The information provided in this user guide explains the basic principles of the product and shows how to use the system for creating and managing user experiences.
This user guide is intended for "Administrator" users of Simon who:
- Setup and deliver electronic experiences to new users
- Administer new user logins including resetting passwords and forms
- Are required to extract information from the system for record keeping within company systems
- Are required to administer the Simon look and feel for their organisation
This user guide is intended for the "Administrator" user profile within Simon as detailed under User Permissions.
Simon has three types of user permissions:
The "Administrator" user profile is used to administer the Simon application. This user guide is written specifically for the "Administrator" user profile. "Administrator" users have specific permissions that allow them to deliver experiences, provide administration for "Registered Users", extract information from the system and customise the look and feel of Simon.
The "Registered" user profile is typically assigned to a user to deliver their experience via Simon. "Registered" users are considered the end user of the system and have specific access privileges limited to the acceptance of their documents, completion of their forms, acceptance of company checklists and access to "general content" information. Registered users do not have permissions to view information (other than their own) within the system, cannot administer other users and cannot modify content within the application.
"Public" users are users who do not have a recorded profile within the system. The Simon product only has one area that can be accessed by public users, which is the initial login screen at https://<yoursubdomain>.exphub.com.au. Public users do not have any permissions to log in or access any area of the site other than the initial login screen.
The Administrator profile can only be assigned by Simon when requested by an Administrator with Authority within your organisation. To request a new Administrator login to be set up, an Administrator with Authority will need to contact the Simon Help Team on (07) 3910 3775 or email firstname.lastname@example.org.
The Administrator profile is permissioned to set up Registered users through the Create an Employee step.
User Permissions - Menus
Administrator access to menus in the Control Panel can be controlled by User Permissions. Available menus are:
- Employee Administration – Used to create and manage employees, upload Employee Files and deliver experiences.
- Experience Dashboard – Used to track experience completion and delivery status, view experience history, download employee documents such as Forms responses, edit drafts, unlock forms and re-send SMS’.
- Reporting – Used to generate csv export reports from Simon.
- Module Manager – Used to configure the Checklist, General Content and Forms elements.
- Global Site Configuration – Used to configure Notifications, Document Templates, Document Upload Requests, Programs, Export Reports, Custom Fields (including Custom Field Categories), Experience Categories, the SMS Sender name, Password Reset Instructions, Verification Questions and Approval Chains. Also used to access Email Logs.
- Media Manager – Used to configure and view the Image Gallery and the File Gallery (including Library Documents).
- API Console – Used to configure API settings (when applicable).
- Review Experiences - note - this menu item is automatically assigned to any managers who are members of at least one Approval Chain. For more information, please refer to the Approval Chains guide.
For information on which submenus are included in each of these menus, please refer to the User Guides homepage.
If an Administrator is not granted access to a menu item, they will not be able to access or request changes related to any submenu contained within. For example, if an Administrator is not granted access to Employee Administration, they will not be able to create any users or deliver any experiences.
By default, all Administrators will be granted access to all menus. To enable User Permissions for your organisation, an Administrator with Authority within your organisation should e-mail email@example.com for more information.
User Permissions - Branches
In addition to controlling menu access via User Permissions, controls can also be put in place to determine which users an Administrator has access to using branches. Administrators can only create users, deliver experiences and access experience documentation for users who are in a branch they have been granted access to.
Example – Organisation X has branches Brisbane and Adelaide configured in their instance. Administrator A has been granted access to the Brisbane branch. Administrator A will only be able to access the information of and deliver experiences to users who are also in the Brisbane branch. Users who are in the Adelaide branch will not appear in Administrator A’s dashboard.
Important Note 1 - A branch must be selected when creating a new user. Therefore, a "Default" branch will be automatically configured for all organisations.
Important Note 2 - Approval Chain membership overrides branch access during the approval process. For example - Administrator A has access to the Brisbane branch only and is a member of an Approval Chain. An experience for a user in the Adelaide branch is being delivered for approval using this Approval Chain. Administrator A will be able to view the user's experience during the approval process despite not having access to the Adelaide branch. Administrator A will only be able to view the experience when it is their turn to review it. For more information about Approval Chains, please refer to the Approval Chains guide.
To configure branches for your organisation, an Administrator with Authority within your organisation should e-mail firstname.lastname@example.org for more information.
Simon allows organisations to choose what they would like Registered Users to be called throughout the Control Panel. If a specific name is not selected, users will be referred to as an “employee” by default.
For the purposes of these User Guides, menus within Simon reference Registered Users as “employees”. For example – this User Guide refers to “Employee Administration”, however if your organisation has selected a custom reference for Registered Users, your Control Panel will reflect this name instead (e.g. “Specialist Administration”).