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 (.../milan/security.aspx), which is listed under Milan Server in 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 (.../milan/security.aspx), which is listed under Milan Server in the Administration menu.
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 Server → 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 Server → 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.
Note
For a list of all task permissions, see Task Permissions for Users and Groups.
For suggestions on how to assign task permissions to users and groups, see Suggested User Groups and Task Permission Assignments .
To assign permissions to Milan users:
- Open Administration → Milan Server → 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 → Milan Server → 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 |
|
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| 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.
