Policies User Guide

Introduction

A policy, sometimes referred to as an "access policy", determines the policy and principles that an organization and its users need to meet to gain access to a Room and any assets contained within it.

At this time policies are somewhat limited but conceptually they let you remind users of the rules they need to follow in order to work in the Room and gain access to your resources.

Policies are owned by an organization. When an organization invites another organization to access a Room, it assigns a policy for that organization under which access to the Room is authorized. Different access policies may be specified for each organization invited to a Room.

All users of the Room will have to accept the policy assigned to their organization before accessing the Room. If the policy is changed, or a new policy is assigned for the organization, they will again be asked to accept the policy.

Policy components

A policy has two components.

  • A compliance statement.
  • Access requirements.

The compliance statement describes the intent of the policy. For example: "This policy restricts access to the Room to citizens of Canada."

The access requirements let you specify rules that are enforced by the Tehama platform and must be met by users of the organization to which the policy is assigned in order for them to work in the Room.

  • Citizenship: Lets you specify through inclusion or exclusion any restrictions on the citizenship of members of the Room. Citizenship is matched against the "Country of Citizenship" field in the user profile of the member.

  • Location: Lets you specify through inclusion or exclusion any restrictions on the location of members of the Room. Location is matched against the "Country"/"Location" field in the user profile of the member.

Policy states

A policy has two states:

  • Draft
  • Published

When you first create the policy it is in a draft state. It will remain in a draft state until you publish it.

NOTE: Only the published version of the policy can be applied to Rooms.

Once a policy has been published you can edit it to create a new draft version. The new version will not be applied to Rooms until it has been published (superseding the previously published version).

The PUBLISH functionality provides you with the ability to safely edit the policy without impacting any current Rooms where the policy has already been applied.


View a policy defined in your organization

Only the Admin user and Org Managers of an organization can view the policies defined and managed by the organization.

The list of policies created by your organization is available in the Tehama Web UI. The Admin user and Org Managers of your organization can view policies from the organization's POLICIES page under the SETTINGS page.

To view the list of policies defined in your organization:

  1. Log in to the Tehama Web UI.
  2. Click on the SETTINGS tab in the navigation bar.
  3. Click on the POLICIES sidebar item. You will see a list of all the policies defined for your organization.

Each entry contains the name of the policy and the number of Rooms in which it is currently assigned to at least one organization.

To view a policy defined in your organization:

  1. Log in to the Tehama Web UI.
  2. Click on the SETTINGS tab in the navigation bar.
  3. Click on the POLICIES sidebar item. You will see a list of all the policies defined for your organization.
  4. Click on the name of the policy in the list of policies. You will see the viewing page for that policy.

The viewing page for a policy contains three sub pages:

  • Click on the COMPLIANCE header item to go to the compliance page. This shows the policy's compliance statement.

  • Click on the ACCESS header item to go to the access page. This shows the policy's access requirements.

  • Click on the REFERENCE header item to go to the reference page. This shows the list of Rooms in which the policy is currently assigned to at least one organization. (You can also access this page directly from the entry for the policy in the list of policies by clicking on the number of Rooms in the entry.)

Create a policy

Only the Admin user and Org Managers in an organization can create policies for the organization.

  1. Log in to the Tehama Web UI.
  2. Click on the SETTINGS tab in the navigation bar.
  3. Click on the POLICIES sidebar item. You will see a list of all the policies defined for your organization.
  4. Click on the NEW button in the top right corner of the page. You will see the CREATE NEW POLICY dialog.
  5. Enter a name for the policy in the dialog.
  6. Click CREATE NEW POLICY in the dialog. You will be directed to the policy editor.

    Your new policy will be in the 'Draft' state. It will remain in this state until you explicitly publish it.

  7. Click on the COMPLIANCE header item to go to that page in the policy editor.
  8. Write the draft for your policy's compliance statement in this page.
  9. Click on the ACCESS header item to go to that page in the policy editor.
  10. Enter the criteria for access in this page. (Citizenship and Location.)

    You can go back and forth between the COMPLIANCE page and the ACCESS page until you are happy with the draft of your new policy.

  11. Click PUBLISH in the top right corner of the page to publish your new policy.

Edit a policy

Only the Admin user and Org Managers in an organization can edit policies for the organization.

  1. Log in to the Tehama Web UI.
  2. Click on the SETTINGS tab in the navigation bar.
  3. Click on the POLICIES sidebar item. You will see a list of all the policies defined for your organization.
  4. Click on the name of the policy in the list of policies. You will see the viewing page for that policy.
  5. Click on the EDIT button in the top right corner of the page. You will be directed to the policy editor.

    If a draft version of the policy already exists, that draft version of the policy is what you will be editing in the policy editor.

    If there is no draft version of the policy, a new draft version of your policy will be created and that is what you will be editing in the policy editor.

    The published version of the policy will continue to be the version used by the Rooms in which it is assigned until you publish this draft.

  6. Click on the COMPLIANCE header item to go to that page in the policy editor.
  7. Write the draft for your policy's compliance statement in this page.
  8. Click on the ACCESS header item to go to that page in the policy editor.
  9. Enter the criteria for access in this page. (Citizenship and Location.)

    You can go back and forth between the COMPLIANCE page and the ACCESS page until you are happy with this draft of your policy.

  10. You now have three choices:
    • (a) Click PUBLISH in the top right corner of the page to publish this new version of your policy, (superseding the previously published version).
    • (b) Click BACK also found in the top right corner of the page to delete the draft version of your policy.
    • (c) Click on the POLICIES part of the name breadcrumb at the top of the page to exit the policy editor while keeping the draft version of the policy, so you, or someone else in your organization, can continue editing it later.

Edit policy name:
While you are in the policy editor, you can also opt to edit the name of your policy in the breadcrumb at the top of the policy editor. Publishing the draft version of the policy will save the name change. BEWARE that clicking the ENTER key on your keyboard in the breadcrumb field will also save the name change.


Delete a policy

Only the Admin user and Org Managers in an organization can delete policies from the organization.

  1. Log in to the Tehama Web UI.
  2. Click on the SETTINGS tab in the navigation bar.
  3. Click on the POLICIES sidebar item. You will see a list of all the policies defined for your organization.
  4. Locate the entry of the policy to be deleted in the list.
  5. Select the entry by clicking on the checkbox to the left of the entry.
  6. Click the trash can icon trash can icon found at the bottom of the page. You will see the DELETE POLICY dialog.
  7. Click DELETE.

View the policy assigned to your organization in a Room

The Admin user, the Org Managers and all Room members from an organization in a Room can view the policy that has been set for the organization.

View the name of the policy that the connected organization has set for your organization as follows:

  1. Log in to the Tehama Web UI.
  2. Click on the ROOMS tab.
  3. Click on the name of the Room you want to access. You will see the Room's interface. The tab you will see depends on the role you have within your organization.
  4. Click on the MEMBERS tab.
  5. Locate your organization name. The name of the policy will be visible adjacent to your organization name.

As a Room member, view the compliance statement and other details of the policy that the connected organization has set for your organization as follows:

  1. Log in to the Tehama Web UI.
  2. Click on the ROOMS tab.
  3. Click on the name of the Room you want to access. You will see the Room's interface. The tab you will see depends on the role you have within your organization.
  4. Click on the POLICY tab. You will see the name of the policy assigned to your room and its compliance statement. (You will automatically be directed to this tab to accept the policy, if you have not already done so, when you first attempt to access the Room after the policy has been assigned or changed.)
  5. If you are the Admin user or an Org Manager of the Room's connected organization and also a Room member:
    • Click on the policy name to be redirected to a view the policy itself under the organization's SETTINGS page. (This is a shortcut for the steps outlined in the View a policy defined in your organization section.)

Assign/change a policy assigned to an organization in a Room

Only the Admin user and Org Managers and Room Managers (who are members of the Room) in a Room's connected organization (owner+connected or connected-only) can assign/change the policy for an organization in the Room (including their own).

  1. Log in to the Tehama Web UI.
  2. Click on the ROOMS tab.
  3. Click on the name of the Room you want to access. You will see the Room's interface. The tab you will see depends on the role you have within your organization.
  4. Click on the MEMBERS tab.
  5. Locate the organization name. The policy will be visible adjacent to the organization name.
  6. Click on the policy name. You will see the ASSIGN POLICY dialog.
  7. Select the policy you want.

    View the policies you can choose from under your organization's POLICIES tab. (See the 'View a policy defined in your organization' section above.)

    If you want to remove a policy, select the 'No policy' option.

  8. Click ASSIGN.