Administration

The administration can be reached via the menu item named Administration.

The screenshot shows the entry "Administration" in the main menu.

You can use the breadcrumb navigation in the administration. If you have opened a tile of the administration, you can switch to the start page of the administration via the header bar.

How can I analyse the system usage?

If you click on the menu entry for Administration in the menu bar, you will see the tile User logins.

The tile "User logins" in the administration is shown here.

Afterwards, a diagram appears which graphically represents the number of user logins over the last 12 months. This visualization of the user logins enables you to check how often the application is actually used by a client.

You can see the exact login frequency of a specific month in a tooltip by hovering the mouse cursor over the graph.

The screenshot shows the "User logins" graph with the corresponding tooltip that appears.

Hint

The number of logins can be higher than the number of users in a company because every single login of a user is counted. This means that if, e.g., a user signs in to the system several times in one day, each login will be counted.

Repository

In the Repositories tile, you will find an overview of all existing repositories and have the option to create new repositories.

The screenshot shows the tile "Repositories" in the administration.

After clicking on the tile, you will be presented with an alphabetically sorted list of all existing repositories in your active language. Depending on the chosen language, the alphabetical arrangement of repositories may vary.

Hint

Please note that the access restrictions defined for a repository can prevent navigation to the content of a repository within the user interfaces. In order to reliably control access to individual contents of a repository, it is recommended to apply the access restrictions specifically to the content elements such as diagrams and catalog items.

How can I create a new repository?

To create a new repository, click on the Create repository button in the upper right corner. This will open a dialog window where you need to provide a name for the new repository. Once you have entered at least one letter or number, you can click on Create. If you choose to Cancel instead, your input will be discarded, and no new repository will be created.

The screenshot shows the dialog window for creating a new repository.

Your new repository will now appear as the first entry in the list in your current language. After refreshing the page, the repository will appear in the correct position in the alphabetical order.

You can now select the new repository from the drop-down menu under Diagrams and Catalog.

How can I edit a repository?

If at least one repository is available, you can edit its properties. This includes renaming the repository and adjusting access restrictions.

To edit a repository, click on the corresponding list entry. Alternatively, you can select the Edit properties option from the context menu. This will open a dialog window where you can make the desired changes.

The screenshot shows the dialog window for editing the properties of a repository.

If you want to restrict access to the repository to specific users, user groups, persons or organization units you have the option to enter the corresponding name in the Access restriction field. This input is optional and therefore not mandatory.

Afterwards, select Confirm to apply the changes or Cancel to discard the changes.

Hint

Please note that the access restrictions defined for a repository can prevent navigation to the content of a repository within the user interfaces. In order to reliably control access to individual contents of a repository, it is recommended to apply the access restrictions specifically to the content elements such as diagrams and catalog items.

How can I delete a repository?

If there is at least one repository available, you have the opportunity to delete a repository. To do this, open the context menu of the corresponding repository and select the Delete option.

Following that, a dialog box will appear where you need to enter the name of the repository you want to delete. Once you have entered the name correctly, you can click on Delete. If you wish to cancel the deletion process, click on Cancel.

The screenshot shows the dialog window for deleting a repository.

The repository has been successfully deleted and will no longer be displayed in the list.

How can I publish a repository?

To publish a repository, you need to be assigned the Administrator role. Navigate to the Diagrams section in the menu and click on the context menu next to Repository in the category tree. Select the Publish option.

The screenshot shows the context menu for publishing a repository.

A dialog window will appear where you need to enter a comment and the name of the repository you want to publish.

The screenshot shows the dialog window for publishing a repository.

To finalize the publishing of your repository, click Publish. Alternatively, you can cancel the process by clicking Cancel.

After successful publication, you will receive a notification at the bottom right corner of the screen. If the publication fails, you will receive an appropriate error message.

How can I export a repository?

To export a repository, you need to be assigned the Administrator role. Navigate to the Diagrams section in the menu and click on the context menu next to Repository in the category tree. Select the Export option.

The screenshot shows the context menu for exporting a repository.

Afterward, a notification will appear at the bottom right corner of the screen, indicating that the export is being created. Once the export is completed, you can download the repository archive using the provided link in the notification.

The screenshot shows the notification for downloading an exported repository.

Catalog

How can I edit the details of catalog object types?

In the Catalog tile, you have the option to edit the catalog object types.

The screenshot shows the "Catalog" tile in the administration.

Once you have clicked on the tile, you will be directed to the details page, where all object types are listed in alphabetical order according to the browser language. Each entry in the list shows the name and symbol of the object type.

If you click on an entry in the list, you will be taken to the object type settings, where you can make various settings for the respective object type.

The screenshot shows a detailed overview of the respective object types.

On the left-hand side, you have various setting options for how the selected object type should be managed and displayed. These can be activated or deactivated using a toggle switch.

On the right-hand side is a list of attributes that are available as filters in the catalog for this object type. These can be activated or deactivated by clicking on the respective checkbox.

Click on the arrow at the top right to collapse the object type settings for the selected object and return to the list of all object types.

Note

If saving the new value fails, an error notification is automatically sent in the form of an error message.

Hint

The default viewport size within the administration cards is set to XL/L. Please note that when the viewport size is resized to XS/S, an automatic notification will be displayed, indicating that administration is not available in the current XS/S viewport size.

Tip

If you need assistance, you can hover over the help option in the header. This action will reveal a tooltip. Clicking on the help option will open the relevant chapter in the online help in a new browser tab.

Corporate Design

How can I customize the appearance of the application?

In the Corporate Design tile, you can customize the color scheme of the application, upload a logo, and create a start diagram.

The screenshot shows the tile "Corporate Design" in the administration.

After clicking on the tile, you can choose the primary color of the application, upload a logo, and adjust its background color. When selecting colors, you can either enter a HEX code manually or choose a color from the color palette.

The screenshot shows the setting options for the design of the application.

To select a start diagram, which will then be displayed for every user on the myBIC page, at least one diagram must already be published.

Once you have made at least one change, it will be automatically saved and applied. To view the changes, refresh the page.

Hint

The functions of the Corporate Design tile are not available in the mobile view.

Languages

How can I define languages for my users?

In the tile Languages, you can set the default languages as well as additional content and alternate languages for your users.

The screenshot shows the tile "Languages" in the administration.

After clicking on the tile, an alphabetically sorted list of all languages supported by BIC will appear. By clicking on a selected language, you can define the content and alternate languages. To set a language as the default, click on the Web icon within the language entry.

The screenshot shows a list for defining content and alternate languages, along with the option to set a language as the default.

Hint

The functions of the Languages tile are not available in the mobile view.

Workflows

How can I set the validation scope for language-dependent mandatory attributes?

You can set the validation scope for language-dependent mandatory attributes in the Workflows tile to configure the validating languages.

The screenshot shows the tile "Workflows" in the administration.

After selecting the tile, you will see a brief description and a dropdown menu for the validation scope with the following options:

  • Arbitrary content language

  • Only enabled default content language

  • All enabled content languages (default setting)

The screenshot shows the options for the validation scope in a drop-down menu.

When you choose a new validation scope, the publication workflow checks the values of mandatory localized attributes for entities and diagrams to comply with the selected validation scope.

Note

The new validation scope will only be applied to a started publication workflow after the change.

How can I set the workflow task reminder?

You can also configure a reminder interval for unfinished tasks in the Workflows tile. Therefore, click on Reminders to display the setting options for Task reminders.

The screenshot shows the default setting for task reminders.

This section allows you to set the reminder interval (in days) for open, unfinished tasks. The default interval is 7 days, meaning that users with open tasks will receive reminders once within this timeframe. You have the flexibility to customize the interval by entering your preferred number of days in the corresponding field. The changes to the reminder interval take effect immediately and will be applied to all new tasks. A notification confirming the successful changes will appear at the bottom right of the screen.

Note

If a whole number is entered in the task reminder input field and the attempt to save this new value fails, an error toast will be displayed. In such instances, the administrator receives notification that the task reminder interval could not be updated successfully.

Hint

The default viewport size within the administration cards is set to XL/L. Please note that when the viewport size is resized to XS/S, an automatic notification will be displayed, indicating that administration is not available in the current XS/S viewport size.

Tip

If you need assistance, you can hover over the help option in the header. This action will reveal a tooltip. Clicking on the help option will open the relevant chapter in the online help in a new browser tab.

How can I set the resubmission reminder?

In the Workflows tile, you as an administrator can configure when reminders for upcoming resubmissions should be sent. To do this, click on Reminders to display the setting options for Resubmissions.

The screenshot shows the default setting for resubmission reminders.

The time (in weeks) for resubmission reminders is specified here. The respective responsible individuals receive a one-time notification at the chosen time regarding the remaining validity period. Changes are saved instantly, and a notification confirming the successful update is displayed at the bottom right of the screen. This update applies to all new resubmissions.

Note

If a whole number is entered in the reminder input field for a reminder for a pending resubmission and the attempt to save this new value fails, an error toast is displayed. In such instances, the administrator is notified that the time for the reminder could not be updated successfully.

Hint

The default viewport size within the administration cards is set to XL/L. Please note that when the viewport size is resized to XS/S, an automatic notification will be displayed, indicating that administration is not available in the current XS/S viewport size.

Tip

If you need assistance, you can hover over the help option in the header. This action will reveal a tooltip. Clicking on the help option will open the relevant chapter in the online help in a new browser tab.

Archive

How can I change archive settings?

In the Archive tile, you can configure the settings for the archive.

The screenshot shows the tile "Archive" in the administration.

As an administrator, you have the option of customizing the settings for the archive in the Public workspace, Preview, and Publication areas across all diagrams. In addition to activating or deactivating the archive, it is also possible to configure the retention period individually.

The screenshot shows the setting options for archiving.

The archiving status can be activated or deactivated using the toggle switch. If you activate archiving, the input field becomes active and can be edited. If archiving is deactivated, the input field remains locked, and the corresponding value is displayed in read mode.

If archiving is activated, you can use the input field to change the retention period as required. Any changes are saved immediately, and a notification of the successful changes appears at the bottom right-hand side of the screen.

Note

If a whole number has been entered in the retention period input field and the attempt to save this new value fails, an error toast is displayed. In such cases, the administrator receives a notification that the retention period could not be updated successfully.

Hint

The default viewport size within the administration cards is set to XL/L. Please note that when the viewport size is resized to XS/S, an automatic notification will be displayed, indicating that administration is not available in the current XS/S viewport size.

Tip

If you need assistance, you can hover over the help option in the header. This action will reveal a tooltip. Clicking on the help option will open the relevant chapter in the online help in a new browser tab.

Print

Translation Service

If you click on the menu entry for Administration in the menu bar, you will see the tile Translation Service.

The screenshot shows the tile "Translation Service" in the administration.

With the translation service, you have the option of making the translation service available to users in the public workspace by creating a DeepL account here.

How can I test my DeepL API configuration?

If you are logged into Portal as an administrator and open the Translation Service in the Administration, you have the option of deactivating or activating the translation service connector.

After clicking on the option for the translation service connector, you will be taken to the configuration page. There are relevant elements to note here, including the map title in the breadcrumb, the header with a title and a link to the online help, the configuration area with a title and a body text. Additionally, there are input fields for the base URL and API key with placeholder texts, as well as an authentication area. The option to test the configuration is deactivated at this point.

The screenshot shows the authentication of the DeepL API in the administration.

If you enter the authentication parameter, consisting of a basic URL for the DeepL API, the option to test the configuration is activated.

Note

With the test option enabled, you send a test request to the DeepL translation endpoint. The input provided is used for authorization and a test body is generated. In the case of a successful response with a HTTP status code 200 OK, a success toast is displayed and both parameters are securely saved. In the event of a response with an HTTP status code 401 Unauthorized, an error toast appears. In this case, both parameters remain in the input fields but are not saved.

Tip

If you need assistance with configuring the translation service connector, you can hover over the help option in the header. This action will reveal a tooltip. Clicking on the help option will open the relevant chapter in the online help in a new browser tab.

How can I remove my DeepL API configuration to delete my login data?

If your DeepL login data is saved for your client and stored in the database, as an administrator you have the option of removing the DeepL API configuration and deleting the credentials.

By activating the option to remove the credentials, the access data is removed from the database and the associated input fields are then cleared. After the deletion has been requested, you will receive either a success message or an error message about the current status via a toast.

Note

Please note that if no login information is stored and you are an administrator in the DeepL configuration, the option to delete the login information will be deactivated.