The administration interface is where the majority of a Smartabase site’s data protection and privacy considerations are implemented. The over-arching purpose of the administration tools is the management of user accounts and how people interact with Smartabase Online and the mobile apps. Primarily, this is done through the use of the People, Roles and Groups tools but other tools can be used for notification purposes, auditing, organization of resources and optimizing the site’s look and feel.
It is necessary for these administrative functions to be separated from day-to-day use of Smartabase Online and so the administration interface uses a specific URL with limited access. The URL for accessing the administration interface follows this format:
Access to the administration interface is ultimately controlled by the site owner (usually, this is managed by us at Smartabase). The site owner assigns administration access permissions to a number of user accounts nominated by the client organization and these site administrators then manage the administration tools. As a site administrator, you have the ability to assign limited administration access to other user accounts using the team administrator settings.
As an administrator, you are able to make and implement decisions that affect data protection and privacy. It is critical that you take data protection and privacy considerations into account as an administrator.
The sections below briefly describe the purpose of each of the site administrator's tools.
The core function of the Roles tool is to manage which system and data permissions are assigned to users. Additional functions include being able to assign system messages, page layouts and team administrators to specific roles.
The core function of the Groups tool is to create groups, assign parent and subgroups and manage which people are members of groups (Athletes) and which people have professional access to groups (Coaches). Additional functions are the ability to manage performance alerts, Smart flows, Smart saves, system messages, page layouts and team administrators.
The People tool is used to create user accounts and update user account information. User accounts are assigned roles and groups. Additional functions include changing languages, assigning performance alerts, Smart flows, Smart saves, system messages and enabling user accounts to be team administrators.
The Daily reminders tool is used to create daily reminders in the form of internal Smartabase messages, emails, app notifications and/or text messages which are sent to people on specific days of the week to remind them to create a record for an event form.
Data conflict management
The Data conflict management tool helps you track data entry activities and reduce the risk of data loss by listing any records which have been edited and saved by more than one person simultaneously.
Performance alert management
The Performance alert management tool has options to view, edit and remove all performance alerts that have been created by members of your organization.
The Categories tool is used to create and manage categories for the grouping and storage of files uploaded to the Resources tool and event forms as attachments. Categories must be assigned to a role as a data permission in order for people to access documents stored within the category.
The Administrator locks tool can be used to create restrictions on which roles a team administrator can modify.
The Video repositories tool is used to manage the external video content for a Smartabase site using Amazon S3 bucket storage for the video files. Video repositories require roles and categories to be correctly set for someone to access videos on Smartabase Online or the mobile apps.
The Groups audit tool can be used to generate a CSV file of all groups that lists which people are members and which have professional access to those groups.
The Licence audit tool can be used to generate a CSV file of all user accounts and identify accounts with professional access, team administrator, site administrator permission, site administrator status and site builder status. Additional information includes some personal details of the user accounts, including UUID, active/inactive status, groups and roles of all users on the site and date of last login.
The Favorite events tool is used to assign multiple favorite event forms at once to a specific role so that all people currently with that role will have the specified events set as favorites. People can also update their own favorite events on the Athlete app or an administrator can add favorite events for a person via the People tool.
The Check roles tool can be used to verify that all roles are correctly set up regarding event form, database and category permissions, specifically checking for forms which are linked or built to share information and where databases are used in forms.
The Archive people tool is used to remove users from their current groups and place them into another group for archival purposes.
The System messages tool is used to generate and apply messages that appear on someone's home page on Smartabase Online. System messages can be assigned to groups, roles and individual people.
The Default roles tool can be used to determine which roles, groups and group access should apply if a person registers for the Smartabase application. This requires the site to be set up to accept public registration in the Application details.
The Page layouts tool is used to create customized home page layouts of tools, tabs and links for specific groups or roles on Smartabase Online. Page layouts can also be branded with logos, header images and CSS so that roles or groups can see entirely different versions of the site’s branding. This is useful for multi-sport clients like institutes of sport or universities or teams that have second tier, feeder or academy teams.
The SMS usage tool can be used to to view and audit SMS usage information for your organization.
The Terms documents tool is used to create and store site-use policies for people to give consent to how their data is used and handled in Smartabase.
The Restriction policies tool allows for additional granularity when choosing the access people have to edit components in Smartabase forms. In contrast to standard roles (which permit access to entire forms), this tool can be used to enable certain people to edit individual fields or sections within a form.
Password policy management
The Password policy management tool is used to set up password policies which can be assigned to roles, as a way of ensuring passwords for the people in that role meet specific requirements. Only people with the Manage password policies system permission can access this tool.
The Smart flow tool is used to create and manage Smart flows, which automatically save targeted event forms when triggering event forms are saved. A Smart flow can be based on whether or not the trigger form has information that meets specific criteria. Only people with the Administrate smart flows system permission can access this tool.
The Smart save tool is used to create and manage Smart saves, which automatically save event forms at specific dates and times. Smart saves can be set to run weekly, monthly annually or on specific days. Only people with the Administrate smart saves system permission can access this tool.
The Security whitelists tool is designed to specify one or more IP addresses that are trusted within the organization. This would most commonly be limited to networks used on site – for example, in an organization's office space or other venue. Only people with the Manage security whitelists system permission can access this tool.
Manage object ownership
The Manage object ownership tool can be used to change who owns a Smartabase object (such as an event form, database form, profile form, related entity form or dashboard). Being the owner of an object allows you to delete it from the builder interface. Only people with the Manage object ownership system permission can access this tool.
The Spotfire reports tool (accessible only by the site owner) was an integration with TIBCO Spotfire BI Analytics software. This tool has been deprecated and is scheduled for removal from the administration interface.
The Custom dashboards tool allows the creation of customizable reports using D3. Access to this tool is currently restricted to the site owner.