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Managing Milan Users

For a user to be able to interact with Milan through either the web client or DeskSite/FileSite, he or she must have an account set up in Milan. Administrators can create and manage Milan users and groups from the Milan Users/Groups Setup page, which is accessible from the Administration menu.

By default, a Milan user or group cannot use any Milan features; permission to use a specific tab, button, or menu item must be explicitly assigned via a task permission. Users that belong to several groups are assigned all distinct permissions assigned to those groups, in addition to the permissions that have been directly assigned.

To prevent Service Desk users from viewing confidential materials, an administrator can also restrict specific clients and matters from all or some users.

Creating and Editing Users

Users can be added or edited from the Milan Users/Groups Setup page, which is available from the Administration menu in the web client.

Add/Edit User Dialog

Required Settings

Field/Option	Description
Type	Specifies whether the following settings are for a user or group.
Name	If LDAP is configured, the drop-down list displays either users or groups, depending on the value selected in Type. If you would like to manually specify a user name, it must be in the format <DOMAIN NAME>\<Windows account>.

Optional Settings

Field	Description
Start/End Date	Specifies the period in which the user or group will be enabled.
Weekday Start/End Time	Specifies when a user or group can access Milan on weekdays.
Weekend Start/End Time	Specifies when a user or group can access Milan during the weekend.

To add or edit a user or group:

Open Administration → Milan Users/Groups Setup.
To create a new user or group, click Add User/Group, which opens the Add/Edit User dialog. To open the same dialog for an existing user or group, click the icon in the Edit column of the user or group.
Fill in or edit the appropriate fields listed in the above table and click Save to close the dialog.

Assigning Task Permissions

The tabs, buttons, and menu items available to each user in the web client are determined by the task permissions assigned to the user and the groups of which he or she is a member.

Task Management Dialog

The Task Management dialog is available from Tasks button in Administration → Milan Users/Groups Setup.

Option/Button	Description
Available	Lists all unassigned permissions that are available with the current license.
Selected	Lists all permissions assigned to the selected user or group.
	Adds any permissions selected in the Available list to the Selected list.
	Removes any permissions selected in the Selected list.

The task permissions listed in the Available list of the Task Management dialog are determined by the modules included in your license file. The table below lists all permissions provided by the Service Desk module. For a list of all task permissions, refer to Task Permissions for Users and Groups.

Service Desk Task Permissions

Permission	Description
Administration: Allow users to add themselves to security and group membership	Allows users to add themselves to the security of any entity or group.
Administration: Allow users to configure Restricted Client/Matter	Enables the Setup Restricted Client Matters menu in Milan Administration > More Configurations.
Administration: Analytics Center	Enables the Analytics tab in the Milan web client.
Administration: Delete groups	Enables the Delete icon for groups in the WS Admin tab.
Administration: Delete metadata	Enables the Delete icon for all Metadata in the WS Admin tab.
Administration: Delete roles	Enables the Delete icon for roles in the WS Admin tab.
Administration: Delete users	Enables the Delete column in the users list in the WS Admin tab.
Administration: Edit groups	Enables the Edit column for the groups list on the WS Admin tab.
Administration: Edit metadata	Enables the Edit icon for metadata in WS Admin tab.
Administration: Edit Nrtadmin group	Enables the NRTADMIN group in the Milan WS Admin tab > Database > Groups.
Administration: Edit roles	Enables the New Role button and Edit column in the roles list on the WS Admin tab.
Administration: Edit users	Enables the Edit column for the users list on the WS Admin tab.
Administration: View groups	Enables the Groups grid on the WS Admin tab. Edit Groups and Delete Groups have higher priority.
Administration: View metadata	Enables the Metadata grid on the WS Admin tab. Edit Metadata and Delete Metadata have higher priority.
Administration: View roles	Enables the Roles grid on the WS Admin tab. Edit Roles has higher priority.
Administration: View users	Enables the Users grid on the WS Admin tab. Edit Users and Delete Users have higher priority.
Administration: WS Admin	Enables the WS Admin tab in the Milan web client.
Analytics: Create query	Enables the New Query button on the Analytics tab.
Analytics: Edit query	Enables the Edit Queries button on the Analytics tab.
Analytics: Execute query	Enables the Query Run icon for all the queries on the Analytics tab.
Analytics: Preview document	Allows users to preview a document by clicking on the document name in the query results.
Documents: Edit profile	Enables the Edit Profile toolbar button on the Documents tab.
Documents: Edit security	Enables Edit Security toolbar button on the Documents tab.
Documents: Move	Enables the Move toolbar button on the Documents tab.
Documents: Permanently delete	Enables the Delete toolbar button on the Documents tab.
Documents: Remote check-in	Enables the Remote check-in option for Unlock/Remote Check-in on the Documents tab.
Documents: Search	Enables the Documents tab in the Milan web client.
Documents: Send link	Enables the Send Link option on the More Options toolbar button menu on the Documents tab.
Documents: Unlock	Enables the Unlock option for Unlock/Remote Check-in on the Documents tab.
Documents: View history	Enables the View History toolbar button on the Documents tab.
Documents: View private name	Allows users to view the document names of Private documents. If not given this permission, users will see Document instead of the actual name.
Documents: View public name	Allows users to view the document name of Public documents. If not given this permission, users will see Document instead of the actual name.
Documents: View supervised document	Users with this permission will not have their document activities logged in the document history.
Folders: Create simple	Allows users to create a simple folder with the Create Folder toolbar button on the Workspaces tab. In addition, it enables Manage Folders, Add to My Matters , and Generate Template buttons.
Folders: Move	Enables the Move Folder right-click menu for folders on the Milan Workspaces tab.
Folders: View private name	Allows users to view the actual folder name of Private folders instead of Folder.
Folders: View public name	Allows users to view the actual name of Public folders instead ofFolder.
Workspace: Reassign Template	Enables the Reassign Template menu option on the Milan Workspaces tab and Analytics tab.
Workspaces: Edit profile	Enables the Edit Profile toolbar button on the Milan Workspaces tab.
Workspaces: Edit security	Enables the Edit Security toolbar button on the Milan Workspaces tab.
Workspaces: Permanently delete	Enables the Delete Workspace toolbar button on the Milan Workspaces tab.
Workspaces: Refile via SQL	Enables the Refile option under More Options on the Milan Workspaces tab.
Workspaces: View private name	Allows users to view the actual name for Private workspace instead of Workspace.
Workspaces: View public name	Allows users to view the actual workspace name of Private workspaces instead of Workspaces.
Workspaces: View security	Enables the View Security toolbar button on the Milan Workspaces tab.
Workspaces: Workspace Configuration dialog	Enables the Workspace Dialog Configuration menu in Milan Administration.

To assign permissions to Milan users:

Open Administration → Milan Users/Groups Setup; the Milan Users/Groups Setup page is displayed in a new browser tab or window.
Click the icon in the Tasks column for a user or group to open the Task Management dialog.
In the Available list, select the tasks you would like to add and click the rightward facing arrow button.

Tip: To select consecutive items, click the first item and then, while holding down the shift key, click the last item. To select multiple non-consecutive items, hold the control key while clicking the items you would like to select.

Click Save to save your changes and close the dialog.

Restricting Client Matters

The Restricted Client/Matter dialog allows administrators with the Administration: Allow users to configure Restricted Client/Matter task permission to prevent all or some Service Desk users from accessing sensitive data from within Service Desk by designating specific clients and matters as restricted. It does not, however, make any changes to the security of client matters in WorkSite.

When a client is restricted, all of the client's matters are also restricted.

If a matter is restricted, either directly or indirectly, Service Desk users cannot view it or its documents and folders on the Documents and Workspaces tabs nor perform any operations on it via the Analytics tab.

Restricted Client/Matter Dialog

The Restricted Client/Matter dialog, which can be accessed from Administration → More Configurations → Setup Restricted Client Matters, lists the following information for all client/matters that are currently restricted.

Column Name	Description
Client Number	Client restricted from Service Desk
Matter Number	Matter for a client restricted from Service Desk
Edit Date	Date and time at which the client or client matter was restricted.
Allowed Users	Users allowed to access the client or client matter.
Delete	Delete the restrictions applied on the client or client matter.

Restricted Client/Matter Options

Option

Description

Restricted Client

The client to be restricted from Service Desk

Restricted Matter

The matter to be restricted from Service Desk. If you do not select a client, this field, which is required, will be blank.

Who is restricted from seeing this client/matter

Option	Description
Everyone is restricted. I do not want anyone to see it in Milan.	No users can see this client matter.
Mostly everyone. I only want the people listed below to have access in Milan.	Only whitelisted users can see this client matter.

Allowed Users

A white list that determines which users can see the specified client matter. Users must be selected from the drop-down menu one at a time.

To restrict a client matter:

Open the Restricted Client/Matter dialog and click Add Client/Matter to be Restricted.
Configure the Restricted Client/Matter Options.
Click Save to close the dialog.

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