How to manage your facility

How to manage your facility

This article describes how the main user or administrator of the facility's account can manage the facility.

  1. Log in to baplieviewer.com
  2. Click "Manage Facility" under the facility's name

    manage facility

  3. Click General Information to view basic information about the facility

    facility information

  • Facility ID - This is a unique ID assigned to the facility at account creation.
    • It cannot be edited and is used only for internal purposes. 
  • Membership Type - This section will show the current membership type for the facility, and will be visible across all user accounts.
  • Renew Date- This shows the expiration date of your current membership subscription. The renewed the date will automatically change depending on the duration selected during checkout. 
  • Files Uploaded - This shows the total number of files that have been uploaded by the facility as a whole, since the beginning of your BAPLIE Viewer Online membership. 
  • Team Member(s) - This shows the total number of users associated with the facility, including your user account. 
  • File Retention - The default for all new accounts is for files to be deleted after 7 days of inactivity.
    • This means that if a file is edited at any point, the time is reset to automatically delete the file. The duration of file retention can be customized by the facility administrator using the Facility Settings.
  • Enter Trial Code - If you have received a code for a free trial of BAPLIE Viewer Online, enter it in this box and click Update to automatically extend your trial. 
  1. Click Address Information to update the billing and shipping addresses which will apply across all user accounts. 

address information

  • Facility Name - The name of your facility, which appears in the top left of the Function Menu for all user accounts. 
  • Facility Address - The address of your facility, which will populate the billing field in the Membership section of the website for all user accounts.
    • *Note: this may be a different address than your organization's headquarters. To update the organization or company-wide address, please visit the General Facility Information
  • Facility Country - Use the dropdown list to select which country your facility is located in. 
  • Company Name - The name of your company, which will populate the billing field in the Membership section of the website for all user accounts. 
  • Company Address - The address of your company, which will populate the billing field in the Membership section of the website for all user accounts.
    • *Note: this may be a different address than your individual facility's address. To update the facility address, please visit the Facility Settings
  • Company HQ Country - Use the dropdown list to select which country your company's headquarters are located in. 
  1. Click the Update buttons.
    • Address information will then be updated across all user accounts within your facility.
    • Only those users with Administrator access can update the address information to be used as billing and shipping addresses when purchasing a membership. 
  2. Click Facility Settings to update basic facility settings which will apply across all user accounts. 

facility settings

  • Days before files are automatically deleted - The default for all new accounts is for files to be deleted after 7 days of inactivity.
    • This means that if a file is edited at any point, the time is reset to automatically delete the file. Update this any number of days between 1 and 99.
    • This will apply across all user accounts, for shared and personal files. 
  • Use Facility defined colors - Use this toggle to select whether your team members can use their own custom colors.
    • This applies to all custom color settings in 2D Bay View and 3D Vessel View.
    • If option is set to "no", then only the administrator of the facility will be able to update custom colors for viewing across all user accounts. 
  • Default share files with facility - Use this toggle to select whether all files uploaded should be shared with team members of your facility.
    • If option is set to "yes", then team members will be able to see any file uploaded through your user account by visiting the "Shared With Me" tab under the Upload BAPLIE menu function.
    • If option is set to "no", files uploaded through your user account will not be viewable by other members of your facility unless you share them individually by visiting the "My Files" tab under the Upload BAPLIE menu function.
    • Click here for more information about sharing individual files with your facility. 
  • Default share files with guests - Use this toggle to select whether all files uploaded should be shared with guests.
    • If option is set to "yes", then guests will receive an email each time a file is uploaded and automatically shared with them.
    • If option is set to "no", files uploaded through your user account will not be viewable by designated guests unless you share them individually by visiting the "My Files" tab under the Upload BAPLIE menu function.
    • Click here for more information about sharing individual files with guests. 
  • TEU Calculations - Use this dropdown to select a custom TEU settings to be applied across all user accounts.
  1. Click Update Settings button. Settings will then be updated across all user accounts within your facility.
  • Only those users with Administrator access can update the facility settings. 
  1. Click Custom Logo to update the logo that is displayed in the top left corner of the page. 

custom logo

  • Either drag and drop an image or click the Select button to choose a file from your computer.
    • *Please note that the file must be a .png image smaller than 1200px by 1200px.
  • Once a file has been selected, the screen will automatically update to show the logo in the top left corner of the screen.
  • This will update the logo for all user accounts associated with your facility.
  • You can also remove or change the current logo using the same uploader function. 

uploader

  1. Click Security to update the password requirements for your facility. 

security

  • Update the rules that users need to follow when setting their passwords using the toggles provided next to each requirement option.
  • Settings are automatically updated and will apply across all new user accounts associated with your facility.
  • If settings are updated after a user account has already been created, the user will be prompted to update their password in accordance with the new requirements only if the "User must change password every 30 days" option has been enabled.
  • The prompt to update their password will show once their current password expires. 
  1. Membership  This section allows you to purchase, upgrade, downgrade or renew your facility's membership. 

  2. Click Allowed Domains to update the email domains that can be used to join your facility. 

  • When new users are invited to join your facility, they are confirmed as being members of your facility by creating an account with an allowed email domain, set to your preferences.

allowed domains


 

  • Add New Domain - Enter an email domain in the text box and click Add Domain to add it to the list of allowed domains for new member registrations. 
  • Public Domains - It is not possible for users to join your facility using a public domain, such as a gmail.com email address.
    • Contact Support if you are interested in granting access to public domains for users of your facility. 
  • Alternatively, if a user does not belong to your facility and therefore does not have an allowed domain email address already, you can use public domains for guest accounts (with View Only access).
  • Email Domains - This section shows a list of all currently allowed domains for your facility.
    • As the administrator of the facility, you can remove allowed email domains by clicking the red x next to a domain address.
    • New users will not be able to join your facility if the allowed domain has been removed. 
  1. Click Team Members to invite, view and remove colleagues from your team. 

team members

  • The top section shows the number of users currently associated with your facility.
  • Change the permission levels for users by clicking the dropdown and selecting either:
    • "Administrator" which gives full access to the platform,
    • "View and Edit" which allows users to view and edit BAPLIE files that have been shared with them, or
    • "View Only" which allows users to view only the BAPLIE files that have been shared with them by the facility. 
  • Once users have been added to the facility, additional options will appear to either remove them from the facility or delete their account.
    • Click the red X to remove a user from your facility, or click the red trash icon to delete their account. 

invite users

  • The bottom section allows administrators of the facility to invite new users.
  • Enter an email address (must be one of your allowed domains), select the user permission, and send the invitation.
  • Once the invite has been sent, the email address will be added to the list of users in the top section.
  • You can easily see which users have been invited to your facility and which users have accepted the invite and are now a team member of your facility. 
  1. Click Current Guests to invite, view and remove guests from your team. 

Manage-Facility---Invite-New-Guests.png

  • The top section shows the number of guests currently associated with your facility.
  • All guests are assigned "View Only" permissions which allows users to view only the BAPLIE files that have been shared with them by the facility.
    • They cannot upload their own files, edit shared files, or import files from Excel.
    • They can view the BAPLIE data and download it as needed. 
  • Once guests have been added to the facility, an additional option will appear to remove them from the facility.
    • Click the red X to remove a guest from your facility if needed. 
  • The bottom section allows administrators of the facility to invite new guests and set preferences for notifications and restrictions. 
  • Enter an email address (note that the email cannot be one of your allowed domains) and send the invitation by clicking the Invite button.
  • Once the invite has been sent, the email address will be added to the list of guests in the top section.
  • You can easily see which guests have been invited to your facility and which guests have accepted the invite and are now a team member of your facility.

Manage-Facility----New-Guests-Invited.png