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Configuration

Employee Census by Admin​

The administrator conducts a comprehensive census of all employees. Each employee can be identified as follows:

  • Last Name
  • First Name
  • Work Email
  • Work Phone (optional)
  • Groups (optional, separated by commas). Groups are useful for managing access sharing. Typically, groups like marketing, accounting, sales, management, HR, etc., will share the same resources.
tip

The concept of groups is very flexible. For certain activities, such as communication companies operating on behalf of their clients, one can imagine a group per client to share LinkedIn, Facebook, and other social media connections with a limited list of employees.

An example of a file is as follows

last name;first name;email;phone;groups
Martin;Pierre;p.martin@example.com;0123456789;sales
Dubois;Marie;m.dubois@example.com;9876543210;marketing,HR
Lefevre;Jean;j.lefevre@example.com;;accounting
Durand;Sophie;sophie.durand@example.com;1234567890;management
Petit;Paul;p.petit@example.com;;sales,HR
Thomas;Anne;anne.thomas@example.com;2345678901;accounting
Robert;Julie;julie.robert@example.com;3456789012;sales
Richard;Philippe;philippe.richard@example.com;4567890123;marketing
Moreau;Isabelle;i.moreau@example.com;;accounting
Simon;Christophe;ch.simon@example.com;5678901234;HR
Lefevre;Catherine;c.lefevre@example.com;;management
Leroy;Guillaume;guillaume.leroy@example.com;6789012345;sales
Garcia;Sylvie;s.garcia@example.com;;marketing
Bonnet;Nicolas;nicolas.bonnet@example.com;7890123456;HR
Andre;Valérie;valerie.andre@example.com;8901234567;accounting,management
Mercier;Marie;m.mercier@example.com;;sales
Dupuis;David;d.dupuis@example.com;9012345678;HR
Marchand;Caroline;caroline.marchand@example.com;0123456789;accounting
Dumas;Laure;l.dumas@example.com;;marketing
Girard;Patrick;patrick.girard@example.com;9876543210;management
Roux;Sylvain;sylvain.roux@example.com;2345678901;sales

Inventory of Applications and Web Services to Secure​

Before any implementation, the administrator meticulously identifies the applications and web services requiring securing via SmartLink. This strategic step ensures that only essential and sensitive resources are integrated into the system. Typically, employees use bookmarks saved in their browser and/or a password manager. They can report to the administrator the applications used with the following elements:

  • application name
  • url, for example https://online.application.com)
  • if they log in with a password. If yes, is the password shared within a group or is it used personally. Name the group if applicable

Once the inventory is complete, the consolidated file can be directly integrated into SmartLink.

tip

Do not worry too much about the details, especially about sharing or groups. It will always be possible to refine these settings directly in SmartLink.

An example of a file is as follows

application;URL;password;group
Google Workspace;https://workspace.google.com;Yes;Management
Salesforce;https://www.salesforce.com;Yes;Sales
Microsoft 365;https://www.office.com;Yes;Accounting,HR
Slack;https://slack.com;Yes;Marketing,HR
JIRA;https://www.atlassian.com/software/jira;Yes;Development
Confluence;https://www.atlassian.com/software/confluence;Yes;Development
Zoom;https://zoom.us;Yes;Management, Sales
Dropbox Business;https://www.dropbox.com/business;Yes;Marketing
GitHub;https://github.com;Yes;Development
LinkedIn;https://www.linkedin.com;Yes;Marketing
Facebook;https://www.facebook.com;Yes;Marketing
Twitter;https://twitter.com;No;
Instagram;https://www.instagram.com;No;
Trello;https://trello.com;Yes;Sales
Asana;https://asana.com;Yes;Accounting
Zendesk;https://www.zendesk.com;Yes;Customer Support
WordPress;https://wordpress.com;Yes;Marketing
Google Analytics;https://analytics.google.com;No;
Stripe;https://stripe.com;Yes;Finance
Shopify;https://www.shopify.com;Yes;Sales

Creation of the Administrator Account​

Once the applications are identified and the employees are listed, the administrator proceeds with creating the administrator account for SmartLink. This centralized account will enable efficient management of security policies and access within the company.

Informing Employees​

Employees are proactively informed about the integration of SmartLink and the resulting changes regarding access to applications and services. Clear and detailed communication is essential to ensure a smooth transition and minimize any disruptions in daily operations.

For this purpose, we have

List of Available Resources​

Finally, a comprehensive list of resources available via SmartLink is established and made available to employees. This resource facilitates quick access to crucial information on secured applications and enhances transparency within the company.

By following this methodical process, the company can effectively integrate SmartLink, thereby enhancing data security while optimizing access and user management.