ECM Admin Manual

ENTERPRISE CONTENT MANAGEMENT (ECM)
ECM Admin Manual

Quick Win – Division Name
Table of Contents
Objective 01 • Objective of slide pack
• Type of Admin
Type of Admin 02 •
•
What Admin can do or cannot do
ECM Users and Role
Admin Capabilities 03 • Admin abilities and responsibilities
Advance Admin Manual 04 • What Level 3 Admin can do
Appendix 05 • How to add new user to ECM (via mySSC)
2
Objective
The objectives of this slide pack are to:
i. Familiarise ECM Admin Users’
Responsibilities
ii. Familiarise ECM Admin Users with the Admin
related functionalities
iii. Enable ECM Admin Users to confidently use
ECM Admin functions to manage and
maintain the folders and users’ access to the
folders
iv. Serve as training material to train other ECM
Admin users
Table of Contents
• Type of Admin
•
ECM Users and Role
4
Type of Admin
Level 1 Admin Level 2 Admin Level 3 Admin
Admin group / System Department Admin /

Division Admin
Administrator Business Unit Admin
For Level 3 Admin Can be Department Admin or Business Unit Admin, depends
on client requirements and Solution Design Document (SDD)
Level 2 Admin for (Division Name)
Person 1 Person 2 Person 3
Department Name Department Name Department Name

emailperson1@tnb.com.my emailperson2@tnb.com.my emailperson3@tnb.com.my
TNB ID TNB ID TNB ID
1. For example, based on screen capture below, Division Company Secretary is a division within TNB
2. Enterprise level is managed by Level 1 Admin which is defined as Admin Group or System Admin
2 Manage by
Level 1 Admin
3 Manage by Level 2 Admin
3. Division Company Secretary level which is Division level, is managed by Level 2 Admin which defined as Division Admin
4. Division Company Secretary have business unit under its division
5 Manage by Level 3 Admin
5. Business Unit level is managed by Level 3 Admin which can be defined as Business Unit Admin
6. Level 3 Admin can be Department Admin or Business Unit Admin, depends on client requirement and solution design document (SDD)
What Admin Can Do or Cannot Do?
Can Do Cannot Do
Scenario : Scenario :
1) New employee or new joiner in COSEC department 1) Create new user account for new joiner in ECM
2) Employee resigned or employee leave TNB from COSEC user 2) Create new user group in ECM
group 3) Create new folder in Enterprise level
3) Employee move to other Department or Business Unit 4) Cannot remove or delete user from ECM (for retired
employee)
Admin is responsible to manage user and Admin cannot create new user as the new user will
assign them to their given user group need TNB ICT helped in creating users within
OpenText Directory Services
Admin cannot add new user group, this will lead to

Admin is responsible to remove resigned or change on folder integrity and security integrity
retired employee from the assign user group
Admin cannot add new folder in Enterprise level or in

Division level, this will lead to change on folder
Admin is responsible to remove employee that
integrity and security integrity
move to other Department or Business Unit
from the assign user group. If the employee
move to other division, Admin don’t have to
raise ticket to AD team, just remove the user Admin cannot remove user account in ECM as admin
from their current user group. need to inform ECM team to raise ticket to Active
Directory (AD) team to helped in removing the user
account from ECM
ECM Users and Roles
1. A TNB ECM User is created and maintained centrally via TNB User Administration (Active Directory)
• The TNB ECM User ID is created via TNB Active Directory and synchronize to OpenText Directory Server (OTDS)
• Hence creation of ECM users or user password reset, does not fall under ECM (Admin) functionality – IT Support
2. ECM User can be assigned to a Role (Group):
Remove User from Userroup

Assign User to Usergroup
Folder Permission
Edit Permissions
Group Explanation
Delete Versions
Edit Attributes
See Content
Add Items
Reserve
Modify
Delete
See
Viewer Viewer of this folder/documents, can only view/download Y Y N N N N N N N N N N
Contributor Contributor of this folder/documents, can make changes but unable to perform deletion Y Y Y Y Y Y N N N N N N
Owner Owner of this folder/documents, can do everything except grant permission to others Y Y Y Y Y Y Y Y N N N N
Level 1 Admin Admin group or system admin for Enterprise level Y Y Y Y Y Y Y Y Y Y Y Y
Level 2 Admin Admin that manage the division (For example: P&SC, Group Finance, COSEC) Y Y Y Y Y Y Y Y Y Y Y Y
Level 3 Admin Can be Department admin or Business Unit admin (depends SDD), only manage folder permission Y Y Y Y Y Y Y Y Y N N Y
Table of Contents
• Type of Admin
•
ECM Users and Role
11
Admin 3.1 Adding a Usergroup
Capabilities 3.2 Edit or rename the Usergroup
3.3 Assigning User to Usergroup

Role Capabilities
Level 1 Admin Yes

3.4 Assigning Permission to Usergroup
Level 2 Admin No
Level 3 Admin No 3.5 User Maintenance – Add, Delete User in the Usergroup
3.6 User Maintenance – Assigning or revoke permission of a user
3.7 How to move a user from one group to another
3.8 How to restored the Delete File / Folder
12
3.1 Adding a Usergroup
1. Go to top right profile icon and switch the Smart UI to Classic UI

2. Click on Enterprise drop-down and click User & Group
13
3. Hover to “Add Item” drop-down

4. Click on Group option to create usergroup
14
5. Type the usergroup name in the Group Name box

6. Click Submit button to create new usergroup in ECM
5
6
Note: Usergroup in ECM only can be created by Level 1 Admin (Admin Group / System Administrator). Level 1 Admin not allowed to add new usergroup in
ECM without approval of head division
15

Role Capabilities
Level 1 Admin Yes

Level 2 Admin Yes
16
3.2 Edit or rename the Usergroup

17
3. Find by sorting “Group Name: Usergroup that admin want to rename” (For example: ECM)
4. Click on Edit actions next to right of the usergroup
18
5. Click on Edit Group Name option in Modify Group panel

6. Rename the usergroup
7. Click Submit button to save changes
6
5
7
Implementation Note: Level 1 and Level 2 Admin SHOULD NOT change or rename any usergroup name in ECM as this will lead to change on folder
integrity and security integrity
19

Role Capabilities
Level 1 Admin Yes

Level 2 Admin Yes
20
3.3 Assigning User to the Usergroup

21
3. Find by sorting “Find: Group Name” that starts with (for example COSEC_Administrator) and select group by click the Edit button
4. To assign new members to the group, find by sorting as “Find: User Log-in” and insert TNB Staff ID to the COSEC_Administrator
group (For example: 80001049)
22
5. Mark the checkbox “Add to group” and click

Submit button to add user to the user group
COSEC_Administrator
6. Name should be appeared below Current Group
Members
5
7. This step also applicable if

Admin going to assign the new
joiner by using Employee ID
(User Log-in), User First Name,
User Last Name and Employee
E-mail
23

Role Capabilities
Level 1 Admin Yes

Level 2 Admin Yes
24
3.4 Assigning Permission to the Usergroup

2. Go to the folder that want to give the permission to end user (As per example is Enterprise > TEST)
3. Click on Modified in order to sort the latest created file
4. Right click the function menu ( ) next to the Test Test file and click “Permission” on the drop-down list
25
5. Click the “Grant Access” icon next to the Assigned Access

6. Add group to the permissions, find sorting as “Find: Group Name” and click Find button. The result as per example below
26
7. Tick the “Grant Access” checkbox for the groups Admin wish to grant access, then click the Submit button (For example: ECM Admin)
27
8. Admin can give permission (Viewer, Contributor, Owner or Administrator) to the group by click the checkbox in Edit Group Permission
and click Update button to save
9. By click the Update button, the group name should be appeared under Assigned Access box as per below
10. Click Done button to save
10
28

Role Capabilities
Level 1 Admin Yes

Level 2 Admin Yes
Level 3 Admin Can be Yes and No 3.5 User Maintenance – Add, Delete User in the Usergroup
29
3.5 User Maintenance – Add, Delete User in the Usergroup
1. Admin responsible to add new user or new joiner and assigned them to the user group
2. In Classic UI, hover to Enterprise and click Users & Group
30
3. Find by sorting “Find: Group Name” that starts with (for example Cosec_ULP_Owner1) and select group by click the Edit button
3
4. To assign new joiner to the group, find by sorting as “Find: User Log-in” and insert TNB Staff ID to the Cosec_ULP_Owner1 group (For
example: 80001049). Mark the checkbox “Add to group” and click Submit button to add user
31
5. To delete user from the user group, find by sorting “Find: User Log-in” (for example: 80001049) and select Groups to view the
group that assign to the user
32
6. Hover to the group that want to be deleted and select the user group by click the Edit button (for example: Cosec_ULP_Owner1)
33
7. Select on the user to be deleted by click on their name

8. Click Remove From Group button and user will be removed from Cosec_ULP_Owner1 group
34

Role Capabilities
Level 1 Admin Yes

Level 2 Admin Yes
Level 3 Admin Can be Yes or No 3.5 User Maintenance – Add, Delete User in the Usergroup
35
Situation 1: Level 1 and Level 2 Admin remove user from usergroup, so he/she did not get access to the folder
1. Level 1 and Level 2 Admin can assign user to their assigned usergroup, so the user get access to the folder (refer 3.0 Admin
Capabilities (3.3 Assigning User to Usergroup ) slide)
2. To revoke permission of a user, admin can remove the user from the group that he/she should not be in (refer 3.0 Admin Capabilities
(3.5 User Maintenance – Add, Delete User in the Usergroup) slide)
3. Once removed, user cannot access the file / folder anymore
4. In current ECM implementation, Level 3 Admin cannot assign or revoke permission of a user
5. However, they can have this access with head division approval
6. Level 1 Admin need to assign permission for Level 3 Admin for them able to assign or revoke permission of a user within their
department or business unit only
36
Situation 2: Level 1 and Level 2 Admin remove usergroup from folder permission
1. Level 1 and Level 2 Admin remove usergroup from the folder permission, so the whole group did not get access to the folder
2. Open any folder where the permission of the usergroup need to be removed (for example: ALLO TECHNOLOGY SDN. BHD.)
37
3. Click Permission option
38
4. Click which usergroup

Admin want to remove
from the folder permission
5. This can apply to “This
Item”, “Sub-Item” and “This
Item & Sub-Item”
6. If admin choose “This Item”
option, only permission in
Allo Technology folder level
will be removed, if “Sub-
Item” option, permission in 4 5
Sub-Item of Allo
Technology folder level will
be removed
7. Click Remove button to
7
removed the permission
from the folder
39

Role Capabilities
Level 1 Admin Yes

Level 2 Admin Yes
Level 3 Admin Can be Yes or No 3.5 User Maintenance – Add, Delete User in the Usergroup
40
Situation: Employee move from a business unit to another business unit within COSEC
1. In this situation, there is no need to delete user in ECM as the Level 1 or Level 2 Admin can manually removed them from their old
usergroup
2. May refer 3.0 Admin Capabilities (3.5 User Maintenance – Add, Delete User in the Usergroup) slide on how to remove user from
usergroup or refer to next slide 42
3. Level 1 or Level 2 Admin then need to add the user to the new assigned usergroup manually
4. After user has been removed from the old usergroup, they may not have access to the old folder of the department / business unit
5. This is because of the permission of the folder structure that has been setup
6. In current COSEC implementation, Level 3 Admin cannot move user from one group to another group
7. However, they only can add or remove user within their department or business unit only with approval from head division
8. Level 1 Admin need to assign permission for Level 3 Admin for them able to add or remove user within their department or business
unit only
41
9. Select on the user to be deleted by click on their name

10. Click Remove From Group button and user will be removed from the usergroup (for example: Cosec_ULP_Owner1 group)
10
42

Role Capabilities
Level 1 Admin Yes

Level 2 Admin Yes
Level 3 Admin Yes (Under condition) 3.5 User Maintenance – Add, Delete User in the Usergroup
43
3.8 How to restored the Deleted File / Folder
1. Admin can restore any file deleted by user.

2. Switch to Classic View and click Tools drop down, choose Recycle Bin
44
3.8 How to restored the Deleted File / Folder
4 3
3. Admin can retrieve deleted file which delete by user or admin him/herself by mark on any file and click Restore button
4. Admin can see what other admin delete today and previously and retrieve the file (if needed)
5. Level 1 and Level 2 Admin can restore deleted file or folder
6. Level 3 Admin can only see deleted file or folder within department or business unit only
45
Table of Contents
• Type of Admin
•
ECM Users and Role
46
Advance Admin Manual – What Level 3 Admin can do
ECM Implementation Note: For division which assign the Division Admin (Level 2 Admin) as usergroup leader for all department / business unit, only
member of the usergroup responsible to manage all COSEC Users in ECM include add user, remove user and assign permission
1. By following the solution design document for the Division, Level

3 Admin is not able to manage user in ECM.
2. However, they CAN HAVE this access in other to easily manage
their department or business unit in ECM.
3. Level 3 Admin responsible ONLY to manage folder permission.
Level 3 Admin 4. They can have access to add and remove user within department
or business unit for them to easily manage the users
Department Admin /
5. Level 1 Admin responsible to give access to Level 3 Admin for
Business Unit Admin
them to add or remove user from their department or business
unit (after approval of Head Division)
Table of Contents
• Type of Admin
•
ECM Users and Role
48
ECM Implementation Note
Level 2 Admin should not be able to create new user account for new
joiner in TNB as the new joiner or new employee need to request from
mySCC via myssc.tnb.com.my.
Level 2 Admin need to inform the ECM team to check whether the new
user exist in OpenText Directory Service (OTDS), else need to request to
TNB Active Directory (AD) team to synchronize user account with ECM.
ECM team will notify user through email or mySSC after the user
account has synchronized with ECM and request confirmation from user
to access ECM system.
49
How to add new user to ECM (via mySSC)
1. TNB user request from mySSC for ECM new joiner via mySSC portal → myssc.tnb.com.my
2. On left pane on mySSC portal, select “Permasalahan/Pertanyaan”
3. Then, choose “Get Help From ICT”
3
2
50
4. In drop down menu, select “Application Services”

5. Choose ECM – Enterprise Content Management for Service Offering
6. Write down the Issue Summary (For example: Request access to ECM for New Joiner)
6
51
7. Provide detailed description as per shown template.

8. Fill in the specific work area located field.
9. Proceed by click button Submit Request.
9
52
THANK YOU
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ENTERPRISE CONTENT MANAGEMENT (ECM)

ECM Admin Manual

Objective 01 • Objective of slide pack

Admin Capabilities 03 • Admin abilities and responsibilities

Advance Admin Manual 04 • What Level 3 Admin can do

Appendix 05 • How to add new user to ECM (via mySSC)

Objective 01 • Objective of slide pack

Admin Capabilities 03 • Admin abilities and responsibilities

Advance Admin Manual 04 • What Level 3 Admin can do

Appendix 05 • How to add new user to ECM (via mySSC)

Level 1 Admin Level 2 Admin Level 3 Admin

Admin group / System Department Admin /

Person 1 Person 2 Person 3

Department Name Department Name Department Name

3 Manage by Level 2 Admin

Admin cannot add new user group, this will lead to

Admin cannot add new folder in Enterprise level or in

Remove User from Userroup

Objective 01 • Objective of slide pack

Admin Capabilities 03 • Admin abilities and responsibilities

Advance Admin Manual 04 • What Level 3 Admin can do

Appendix 05 • How to add new user to ECM (via mySSC)

Capabilities 3.2 Edit or rename the Usergroup

3.3 Assigning User to Usergroup

Level 1 Admin Yes

3.6 User Maintenance – Assigning or revoke permission of a user

3.7 How to move a user from one group to another

3.8 How to restored the Delete File / Folder

1. Go to top right profile icon and switch the Smart UI to Classic UI

3. Hover to “Add Item” drop-down

5. Type the usergroup name in the Group Name box

Capabilities 3.2 Edit or rename the Usergroup

3.3 Assigning User to Usergroup

Level 1 Admin Yes

3.6 User Maintenance – Assigning or revoke permission of a user

3.7 How to move a user from one group to another

3.8 How to restored the Delete File / Folder

1. Go to top right profile icon and switch the Smart UI to Classic UI

5. Click on Edit Group Name option in Modify Group panel

Capabilities 3.2 Edit or rename the Usergroup

3.3 Assigning User to Usergroup

Level 1 Admin Yes

3.6 User Maintenance – Assigning or revoke permission of a user

3.7 How to move a user from one group to another

3.8 How to restored the Delete File / Folder

1. Go to top right profile icon and switch the Smart UI to Classic UI

5. Mark the checkbox “Add to group” and click

7. This step also applicable if

Capabilities 3.2 Edit or rename the Usergroup

3.3 Assigning User to Usergroup

Level 1 Admin Yes

3.6 User Maintenance – Assigning or revoke permission of a user

3.7 How to move a user from one group to another

3.8 How to restored the Delete File / Folder

1. Go to top right profile icon and switch the Smart UI to Classic UI

5. Click the “Grant Access” icon next to the Assigned Access

Capabilities 3.2 Edit or rename the Usergroup

3.3 Assigning User to Usergroup

Level 1 Admin Yes

3.6 User Maintenance – Assigning or revoke permission of a user

3.7 How to move a user from one group to another

3.8 How to restored the Delete File / Folder

7. Select on the user to be deleted by click on their name

Capabilities 3.2 Edit or rename the Usergroup