Class Recap: Enterprise Admin Training for FormAssembly Gemini
This post is a recap of a webinar on the Gemini interface for FormAssembly Enterprise Administrators. If you’re new to Gemini or new to being an Administrator on your FormAssembly account, this overview is a quick way to get familiar with all the different tools and settings at your disposal.
First, let’s start with some benefits of why you might want to have an Enterprise account, as well as the benefits of being an Enterprise administrator, including:
- Increased Control
- Increased Customization
- Multiple Users
- Access to More Security Options
Enterprise accounts are great for large companies or companies that have a lot of forms, many different departments using their own forms, or a great number of people involved in workflows that require forms.
The first step to understanding the role and abilities of an Enterprise Admin is to find the Admin Dashboard. It’s located at the top right of your screen on the dropdown menu. In the Admin Dashboard, you’ll find several main categories for your activities in the dashboard. We’ll go through them one by one:
This section allows you to customize and control various things related to your forms.
View and search the list of all your forms by various properties. Within this section, you can also choose to edit any form as a user or edit its properties, which include the name of the form, its owner, or other things like:
- Language options
- Whether form is active or archived
- Enable CAPTCHA
- Enable Save and Resume
- Enter comments
If there are any forms you need to approve before publication, they will show up here.
Have forms you use often? This is where you can organize your templates.
Similar to above, you can set and manage commonly used fields and sections here that have been saved as predefined content.
Another great benefit of the Enterprise account is the company-wide branding it allows. In this tab, you can set a default theme or link to an external stylesheet. You can also create a variety of themes that your organization can use for all your future forms.
One of the benefits to having an Enterprise account is the ability to have multiple users that can complete different tasks with specific levels of access to your forms.
See a list of all users and view information about that user, like the user ID, which you’ll need in order to change form owners.
Add New Users
If you want to add more users to your account, visit the “Add New User” tab to enter information for a new user. Include the username, authentication type, password, and role.
If you have lists of options for the Autosuggest feature, those datasets will be stored here.
From time to time, you may want to create announcements that all your users will see. These will appear as a bar at the top of your users’ screens, and you can create and view all announcements in this section.
View all your announcements here.
Use this tab to create new announcements.
The error log allows you to view errors and helps you figure out what’s going on.
This section lets you view what data gets kept in FormAssembly and what gets automatically deleted.
You likely won’t need to use the debug log, but its primary function is to allow our development team to get the information they need if there are any issues with your instance.
The settings section is a great example of how customizable Enterprise accounts are and how much control you can have over just about all areas of FormAssembly.
General settings contains items such as:
- Language/time zone
- License type
- Who the administrator is
If you want to customize roles for users, this is where you need to go. There are two standard types of roles:
- Authors, who can edit forms, view responses, and use connectors, but still have some limitations on how much they can control.
- Administrators, who are members that have complete control, including you as the Enterprise admin.
You can further customize these roles if you like and even set up a unique role for each person in your organization who uses FormAssembly. Some of the things you can customize include:
- Name of the role
- Its position in the list of roles
- External reference
There are also a variety of permissions that you can enable or disable for users. Permissions include:
- Ability to publish forms without moderation required
- Ability to create templates
- Ability to access user data
Lastly, you can control which connectors your users can use. You might want to modify these settings based on what connectors they need to use on a regular basis or which connectors are necessary for their department (e.g., sales, finance).
In this section, you can customize permission messages for your users.
Application settings let you set your default Form Builder version, require email activation for new accounts, and change the URL of your company logo.
The support tab is optional and only needed if you have an internal support form that you want people in your organization to use.
This section lets you customize messages related to form moderation.
Saving and Resuming
This section lets you customize messages people will receive when they use the Save and Resume feature.
This section is optional. If you have a connector proxy, this is where you will enter the information.
These settings control if you would like to purge data depending on certain conditions and set how long you want information to be available in the FormAssembly servers.
You likely won’t need to use this section often, but here you can configure any third-party apps.
Finally, under settings, there is a miscellaneous section with a few other options regarding privacy and notifications. You can do things like:
- Turn on an extra safety feature that requires invitations for user substitution
- Turn on IP anonymization
Occasionally, it may be helpful to have a FormAssembly customer success representative access your account to fix an issue. This area of the admin dashboard deals with just that. When it’s time to grant access, simply navigate to the dropdown menu at the top right of your screen to grant permission.
Here, you can view access grant requests to FormAssembly customer success team representatives who may need to access your account to solve an issue.
Here you can view access grant requests from the other users on your account.
System information is another tab you may not use often, but this tab contains information about your database, as well as information about your Sendmail configuration and HTTP client.
This is where you can view and/or update your billing information.
For more information on the Enterprise Admin dashboard, visit the Admin Guide, which you can access at help.formassembly.com when you’re logged into your Enterprise account.