Administrative Functionality in Bluescape Home

[Scott_Robinson]

Support Note
This topic may not be relevant to all Bluescape users and may not apply to all Teams. If you’re unsure whether your Team has this feature/capability/integration, please contact your IT department.

Bluescape Administrators can access all Admin functions directly from Bluescape Home.

From Bluescape Home, you have three options:

• Members
• Team Settings
• Workspace Settings

Additionally, Administrators may access settings for Integrations and Analytics from within the page that appears when any of these settings are selected.

Members

In Members, Administrators see a list of members in their Team and can perform various tasks, including:

• Add new members
• See invited members
• Remove members
• Regenerate a member’s password
• Change a member’s Team role
• Resend a visitor’s invitation to join Bluescape

The page displays the following information for each member listed:

• Name
• Email address
• Status – Whether they have accepted their invitation to join Bluescape.
• Role – Displays their Team role.
   
  
  
  
   
  Note: You can also enlarge your view of the User list by selecting .

Expand to learn more

Adding a new member

To add a new member:

1. On the Members page, select Add members.

2. A popup appears. Type in or copy/paste the email address(es) of those you wish to add. You can add multiple email addresses to this popup by separating them with a “;” (semicolon).

3. An Invite box appears, prompting you to invite the email address entered. Select this box to add the email address.
   

   

4. Select the dropdown to set the role for the new user.
   

   

5. Select Add members.
   

   

Remove members and reassign their workspaces

For more information on removing users and reassigning their workspaces, see Removing Users and Reassigning Workspaces

Regenerate a member’s password

Note: Administrators can only regenerate passwords for provisioned users.

To regenerate a member password(s):

1. Select the checkbox next to the member(s) whose password you want to regenerate.
    
   
   
   
    
2. At the top of the page, a popup appears. Select Regenerate password.

View invited members

Invited members are noted in the user list with an invited indicator below their email address. These are members who have not yet activated their accounts.

Resend an invitation to join Bluescape

To resend an invitation to join Bluescape:

1. From the user list, select the checkbox next to the team member who needs to be reinvited.
    
   

   
   
    

2. At the top of the page, a popup appears. Select Resend invite.
    
   

   
   
    

3. A confirmation appears indicating that the invites have been resent. You can close the blue popup box.
   

   

Change a member’s Team role

To change a member’s Team role:

1. Select the dropdown box next to the user’s name and email address.

2. Select the member’s new role.
    
   

   
   
    

3. A popup dialog appears. Select Save to apply your changes.
    
   

   

Change a member to a visitor

As an Administrator, you can change a member to a visitor. Note that visitors cannot create workspaces or access team/public workspaces. Additionally, visitors do not consume a license unless given editor access to any workspace, in which case they appear in the table as Visitor (editor). It’s important to note that the allowed list only applies if you already have admin approval required.

To change a user to a visitor:

1. Next to the member’s role, select (more).

2. Select Change to visitor.
    
   

   

Team settings

Team settings allow Administrators to modify the following:

• Team name
• Avatar
• Allow or revoke members’ ability to add visitors to a workspace
• Automatically allow visitors to join or require administrator approval to join when invited
• Auto-allow or auto-block certain email domains
   
  
  
  
   

Expand to learn more

Team name

To update your team name:

1. From Bluescape Home, select Team settings.
    
   
    

2. Under Team name, enter the new name for your Team.

3. Select Rename.
    
   

   
   
    

Add an avatar to your Team

Bluescape Administrators can optionally add an avatar to their Team.

1. Under Avatar, select Upload image.
    
   

   
   
    

2. Browse your folders for the image file you wish to upload. Then, in your system dialog, select Open.
    
   

   
   
    

3. A Crop image dialog appears. Adjust your image if required and select Save.
    
   

   
   
    
   The image you selected appears as your avatar:
    
   
   
   
    
   You can also remove your avatar or upload a new one.

Modify visitor settings

Ability for members to add visitors

1. Visitors can be added to this Team allows members within your Team to add users with a visitor role and give them access to a workspace.

2. Add visitors with Administrator approval allows members within your Team to add users with a visitor role and give them access to a workspace; however, their addition must be approved by an administrator.
    
   

   
   
    

Domain allowance

In the Domain allowance section, you can enable auto-approval to users added from specific domains, for example, your company domain.

Automatically allow a specific domain

To automatically allow all visitors invited from a specific domain:

1. Ensure that Allowed is selected in the dropdown

2. Type in the domain name you would like on your Allowed domain list.

3. Select Add.
    
   

   
   
    
   The allowed domain appears in your list:
    
   
   
   
    
   To remove the Allowed domain, select the “X” to the right of the domain name.
    
   
   

Automatically block a specific domain

You can also automatically block certain domains from joining your Team, for example, third-party email providers.

To automatically block all users from a specific domain from accessing your workspaces:

1. Ensure that Blocked is selected in the dropdown.

2. Type in the domain name you want on your Blocked domain list.

3. Select Add.
    
   

   
   
    
   The blocked domain appears in your list:
    
   
   
   
    
   To remove the Blocked domain, select the “X” to the right of the domain name.
    
   
   
   
    

Workspace Settings

Support Note
These instructions outline workspace settings for Team Administrators from within Bluescape Home. For in-workspace settings, see Workspace Settings and Details .

In the Workspace settings menu, Administrators can toggle which features workspace owners and members can access.
 

Expand to learn more

Administrators can turn the following settings on or off:

Workspace owner settings

• Archive their own workspaces
• Delete their own workspaces
   
  
  
  
   

Workspace member settings

• Share with anyone in your Team
• Share with anyone with a link (anyone with a shared workspace link can view a workspace without having a registered Bluescape account)
• Use social sharing to share their workspace to LinkedIn, Facebook, or Twitter
   
  
  

Watermark settings

Teams with access to the Watermark feature can add their desired watermark and set the opacity using the slider.
 

 

Add content settings

Administrators can toggle features on or off to enable member uploading of files to workspaces:

• Upload from a local computer or mobile device
• Add content from a Box, Dropbox, Google Drive, or OneDrive account
• Add URLs to the workspace
   
  
  
  
   

Roles

Administrators can also modify and add user roles.
 

Select here to learn more

Bluescape offers a combination of preconfigured and customizable roles to suit varying requirements. To understand the access levels and available functionality assigned to different team members in Bluescape, you can refer to the following resources:

• Team roles: This link provides detailed information about the predefined roles in Bluescape’s enterprise plan. It explains the access levels and functionalities associated with each role.

• Workspace roles: For insights into the roles specifically tailored for workspaces in Bluescape, visit this link. It outlines the access rights and functionalities assigned to each role.

Custom team roles

Support Note
This topic may not be relevant to all Bluescape users and may not apply to all Teams. If you’re unsure whether your Team has this feature/capability/integration, please reach out to your IT department.

Enterprise teams with the privilege to create custom roles can access the Roles section in Bluescape Home Admin. This feature allows for creating and modifying custom team and workspace roles.

To create a custom team or workspace role:

1. Select the (Duplicate role) button next to the role you want to duplicate. A Duplicate team role popup appears.
    
   

   

2. Use the toggles to configure your custom team role. For example, if you want to create a role that has Administrator access but cannot modify templates, perform the following:
    
   

3. After configuring your custom settings, select Duplicate role to apply your changes and create the new custom role.

SCIM

Support Note
This topic may not be relevant to all Bluescape users and may not apply to all teams. If you’re unsure whether your Team has this feature/capability/integration, please reach out to your IT department.

The System for Cross-domain Identity Management (SCIM) provisioning feature in Bluescape enables admin users in the Enterprise plan to enable and configure SCIM support within Bluescape Home. It allows admins to provision users with Okta, which acts as the source of user and group information for Bluescape.

Learn More: Bluescape User Provisioning Integration using Okta SCIM

Support Note
Integrations, Applications, and Analytics are premium features. Contact your IT team to determine whether this feature is available to your Team.

Integrations

This page displays any custom integrations that have been added to your Team.

Applications

Enterprise customers can add custom-built apps by leveraging our 3rd party APIs and n8n. This enables users to connect and utilize a wide range of external tools and services, ensuring a tailored and efficient workflow that meets the unique requirements of each enterprise.

Analytics

The Analytics page gives an overview of collected and analyzed data to derive insights and support decision-making within the Bluescape workspace environment. It involves using statistical and computational techniques to uncover patterns, trends, and relationships in data to help Administrators make important decisions regarding how Bluescape is being used.