#General Configurations

Users with the Administrator role can click the Settings button on the upper-right corner of any page to manage general configurations for AvePoint Portal Manager.

Refer to the following sections for the general configurations in AvePoint Portal Manager.

#Manage Users

You can invite users to your tenant in AvePoint Portal Manager so that these users can sign in to AvePoint Portal Manager and collaborate on the intranet portal sites for your organization.

Users in AvePoint Portal Manager can be assigned with one of the following roles. For the operations that users in different roles can perform in AvePoint Portal Manager, refer to Appendix G - Table of Supported Elements.

• Standard Users – Standard Users can create templates and manage the templates created by themselves. However, they cannot publish, deploy, or update templates, nor can they change the template owner.

• Advanced Users – Advanced Users can create templates and manage the templates created by themselves.

• Administrators – Administrators can perform all the operations in AvePoint Portal Manager.

You can manage users in AvePoint Online Services. For details, refer to Manage Users. Besides, you can follow the steps below to invite users to your tenant in AvePoint Portal Manager:

1. On the Settings page, select User Management.

2. Click Invite Users.

3. In the Invite Users window, enter the email address of the users that you want to invite and then press Enter on your keyboard.

4. Click Send Email Invitation. An email notification will be sent to the invited email addresses.

After receiving an email invitation, the invited user can sign in to the AvePoint Portal Manager using the invited email address. The invited users will be automatically assigned with the Advanced User role.

To edit the role of a user in AvePoint Portal Manager, click the Edit button next to the user that you want to edit. In the Edit User window, select a new role for the user and then click Save to save the changes. The newly assigned user role will take effect the next time the user signs into AvePoint Portal Manager.

To delete users in AvePoint Portal Manager, click the Delete button next to the user that you want to delete, or select the users that you want to delete and then click Delete Users to delete the users in batch.

#Manage Groups

Refer to the following steps to create a local group in AvePoint Portal Manager:

1. On the Settings page, select Group Management.

2. Click Create Group, and then complete the following information:

   • Name – Enter a name for the group.

   • Role – Select a role to assign to the members of this group.

   • Members – Choose users and Microsoft 365 Groups to be members of this group.

   • Template Deployment Sites – The sites where group members can deploy templates.

     By default, group members can deploy templates to all sites within your tenant which are capable of template deployment. To limit the site scope where members of this group can deploy templates, select Limit Deployable Sites and add deployable sites using one of the following methods:

     NOTE

     You cannot limit the deployable sites of groups with the standard user role since they do not have the permission to deploy templates.

     • Add sites manually – Enter the site URL under Site. To add a new row, click Add.

     • Import sites – Click Import. In the Import window, click download the template to download the template to the download location of the current browser. Add deployable sites to the template file, save the file when you complete adding the site information, and drag and drop or upload the file to the Import window. Sites in the file will be imported to the deployable sites table.

     To remove an added site, click the remove button next to the site. Alternatively, you can select one or more sites and click Remove above the table to remove the selected sites.

3. Click Save to save the configurations.

Refer to the following steps to invite Microsoft 365 Groups to your tenant in AvePoint Portal Manager so that the Microsoft 365 Group members can collaborate on the intranet portal sites for your organization:

1. On the Settings page, select Group Management.

2. Click Invite Microsoft 365 Groups.

3. In the Invite Microsoft 365 Groups window, enter the name of the Microsoft 365 Group that you want to invite, and then press Enter on your keyboard.

4. Repeat step 3 to invite multiple Microsoft 365 Groups.

5. Choose whether to send an email invitation to members of the entered Microsoft 365 Groups.

6. Click Save.

Members of the invited Microsoft 365 Groups can sign in to the AvePoint Portal Manager using their Microsoft 365 credentials. These members will be automatically assigned with the Standard Users role.

To edit a group, click the Edit button next to the group that you want to edit. In the Edit Group window, edit settings and then click Save to save the changes. If you change the role, the newly assigned role will take effect the next time the user signs into AvePoint Portal Manager.

To delete groups in AvePoint Portal Manager, click the Delete button next to the group that you want to delete, or select the groups that you want to delete and then click Delete Groups to delete the groups in batch.

To view the template deployment sites of a group, click View Deployable Sites. Then, you can view the deployable sites in the View Deployable Sites window and edit the sites by clicking Edit if necessary.

#View Subscription Information

On the Settings page, click Subscription Information. You can view the last updated time for the subscription information and your subscription type in the upper-right corner.

Detailed subscription information is categorized by modules. For each module, the following information is available:

• Module – Displays the functional modules that your organization subscribes.

• Status – Displays the subscription status of the module.

• Consumed/Purchased User Seats

  • Consumed User Seats – Displays the number of already assigned user seats.

  • Purchased User Seats – Displays the number of purchased user seats.

    NOTE

    The user seat data updates weekly. To get the latest data, click Refresh Subscription Information to refresh the data manually.

  • Expiration Date – Displays the date when the subscription will expire.

#Enable Microsoft 365 CDN

On the Settings page, click Microsoft 365 CDN to open the Microsoft 365 CDN Settings page. You can choose whether to use the Microsoft 365 Content Delivery Network (CDN) to host resource files to provide better performance for your intranet portal sites.

See Use the Office 365 Content Delivery Network (CDN) with SharePoint Online for additional information.

#Configure Application Insights Settings

AvePoint Portal Manager uses an Application Insights resource to store the usage tracking data. You can choose to use your own Application Insights resource to store the usage tracking data.

Refer to the following steps to use your own Application Insights resource to store the usage tracking data:

1. On the Settings page, click Application Insights Settings.

2. Select the Use your own Application Insights resource option, and then complete the following required information of your Application Insights resource:

   • Application ID – The application ID.

   • API Key – The API key.

     NOTE

     Make sure Read telemetry is selected when you create the API key to read data in your Application Insights resource.

   • Instrumentation Key – The instrumentation key.

3. Click Save to save the configurations.

For instructions on how to retrieve the information of an Application Insights resource, refer to the following Microsoft article: Application Insights keys.

#Manage Other Settings

On the Settings > Other Settings page, you can enable or disable the following settings:

• Deploy Templates to New Sites – Choose whether to allow Advanced Users to create new site collections and deploy templates to site collections during the creation process.

• Manage Templates for Teams – Choose whether to allow users to create a template and deploy it as an app or tab in Microsoft Teams.

  NOTE

  If your tenant has only custom Azure app configured and the templates are deployed as Teams apps, make sure to download the configuration package once the deployment progress reaches 100% to proceed with the subsequent deployment process.

• Apply Templates in SharePoint – Choose whether to allow users to push templates to SharePoint so that they can apply a template to a site directly in SharePoint.

  NOTE

  • To enable this feature, make sure a custom Azure app is already configured on the Authentication Method page.

  • If you choose to enable this feature, download the Power Automate solution and upload it to your Microsoft 365 tenant, and then find the HTTP POST URL and specify it here.

  Refer to the following steps to upload the Power Automate solution to your Microsoft 365 tenant:

  1. Sign in to Microsoft 365.

  2. Navigate to Power Automate > Solutions.

  3. Click Import, and then browse the solution file.

  4. After the solution file is successfully imported, open the solution file and edit the flow to find the HTTP POST URL.

  Refer to the following steps to upload the Power Automate solution to overwrite the existing one in your Microsoft 365 tenant:

  1. Sign in to Microsoft 365.

  2. Find Dynamics 365 to open the Dynamics 365 home page.

  3. Navigate to Settings > Solutions.

  4. Click Import, and then browse the solution file.

     NOTE

     To update the solution, you must choose to overwrite customizations.

  5. After the solution file is successfully imported, click Close.

• Integrate with Workflow Common Service – Choose whether to allow users to configure workflows for Teams app builder templates.

  NOTE

  To utilize or modify workflows for Teams app builder templates, make sure to add users to Workflow Common Service > User Management first. You can click Go to Workflow Common Service to access Workflow Common Service.

#Configure Terminal Interface Settings

If your tenant has conference room reservation apps configured, you can use the terminal interface settings to enable the terminal interface view of conference rooms managed by these apps. This feature allows you to link managed rooms with your physical conference rooms through terminal interfaces, allowing your employees to check room availability, book conference rooms, check in and out, or extend scheduled meetings directly on the corresponding terminal interfaces.

If you are accessing the Settings > Terminal Interface Settings page for the first time, set up your terminal interface settings with instructions in Set Up Terminal Interface Settings.

With the terminal interface settings in place, follow steps in Manage Terminal Interface Settings to connect your terminal interfaces and further manage the terminal interface settings.

#Set Up Terminal Interface Settings

To enable the terminal interface view, complete the 3-step configurations:

Step 1: Configure a Service App

To enable the terminal interface view of conference rooms, the AvePoint Portal Manager for Room-Terminal Interface View service app profile is required to complete the permission consent needed by the view.

To create the service app profile, click Configure App in AvePoint Online Services. The App management page in AvePoint Online Services will be opened in a new tab. You can follow the instructions in Create an App Profile in Modern Mode to create the app profile and consent the app.

After the service app profile is created, the user account used to consent the app and the authorization timestamp will be displayed under this step with the Authorized label. Make sure to add the consent user as a user of your conference room reservation apps to grant the necessary permissions for loading rooms managed by the apps.

Click Next to proceed to the next step.

Step 2: Manage Users

In this step, you can follow the steps below to add terminal interface users. Only these users will be able to log in to the terminal interface view.

1. Click Add Local Users. The Add Local Users window appears.

2. Enter the email address of the desired user to add a user. You can add multiple users in the window.

3. Click Save. The added users will be displayed in the table.

   NOTE

   • The terminal interface users are added as local users, and they can log in to the terminal interface view with their local system accounts.

   • For terminal interface users already exist in AvePoint Online Services, their statuses are retrieved from AvePoint Online Service > Management > User Management. New users will be added to AvePoint Online Services as local users automatically, and an activation email will be sent to the entered email addresses. After new users complete the activation, their status will be changed from Activation Email Sent to Activated.

To delete existing terminal interface users, select the users and click Delete Users above the table, or click the delete button to delete a specific user.

Click Next to proceed to the next step.

Step 3: Configure General Settings

Configure the following general settings for the terminal interface view:

• Session Timeout – Configure the period after which the terminal interface view will be logged out automatically.

  • Never – The terminal interface view will never be logged out automatically.

  • Specific Months – With this option selected, enter a number in the textbox. The terminal interface view will be logged out automatically after the specified months. Users will need to log in again to continue using the terminal interface view.

• Password for Exiting Terminal Interfaces – Choose Yes or No to define whether a password is required to exit terminal interfaces.

  If Yes is selected, enter the password. Users will be required to provide the password when exiting terminal interfaces.

  You can click the show or hide button in the password textbox to show or hide the password.

• Overdue Meeting Auto-cancellation – Choose Yes or No to define whether to automatically cancel meetings without any user joins within a specific attendance confirmation period.

  If Yes is selected, enter a number in the textbox to define the attendance confirmation period.

• User ID Requirement for Actions – Choose Yes or No to define whether users are required to provide their user IDs before performing specific actions in the terminal interface view.

  If Yes is selected, select the actions that require user IDs.

  • Join Meetings – Requires user IDs when users click Join in the terminal interface view.

  • Leave Meetings – Requires user IDs when users click Leave in the terminal interface view.

  • Extend Meetings – Requires user IDs when users click Extend in the terminal interface view.

• Search Method for Users – Defines how users are searched in the terminal interface view.

  • Fuzzy Match – Users within your tenant who match the search keyword will appear in the suggestion list and be selectable.

  • Exact Match – Searches will be performed using exact user IDs within the specified domain. With this option selected, enter the allowed domains and separate each domain with a semicolon.

• Background – Define the background used in the terminal interface view.

  NOTE

  Make sure to configure a background before saving or completing the general settings.

  • Upload – To use a custom background, click Upload. In the Open window, select the desired image and click Open. The image is displayed in this field.

    The uploaded image can be deleted by clicking the delete button.

    NOTE

    The image cannot be larger than 5 MB and the recommended size is 1194*834 px.

  • Preview – Click Preview to see how the terminal interface view is displayed using the background. In the upper-right corner of the preview window, you can switch between landscape and portrait views. Click the exit button in the upper-right corner of the page to exit the Preview panel.

  • Reset to Default – Click Reset to Default to reset the setting and use the default image as the terminal interface background.

After completing the general settings, click Complete in the lower-right corner of the page.

The "Your terminal interface settings are saved." message appears. Click Start to start connecting conference rooms managed by conference room reservation apps to your terminal interfaces. For details, refer to the Room Links for Connection section in Manage Terminal Interface Settings.

#Manage Terminal Interface Settings

If your organization has configured the terminal interface settings, the following tabs will be displayed for terminal interface connection and management on terminal interface settings.

To clear your organization's terminal interface settings, click Clear All Terminal Interface Settings. Once cleared, the terminal interface view will be disabled and the service app profile configured for this view will be deleted. To use the terminal interface view again, you will need to complete the configurations detailed in Set Up Terminal Interface Settings from scratch.

General Settings

After your organization's terminal interface settings are set up, you can continue managing your organization-wide general settings for the terminal interface view. For details, refer to the Step 3: Configure General Settings section in Set Up Terminal Interface Settings.

If the general settings are changed, click Save to save your updates.

Room Links for Connection

Click the Room Links for Connection tab to manage your room links. You’ll see a confirmation window, noting that it may take some time to load room links based on the volume of your tenant’s rooms. To proceed, click Yes. Room links for all your organization’s conference room reservation apps will be loaded and displayed in the table.

In the tab, the Open terminal interface view by room link toggle is turned on by default. If your organization needs to temporarily disable the terminal interface views opened via room links, you can turn off the Open terminal interface view by room link toggle. Once disabled, terminal interface views opened via room links will be disconnected. To display these views again, you will need to turn on the toggle and reconnect the terminal interfaces using the room links.

To display terminal interface views of conference rooms, you can export or copy the room links and open the links with browsers on the corresponding terminal interfaces.

In the room link table, the room name, link, the app by which the room is managed, the overdue meeting auto-cancellation setting, and user ID requirement for actions setting are displayed.

In this tab, the following actions are available:

• Get links for sharing – To get room links managed by specific apps, or get specific room links for connection to terminal interfaces, you can use the following method:

  • Get room links managed by specific apps – Filter rooms managed by the desired apps by clicking the Conference Room Reservation Apps filter and selecting the apps. To export the links, click Export above the table, the room links managed by your selected apps are exported to a .csv file in the download location of your current browser.

  • Get specific room links – Search rooms by room name using the search box in the upper-right corner of the table. The rooms that match your search keyword are displayed in the table, you can:

    • Click Export to export the room links that match your search keyword, and the links will be exported to a .csv file in the download location of your current browser.

    • Click the Copy button behind the link to copy a specific room link and send the link to your terminal interface user.

• Manage settings for specific rooms – When the overdue meeting auto-cancellation and user ID requirement for actions settings are enabled by your organization, you can view the Auto-cancel Overdue Meetings and Require User ID for Actions columns in the table. To manage the settings for specific rooms, use the app filter or search box to find the rooms quickly, and turn on or off the toggle to enable or disable the settings for specific rooms.

  • Auto-cancel Overdue Meetings – If enabled, meetings without any user joins within the attendance confirmation period configured in General Settings will be canceled automatically. Otherwise, the meetings and the associated conference room reservations will remain valid regardless of user attendance confirmation.

  • Require User ID for Action – If enabled, users are required to provide their user IDs before performing specific actions configured in General Settings. Otherwise, they can proceed with the actions directly.

• Refresh – Click Refresh to refresh the information displayed in the table.

Users

Users who have permission to access the terminal interface view are displayed in this tab.

The following actions are available:

• Add Users – Follow the steps below to add terminal interface users:

  1. Click Add Local Users. The Add Local Users window appears.

  2. Enter the email address of the desired user. You can add multiple users in the window.

  3. Click Save. The added users will be displayed in the table.

• Delete Users – Select the users and click Delete Users above the table or click the delete button to delete a specific user.

Service App Details

In this tab, the user account used to consent to the service app required by the terminal interface view and the current service app status are displayed.

See explanations below of different app statuses:

• Authorized – The service app profile required by the terminal interface view is in place with app permissions consented.

• Pending Re-authorization – The service app profile needs to be re-authorized. Click Configure App in AvePoint Online Services and see Re-authorize an App Profile for reasons and instructions on re-authorizing the service app profile.

• User Deactivated – The user status who consented to the service app is deactivated in AvePoint Online Service. To set the user status to activated, click Configure App in AvePoint Online Services to access AvePoint Online Services, navigate to Management > User management, and follow the steps in Edit User Permissions.