Manage Tenants

The superuser for in-house customers can add new tenants to your  server using the Manage Tenants page.

• Click  to add a new tenant.
• Click to display the Manage Tenant page. You use the links on this page to edit the tenant information and manage the tenant's roles, users, form and control categories, and production forms.
• Click to edit the tenant information. This link displays the same page as the Edit Tenant link on the Manage Tenant page.
• Click to make a copy of the tenant.
• Click to remove the tenant from the server.

Add Tenant

The superuser for in-house customers can use the Tenant page to add a new  tenant . We recommend using lower case for the tenant name as the tenant name becomes part of your user's login names which are case sensitive.

To display the Tenant page, 

• Login as the superuser admin. Enter admin@d as the userID and admin as the password (if you did not change it). Click Manage Tenants. 
  
  
  
  
• Click  the plus icon to add a new tenant. 
• Fill in the fields with the information for your new tenant.
• Click the Submit button to save.

Here is a brief explanation of the fields:

• Are you creating a tenant for Confluence? - Check this if you are planning on integrating with Confluence. If checked, the Security Manager Class field displays the Delegating Security Manager. This is the Security Manager needed for Confluence. If unchecked, the Default Security Manager will be used. 

• If you are not using Confluence, select a Security Manager Option from the following choices: 

  

  1. Frevvo Default Security Manager (FSM) -  is responsible for authentication/authorization and managing users/roles. This is the default option. Your tenant will be created with this security manager if no other choice is selected. 
  2. LDAP Active Directory Security Manager (LDAPSM) - The user is authenticated outside . Typically, SSO or  performs the authentication using LDAP directly.
  3. SAML Security Manager - This security manager allows the  exchange of authentication and authorization data between an identity provider of your choice (ex:Shiboleth) and a service provider (frevvo). SSO is supported. Although this security manager can be used on-premise it is primarily meant for cloud tenants who use LDAP but do not want to expose it over the internet.
  4. Azure SAML Security Manager - Allows the on-premises AD to be exposed to the cloud via synchronization with Azure AD. Uses the graph API to access users and groups from AD. SAML is used for authentication only, providing single sign on.
  5. DB Container Security Manager (DBCSM) - Authentication is the container's responsibility, but  provides a database interface to fetch users/roles for design time functionality from an external database.   
  6. LDAP Container Security Manager (LDAPCSM) - This is exactly the same as the DB Container Security Manager using LDAP/Active Directory instead of a database. Authentication is the container's responsibility. 
  7. Custom - (CSM) - Container managed security manager used when there is a requirement for a container to handle authentication.

• Tenant ID - Enter the tenant Id in this field - The tenant id can contain characters, numbers, dot(.), hyphen (-) and the underscore. It cannot start with a number. A common practice is to use your domain name for the tenant id.

• Tenant Name - Enter the name of the new tenant.
• Tenant Description - Enter a description for the new tenant.
• Max Concurrent Users - Leave this field blank if you do not want to set a maximum number of concurrent users. Concurrent Users are users that are logged into  simultaneously.
• Admin User Id - This is the tenant admin id. It can contain characters, numbers and the underscore. It cannot start with a number. The maximum length is 16 characters.
• Admin User Password - This is the tenant admin password. Notice the text will appear as bullets as you type.
• Reenter the Admin User Password - Reenter  the tenant admin password.  will display an error message, "Invalid Value" if what you type in this field does not match the contents of the Admin User Password field.

Set Up the Business Calendar for your tenant

The superuser or tenant admin can set up the Business Calendar for your tenant.  will then use the calendar information when calculating an escalation deadline for workflow steps and to determine the date/time for notification/reassign emails if they are configured. A tenant can only have one Business Calendar.

In the Business Calendar section of the Add/Edit Tenant screen:

1. Select the timezone for your tenant from the dropdown.
2. Specify the working hours by entering a value in the Day Starts At and Day Ends At fields. The start and end hours are based on a 24 hr clock. Valid values are 0 - 23. 
3. Check the weekend days for your tenant.
4. List the company holidays for the current year. You can specify holidays for future years as well.

The Business Calendar makes it very simple to configure workflow escalations based on a 5 - day work week.  Once the calendar is set up, simply check the Business Calendar checkbox on the escalation condition in your workflow.

It is no longer necessary to use a rule to Calculate a Date based on a five day work week.

Configure HTTP Authorization Credentials

Live forms offers a user interface to specify credentials to external secure web services that are accessed by the forms/flows in your tenant.  For example, if you have a rule that connects to a web service or a Form/Doc action that posts to a web service that is not publicly accessible, credentials can be configured for the services in each of your tenants.

The specification of http credentials for in-house customers was previously supported globally and configured in the httpclient-auth.properties file. This method is no longer used.  In-house customers using this file for HTTP authentication should read the Migration Considerations before upgrading to Live Forms v6.3.

To configure http security credentials at the tenant level, follow these steps:

1. The Http Auth Credentials section is at the bottom of the Edit/Add tenant screens and is initially collapsed. Click the  icon to expand it.
2. Enter the scheme from the dropdown. The admin may enter multiple credentials by clicking the icon. Each should be for a unique scheme/host/port/realm. The supported options are:

   1. Basic - a common HTTP Authentication protocol that  assumes that client credentials consist of a username and a password where the latter is a secret known only to you and the server

   2. NTLM - a Windows network authentication protocol that allows a client to prove its identity without sending a password to the server.

3. Scheme, host, user name and password are required.

4. Port is optional and may be left blank. Either blank or -1 equates to any port and the system will alter blank to be -1.

5. All fields are specified in plain text and not encoded in any way.

6. Domain is only generally used for NTLM.

1. Log into your LDAP Server and add a new group, frevvo.TenantAdmin (case sensitive)
   

2. Assign the frevvo.TenantAdmin group to one or more users to give them the privileges of a tenant admin. 

   There are four special roles in : frevvo.TenantAdmin, frevvo.Designer, frevvo.Publisher, frevvo.ReadOnly, that must be specified on your LDAP/AD Server if you have users that will be assigned these roles. The group names must be frevvo.TenantAdmin, frevvo.Designer, frevvo.Publisher, frevvo.ReadOnly . Upper/lower case may be a factor for Open LDAP systems. 

3. In-house customers:
   1. Login to  as an  administrator (user:admin and password:admin if you have not changed it)
   2. Click on Manage and then Manage Tenants
   3. You will see a page where the current tenants are listed. If this is a new installation you will only see the default tenant d
   4. Click on the  plus icon to add a new tenant.
   5. Configure the new tenant:
      1.  Choose LDAP/Active Directory Security Manager.from the Security Manager Class drop down.
         
         
         
         

      2. Enter your LDAP Configuration Properties. Alternatively, you can start off from one of the sample configurations and provide only the key information listed above. See below for information on the TLS checkbox.

         The Name/value table highlighted in the image allows you to configure up to 10 additional LDAP properties. See this website for a complete list of all available LDAP properties. For example, you can configure to ignore or follow referrals.

         Setting the java.naming.referral property to a value of "ignore" in the Name/Value table configures Consult your LDAP Administrator for the details.You will have to set the ‘java.naming.referral’ property to value ‘ignore’ in the Name/Value table of your Edit Tenant page.

      3. Enter a tenant id, a tenant name and description.
      4. The Max Concurrent Users is the maximum allowed by your license or less.
      5. Specify the LDAP User ID that will have the tenant admin permission. 
      6. Click Submit. You will see your new tenant in the tenant list if the connection to your LDAP server is successful.
         
         
4. Cloud customers:

1. 1. Contact frevvo to create an LDAP/Active Directory tenant. Login with the id and password information provided by frevvo.
   2. Click on the Edit tenant link
      
   3. Edit the LDAP Configuration Properties. Replace the default values with values for your LDAP server.
   4. Click Submit. 

 

It is recommended that you check the Ignore Case checkbox when configuring LDAP. Refer to Mixed or Upper case User Names topic for more details.

 

Clicking the submit button tests the connection. Any errors are displayed at the top of the form. Here is an example of an error when there is a typo in the LDAP server name:

 

Here is another example if the connection password is incorrect:

Check if the configuration is correct

Here are some quick tests to check if the LDAP configuration is correct:

1. Login as the  tenant admin for the LDAP tenant.
2. Click on the Manage Users link.
3. Click All. You should see a list of LDAP users which were assigned one of these roles on the LDAP server: frevvo.TenantAdmin, frevvo.Designer, frevvo.Publisher, frevvo.ReadOnly
4. Now, click Back To Manage Tenant.
5. Click Manage Roles. You should see a list of groups from your LDAP server.
6. Log out from  (you should be currently logged in as the tenantadmin)
7. Try to login with the user name and password of a user in LDAP. You need to specify the proper tenant when logging in. For instance, if john is a valid LDAP user and the name of the LDAP tenant is MYLDAP, you should log in as john@MYLDAP. The password would be john's password in LDAP.

Since you are using LDAP to define users and roles (i.e., groups), you do not see an Add User icon or Add Role icon on the Manage Users or Manage Roles pages.

Secure LDAP Configuration

will be connecting to your LDAP server over the network. Here are two methods to secure the LDAP connection:

1. Simple authentication over SSL - To enable SSL use the ldaps scheme in your LDAP tenant configuration in place of ldap and use port 636.  This is supported by older LDAP products such as AD 2000. It is important that the hostname in the certificate matches the hostname in your ldaps url.
2. Simple or external SASL authentication over TLS (Transport Layer Security) - To enable this method check the TLS checkbox in your LDAP tenant configuration. TLS is used by the LDAP v3 standard in products such as AD 2003 and above. TLS uses the standard LDAP port 389.  

When using either of these two methods, the recommended approach is to use a CA signed certificate. If you do not have a CA signed certificate then you can use a self-signed certificate.

Finally you need to install your signed or self-signed certificate. You can import the certificate into a keystore that  can access and trust. Follow the instructions for your keystore. If  is installed in a tomcat server, the tomcat keystore can be used. Refer to this Apache Tomcat website for instructions .

External SASL and pooling are currently not supported. This is planned for a later release. 

LDAP Configuration Properties

These are the properties used to configure the LDAP/Active Directory security manager. The properties in bold are required.

Property	Description
Connection URL	ldap server url
Connection User	User to connect to LDAP. This user must have the proper permissions to read and run queries in the ldap server. If using Active Directory, it is common to specify the domain. For instance, TEST\Administrator refers to the user Administrator in the TEST domain.
Connection Password	Password for the user defined in com.frevvo.security.ldap.connection.name.
Users Base	Searches for users will start from the ldap node specified by this property.If the value is empty the searches will start from the root domain.
Groups Base	Searches for the groups will start from the ldap node specified by this property. If the value is empty, searches will start from the root domain
UserId Display	User attribute that will be visible in frevvo. This is what will be displayed in the list of users a tenant admin sees and has to be unique in the server. Another restriction is that the values for the attribute configured here cannot have spaces. For instance, don't configure CN as the value since it can contain spaces in most systems.
GroupId Display	Group attribute that will be visible in frevvo. This is, for instance, what will be displayed in the list of groups a tenant admin sees or the groups used in workflows. This attribute has to be unique in the server.
Notify checkbox	Notifications are emails sent by frevvo to workflows participants. If checked, notifications will be sent.
All Groups Filter	The expected value is an LDAP filter expression. The expression should return the groups that will be available to be used in frevvo workflows. com.frevvo.security.ldap.groupIdDisplayAttribute
All Users Filter	The expected value is an LDAP filter expression. The expression should return the users that will be available to be used in frevvo work flows and authentication. com.frevvo.security.ldap.groupIdDisplayAttribute
User Member Of	Attribute on a user object storing the groups the user is a member of.
Group Member	Attribute on a group object storing the users that are a member of this group.
First Name	Name of the user ''first name'' attribute
Last Name	Name of the user ''last name'' attribute.
Email	Name of the user ''email'' attribute in the LDAP server. This value can be used in a rule is used in email notifications
Manager	Attribute on a user object storing the DN of the user’s manager. This value can be retrieved in a rule or used in flow navigation using the subject.reports.to data available in .
Ignore Case checkbox	If checked,  ignores the case stored in LDAP systems, primarily for the purpose of determining roles.
Custom	This is a a comma separated list of attribute names to be retrieved from the LDAP Server.
TLS	This enables simple authentication over TLS. If checked, a trusted certificate for the LDAP server is required.

Sample Configurations

Property	Active Directory Sample Configuration	OpenLDAP Sample Configuration
Connection URL	ldap://[your server]:[port, typically the default is 389 ]	ldap://[your server]:[port, typically the default is 389 ]
Connection User	[user name]	cn=admin,dc=test,dc=frevvo,dc=com
Connection Password	[user password]	[user password]
Users Base	CN=Users,DC=test,DC=windows,DC=frevvo,DC=com	DC=test,DC=frevvo,DC=com
Groups Base	CN=Users,DC=test,DC=windows,DC=frevvo,DC=com	DC=test,DC=frevvo,DC=com
UserId Display	sAMAccountName	uid
GroupId Display	sAMAccountName	entryDN
Notify checkbox	Check the Notifications checkbox
All Groups Filter	(objectClass=group)	( | (objectClass=groupOfUniqueNames)(objectClass=organizationalRole))
All Users Filter	(objectClass=user)	(objectClass=person)
Group Member	member	uniqueMember
User Member Of	memberOf	" "
First Name	givenName	cn
Last Name	sn	sn
Email	mail	mail
Manager	manager	manager
Ignore Cas	Check the Ignore Case checkbox	Check the Ignore Case checkbox
Custom	carLicense, employeeName	carLicense
TLS	Check to secure the connection using TLS	Check to secure the connection using TLS

Refer to this documentation for more information and here for some troubleshooting tips. 

Configuring the LDAP Container Security Manager

There are some configuration items that must be performed before creating a tenant using the LDAPContainer Security Manager. Once the prerequisites have been completed, adding a tenant that uses the LDAP Container Security Manager is exactly the same as configuring a tenant using the LDAP/Active Directory Security Manager. Please follow the steps listed here.

Refer to the Configuring the LDAP Container Security Manager topic for the instructions.

Configuring the SAML Security Manager

Creating/editing the SAML tenant is performed by the superuser (on-premise) or the tenant admin (cloud). Refer to the SAML Security Manager topic for the details.

Configuring the Azure SAML Security Manager

Creating/editing the SAML tenant is performed by the superuser (on-premise) or the tenant admin (cloud). Refer to Configuring the Azure SAML Security Manager for the details.

Configuring the Database Container security Manager

The Database Container Security Manager should be selected when authentication is the container's responsibility and you want to use the   database interface to fetch users/roles for design time functionality from an external database.  Click here for the configuration details.

Edit Tenant

A tenant admin or a superuser admin can use the Tenant page to configure or edit information about a tenant. 

To display the Tenant page:

• If logged in as a tenant admin click Edit Tenant.
• If logged in as a superuser admin click Manage Tenants  and then click for the tenant you want to edit.

Note that you cannot change the Tenant Id, although you can change the Name and Description.

Change the tenant Security Manager

The following Security Manager changes can be made by clicking the Change button and making a selection from the dropdown. Cloud customers should contact sales@frevvo.com to initiate the procedure.

• Default Security Manager → LDAP
• Default Security Manager → SAML
• LDAP → SAML
• LDAP → Azure SAML
• SAML - Azure SAML

Click the button to see details about a field. Click Submit to save your changes. The message "Tenant updated successfully" will display.

Edit LDAP Properties

If you are editing a tenant using the LDAP/Active Directory Security Manager or the LDAP Container Security Manager configured LDAP properties will display. These properties  can be modified using this screen.

Edit SAML Properties

If you are editing a tenant using the SAML Secuirty Manager, configured metadata and attribute mappings will display. These values can be modified using this screen.

Remember, if you check the Authentication Only checkbox, only the User Id field displays for mapping.

Edit Azure SAML Properties

If you are editing a tenant using the Azure SAML Secuirty Manager, configured metadata and attribute mappings will display. These values can be modified using this screen.

Authentication Only is checked so only the field for User Id mapping is displayed.

Edit the Business Calendar

Changes to the Business Calendar can be made in the Business Calendar section:

Edit HTTP Authentication Credentials

Changes to the HTTP Authentication Credentials can be made by expanding the section:

Email Address

The email address entered in this section is used as the from email address for email notifications and doc action emails for forms and workflows in the tenant.  If you want to setup the email address with a user friendly name, enter the text in the Display Name field. You can specify a different from email address for Document Action and Activity Document action emails by entering a valid email address in the from field in both wizards. The values in these fields overrides the address entered on the Edit Tenant screen.

Refer to the Email configuration or integration topics for more information.

Session Timeout

A user designing a form, viewing their task list, or using a form to enter values and submit has a certain number of minutes to complete the activity. This time limit is call the Session Timeout. By default the session will expire after 480 minutes of inactivity. When the session expires a designer user will have to re-login to  to continue designing forms and users filling forms will have to get new form instance and re-enter the values. The tenant admin can override the default session timeout here. See Session Timeout topic in the Installation & Configuration Guide for full details.

Max Concurrent Users

The Max Concurrent Users field only appears if you are logged in as a superuser admin. This field enables you to restrict the number of users who can simultaneously login to a particular tenant. For example if you have purchased and installed a 20 user license key and want to set tenant A to use 5 and tenant B to use 15, setup that configuration here. See Concurrent Users for more information.

Deployment State

The Deployment State lets you toggle the default deployment state of your form between two states: PRODUCTION and DEVELOPMENT. When a form is in development state it contains a watermark. If you have a  unlimited user license key you may want all the forms created by the designer to automatically be deployed for production with no water mark. 

See also the deployment form property.

Anonymous Signup

Anonymous signup lets you publish a registration Url for your tenant so people can signup and create a user account in your tenant themselves. In the Edit Tenant form, check the anonymous signup property and then select the default roles you want them to have when they signup. You can click the "+" to add multiple roles. If you select the designer role, these new users will have permission to design forms and workflows.

Then publish the registration Url:

https://www.frevvo.com/frevvo/web/tn/<your tenant name>/register?edit=true

 At this Url people will see a signup form.

When they submit this form they'll be notified via email to activate their account. Until they activate via the email their account will remain disabled.

Now this person has a user account on your tenant and can login. If you gave them the  designer role they will also be able to create forms and workflows. If not, when they login, they will see their task list as shown below.

Tenant Setup

To setup your tenant, first login to your new tenant as the tenant admin. The tenant admin can add users to the tenant. You need to add at least one designer user in order to begin creating forms.

1. Click the Manage Roles link.
2. You will see several pre-created roles: frevvo.Designer, frevvo.Editor, frevvo.Publisher, frevvo.ReadOnly.
3. Click the icon, fill in the form and submit it to create new roles e.g. Employee or Manager.
4. Click the Back to Manage Tenant link.
5. Next click the Manage Users link.
6. For  In-house you will see a single user – the administrative user you defined when you created the tenant. Note that you will have to click the link to display All users. By default, only users beginning with the later A are displayed. For  Onlne you will see two users – the administrative user and the designer username you specified when you signed up for your trial SaaS account.
7. To create a new user with permissions to create forms, click the  icon, fill in the form and select the role frevvo.designer. If you do not select this role then this new user will not be able to create forms but will only be able to use forms created by others.
8. The new user will be created. Create as many users and assign them roles as needed.
9. Logout of the tenant admin account and login as one of the newly created users with the frevvo.Designer role and start building forms and workflows.
10. Note that you must login using either the syntax: userid@tenant for the user name. For example, if the newly created tenant was named example.com then all users in that tenant must login using the ID: user@example.com. If you prefer to enter the username and tenant name in their own login page input fields, the configuration parameter, frevvo.login.show.tenant, can be modified to display the tenant name input field.  

Related Topics

User Authentication