This document describes how to configure and manage e-Share’s Terms of Use feature.

The Terms of Use apply to a Trusted Share (TS) and is part of the Sharing policy associated with the TS.

 

You can support multiple Terms of Use (ToU) Policies but only one can be set as the default for the organization. The default ToU is used in situations where the user has not selected a ToU specifically. The org admin can create multiple ToU entries to cover the various use cases. When setting up a Sharing Policy the user can select from the predefined list of ToU and select the one most appropriate for the Sharing Policy. In general, organizations will set this once and never change it again.

 

Setup Terms of Use

Setup of the Login Terms of Use feature involves the following steps:

1. Create ToU
2. Editing ToU
3. Add recipient domains
4. Assigning Terms of Use to a Share Policy

 

Create ToU

Sign into e-Share web portal as organizational administrator. Navigate to Admin console > Terms of Use tab.

You will be presented with a screen showing Terms of Use with the Create new button to the right. Select the Create new button to enter the setup process.

 

Enter a name for the ToU policy.  

 

Now you can enter the text you want for the Terms of Use using the Rich Text Editor. 

 

Save – will save the text changes to ToU.

Preview – Shows how the ToU will appear to the user.

Use as default – Sets this ToU as the default for the Sharing Policy.

Add recipient domains – will only show the ToU for the domains added when selected in the Sharing Policy (refer below for more information).

Save all changes – The Terms of Use will save any changes by creating new versions.

 

Editing ToU

To edit, from the main Terms of Use window, the default ToU, if you have more than one, or the sole ToU name will be displayed. If you have more than one, it will appear in a drop-down.

To edit a ToU, click the Edit Text button. Whenever you edit the ToU, you create a new version.

To view or edit an older version, hover over the version to preview it or to set as current version. When you set a previous version as the current version it will become the active version. Only the ToU version set to current can be edited.

 

Add recipient domains 

If you need to have different ToU set for specific domains, you will need to create a default ToU and then you will create another domain specific ToU by following all the same steps except you will keep the Use as default unchecked and add the domains using the Add recipient domains functionality.

To use this new ToU, if not the default, you will need to assign the ToU to a specific policy.

 

 

Login Terms of Use

This feature allows you to require users from your OWN organization that are visiting your e-Share instance to read and accept a set of terms of use before gaining access to e-Share platform. This feature has no impact on people visiting your instance that are not associated with your organization. You can require users to read and accept the Login Terms of Use (LToU) each time the user logs in or only for the first time the user logs into the e-Share Web Portal. You can support multiple LToU content and multiple versions for each LToU. In general, LToU is something you would set up once and maybe periodically update or create a new one.

You can have email domain specific LToU if your organization has users logging into the system with email addresses with different domains.

 

Enabling/Creating Login Terms of Use

From the Management Dashboard, select Login Terms of Use. You will be presented with a screen showing Enable Login Terms of Use with a toggle button to the right. Select the toggle button to enter the setup process.

After enabling, you can specify if the LToU is to be viewed/accepted each time a person logs in (always) or only once. This can be changed later too.

The next step is to create a LToU entry, click on + Add Terms of Use

 

Here is the screen you will be presented with. Type in a title then Save. To exit the screen, click Cancel.

 

You are brough back to the main Login Terms of Use screen where you can create the body of the LToU, set a LToU to active, and assign specific domains (more on that later).

Under Actions, click on the three dots (…)  for the LToU you are interested in and select Manage Versions and + Add New Version to create the LToU body.

 

You will be presented with this screen where you can enter the details. This will become your first version for this LToU.

 

To view how the LToU will appear for your users, from the main menu, select Manage versions and Available Versions.

 

From the list of versions, under Actions, click on the three dots (…)  and select Preview terms for the version you are interested in.


The Login Terms of Use your users will see will be presented.

 

You cannot edit an existing LToU, but you can create new versions, by selecting + Add New Versions

 

Managing the Login Terms of Use

Assigning LToU

To activate/assign the LToU you need to click on the Assign to Organization from the Actions menu for the LToU. How often the LToU will be presented to the user depends on the frequency you set for the “Show Terms of Use on user’s login”, always or only once.

 

Setting the active LToU Version

If you want to change which version is used, click on the Actions next to the version you want and highlight Select Version. When creating a new version of the LToU you must activate the new version for it to be used

 

You can select Version 2.0 to be active or keep Version 1.0 active.

 

LToU for specific domains

You can now assign separate LToU to be viewed by specific users associated with certain domains. The assigned version will be the default for all users of your organization but if you create an added LToU and assign a specific domain, then those users will be presented with a different LToU. This functionality is in the Edit Terms of Use dialogue.

 

In this case for the organization, the users with domain.com as their primary email address domain will get the Sample Internal ToU and all other domains associated with this organization will receive the New ToU version.

 

Disable Login Terms of Use

If you no longer wish to use LToU simply unset the toggle button next to Enable Login Terms of Use in the main screen.

 

Assigning Terms of Use to a Share Policy

You can assign specific Terms of Use to a Sharing Policy

From the Admin Console --> Sharing Policy --> Choose Edit for the Sharing Policy you wish to add the Terms of Use.

 

(#1). When you are in the Edit Policy window, scroll down to Require terms of use and toggle it on.

(#2). Then you can choose how often to show the ToU

               Options include, “Never”, “Only once” and “Once per browser session.”

(#3). You can select a specific ToU (or go with the default)

(#4). Select whether you want to show ToU on each file access and how often.

               Options include, “Never”, “Only once”, “Once per browser session” and “Every Time”

(#5). You can select a specific ToU for file access (or go with the default)

(#6). You can ensure the Terms of Use is added as a cover page for downloaded content

(#7). If the PDF conversion is not possible, a Zip file will be created in one of the following ways

               Zip source file with ToU cover page
               Allow download
               Block download

(#8). Although there is a setting to allow a TS owner to override the requirement for ToU, for ToU this override is not actively permissible. The toggle is for database model consistency only.