Type, Request Date.

3. Click the [Ellipsis or Three dot] menu.

4. Click the [Reject] option.

   
5. Provide 'Rejection Reason' when needed.

6. Click the [Reject Request] button.

   

Registration Request

This feature aims to review account registration before a user can login and use the application.

Approve Registration Request

1. In the 'Registration Requests' page, look for a pending request.

2. Click the [Vertical ellipsis or Three dot] menu.

3. Click the [Approve] action in the dropdown.

   

4. Provide 'Approval Reason' when needed.

5. Click the [Approve Request] button.

   

Reject Registration Request

1. In the 'Registration Requests' page, look for a pending request.

2. Click the [Vertical ellipsis or Three dot] menu.

3. Click the [Reject] action in the dropdown.

   
4. Provide 'Rejection Reason' when needed.

5. Click the [Reject Request] button.

   

Settings

Change Password

1. In the 'Change Password' section

2. Enter Current Password

   • Input your existing password to verify your identity.

3. Enter New Password

   • Create a new password that follows the requirements listed below.

4. Confirm New Password

   • Re-enter the new password to ensure it matches.

   • Password Requirements

   • Be at least 8 characters long

   • Include at least one uppercase letter (A–Z)

   • Include at least one lowercase letter (a–z)

   • Include at least one number (0–9)

   • Include at least one special character (e.g., !@#$%^&*)

If the new password fail to meet requirements, one of the password requirements highlight into red.

If the new password and confirmation do not match, an error message will be shown.

Check Updates

This feature aims to check for new updates in the desktop application.

If there are no new updates, this section will show 'No new updates available'.

Account Security

This shows if the Two-factor Authentication feature is enabled. It aims to add an extra layer of security using an Authenticator app.