Enterprise administration

As an administrator, you can configure and manage the administrative tasks such as managing your enterprise branding, managing allowed list of email domains, users, and default homepages using the enterprise administration tab.

You must have the Admin role to access the Enterprise Administration tab on the navigation sidebar. You can access the various tabs in this section to manage your enterprise settings.

General

The general tab displays general information such as the name of your enterprise and the fiscal year end date for your enterprise. This gives the breakpoint for yearly metric calculations. Both the name and the end date cannot be edited after creating the enterprise.

Branding

You can customize the logo, theme, and colors as per your requirements. You can upload your enterprise logo by selecting the Upload New button. This logo will be displayed when the navigation sidebar is expanded. The theme section allows you to configure the color of multiple elements within your solution and the data in your charts. You can customize the color to match your enterprise branding colors.
  • Branding: Defines the color of the navigation sidebar.
  • Primary: Defines the color of clickable UI elements such as tabs, buttons, links, and so on.
  • Secondary: Defines the color of the page level filter bar.
  • Info: Defines the color of the alerts and other information prompts.
  • Success, Warning, and Error: Defines the color of the messages displayed for success, warning, or error.
  • Chart colors: Defines the colors used as the data series for your charts. Use the Copy Chart Colors to Clipboard option to change the order of the color codes.
    Important: The links section in the branding tab provides in-product links to the documentation and the help section. It is recommended that you do not make any changes to these links as you will not be able to access any in-product support if you change these links.

Security

You can customize the security preferences for your organization. You can define the number of login attempts allowed before users are locked out of their accounts. You can set your file control preferences by defining whether the users can upload attachments, add images, export data, or use box integration.

If you disable exporting of data in this section, it prevents data export from lists, views, and tables, scheduled exports, downloading published dashboards, and removes the export and import section.
Note: If you have configured scheduled exports and have disable the data export in this section, all scheduled exports are deleted.
You can grant or restrict access to specific users or domains by adding them to the safelist. Users or domains not part of this safelist cannot access the enterprise. For better management and to avoid lengthy list, you can add safe-listed domains.
Recommendation: Along with the users or domains from your enterprise, you will find the domains from Shibumi (*@shibumi.com) and Automation Anywhere (*@automatoinanywhere.com) added to your safelist by default. The domain from Shibumi cannot be removed, and we recommend not removing the domain from Automation Anywhere.

Users

You can perform user management actions to all the users displayed in this tab. You can remove, enable, disable, lock, or unlock users, and provide or revoke admin rights to a user. Select the user, hover over the actions menu (three vertical ellipses) located on the top right and perform appropriate action.

Given below are the list of options available within the action menu. Depending on the user’s role some options are restricted (grayed out).
  • Send Password Reset: In instances where users forget their password, an administrator can start a password reset email that is sent to the email address on record.
  • Disable MFA: When users cannot access their MFA authentication, the administrator can disable and reset the user’s MFA requirements.
  • Get Registration Link: If the users email client blocks the invitation email or if they have accidentally deleted the invitation email, the administrator can retrieve the invitation registration link and provide it to the selected user.
  • Remove From Enterprise: As an administrator, you can remove users from the enterprise. When you remove a user, you are prompted to select a user who will inherit the work items that are assigned to the user being removed. This ensures smooth continuity of work. You can re-assign work to multiple people by navigating to the org hierarchy and re-assign using Participant Window.
  • Enable: Authenticate a user into the enterprise.
  • Disable: Disable a user’s account from the enterprise.
  • Unlock: Unlock a user who is locked out.
  • Lock: Lock out a user from the enterprise. When the user account is locked, the user cannot authenticate into any enterprise in the CoE Manager.
  • Make Admin: Assign the enterprise administrator permissions to the selected user. This action can only be performed by the enterprise administrator or an account owner.
  • Revoke Admin: Revoke the enterprise administrator permissions assigned to a user.
Note:
  • As an administrator, you can export user data from the Users tab. You can export either the user list or the registration link history of the enterprise.
  • Users tab always displays one user from Shibumi (Account Owner) and one user from Automation Anywhere(Admin). The Shibumi user cannot be removed. This user is only an account owner and does not have any visibility into the application section or to the instance where the actual data is displayed. There is no global access control, and each section has its own access control. Therefore, the person who is an enterprise admin here, cannot manage or view other sections.
Recommendation: Automation Anywhere team uses the account, aacoemanager@automationanywhere.com to help update your CoE Manager instance and for troubleshooting. It is recommended that you do not remove access to this account.

Notifications

Use this tab to configure options to control what notifications should come through the CoE Manager. By default, all the notifications are enabled, and it is recommended that you keep the default settings to ensure users are notified in a timely manner ensuring smooth workflow.

Given below are the list of notification options.
  • Role assignment notifications: Users receive a notification when they are invited into a work item. This setting applies to all except the first invitation email.
  • Remove user access notifications: Users receive a notification when they are removed from roles in a work item.
  • Discussion notifications: Users holding roles in a work item are sent a notification email each time a discussion is added to the work item.
  • Notifications icon in sidebar: Determines whether the notifications queue is made available on the left pane navigation sidebar in the enterprise.
Note: The notifications are deleted after 180 days.

Homepages

You can configure a work item or dashboard to be the application-specific homepage for users. If a user does not have a personal homepage defined and has access to the configured homepage, this will be the landing page for the user after authentication. This is also displayed by selecting the Home icon on the navigation sidebar. To add a homepage, type the name of the appropriate work item or dashboard in the search field. Choose from the list of options displayed.

To add a homepage, type the name of the appropriate work item or dashboard in the search field. Choose from the list of options displayed.
Note: Only the options which you have access to are displayed.

Select the appropriate option from the list and click the Add button to add the homepage. When multiple homepages are configured, you can re-order the list by dragging and dropping them in the desired order. The list order defines the order of the homepage the user sees. Save your changes.

Users are not automatically granted access to homepages you have added. You must select the Auto-assign Viewer Role option to automatically grant access to the users to the appropriate homepage as they are added to the enterprise. Save your changes.
Note: Permissions to the homepage can be managed directly on the work item or dashboard. If a user’s access rights are revoked from the work item or dashboard, they are no longer routed to this item as their homepage.
Upon authentication, the homepage to be displayed depends on the following factors:
  • If a user has a personal homepage defined, they are routed to their personal homepage.
  • If the user does not have a personal homepage, CoE Manager will check whether the user has access to an enterprise configured homepage. If there are multiple homepages configured for the enterprise,CoE Manager begins from the top of the list and displays the first homepage to which the user has access.
  • If there are no enterprise configured homepages or if the user has no access to any of the listed homepages, the CoE Manager default homepage is displayed.