Manage Multiple Sites

Multisite functionality allows your company to deploy multiple idea sites. This allows multiple product managers within the same organization to independently gather ideas and enhancement requests in Rally Idea Manager, then integrate the ideas in their respective backlogs in Rally.

Managing multiple sites includes:

Multiple sites have an additional administrative role: system administrator. The system administrator creates new sites, designates the site sponsor for each site, and manages user groups. Only system administrators have access to the Manage Sites tab.

system admins

Use the Manage Sites tab to create and manage sites, run usage reports, and manage site access. Once a site is created, a system or a site administrator can manage the details of individual sites. See Set Up Your Site for more information.

The Manage Sites page has four tabs: System, Users, Reports, and Site. Each of these tabs have pages where you can specify settings.

Your company may choose to create a separate site for each product it sells, for example, a software company could set up a separate site for its sales, development, and marketing departments.

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With multisite, you can:

  • Track product-specific statuses and categories
  • Build a user community with a more focused target audience
Each site has its own: All sites share:
Branding and colors, name and description User credentials and passwords
Security (public or private site, registration type) User profiles
Set of registered users Blocked users
Site sponsor
URL
Content: ideas, categories, tabs, statuses, submission form, reports
Community and user statistics
Leaderboard
Rally Integration setup
Guidance panels text
Reports and dashboard
Contact email

Multisite navigation

Each site has its own URL which you can use to access the site. Alternatively, you can visit the landing page to view a list of all the sites to which you have access (https://<company-name>.brightidea.com).

Once you are in a site, to access a different site, click the View Sites link on the upper-right corner of the Ideas page.

view sites

If you log in and do not have access to any site, the following message displays: You do not have access to any site. Please contact your administrator for assistance.

Archived sites do not display. For closed sites, you may browse and read ideas, but voting, commenting, and idea submission are disabled.

Set up your site list page

As system administrator, click the System tab on the Manage Sites page.
Each site has its own URL which you can use to access the site. Alternatively, you can visit the system login page to view a list of all the sites to which you have access (https://<company-name>.brightidea.com).

Use the Components page to specify the contact email for your system of sites. This email contact is for users to reach the system administrators.

Use the Design page to specify a banner for the system login page. The banner is the area at the top of the screen. You can add content to the banner area by uploading an existing image or by using HTML. An image should be 900 pixels wide and generally no more than 200 pixels tall. Using HTML allows you to use multiple images, custom styling, animated GIF files, embedded video, and custom navigation.

Click Save Changes on each page.

Manage users and groups

As system administrator on the Manage Sites page, click the Users tab. When you add users to a specific group, they have access to every site to which that group is assigned.

Groups

Group membership determines a user's access to a site. System administrators assign users to groups; groups are assigned to sites. The ALL group is a group that contains all registered users within all sites in a system. The ALL group cannot be modified or deleted.

When a system administrator creates a new site, a default group is automatically created for the site. The group name is based on the site name and cannot be changed.

On the Groups page, you can search for a specific group, or display all groups. Highlight a group to display all its members.

To add users to the group, enter the user's name in the Name field and click Add Member. If a user has received an administrator's invitation email from an individual site, she is automatically added to the default group created for the site.

To edit a group, click the edit icon. The default group that is created when you create a site cannot be edited or renamed. To remove group members, click the remove icon. You cannot remove users from the ALL group.

To add members to a group, enter a user's name in the Name field and select a user from the selected list.

If a site administrator blocks a user from one site, the user is blocked from all sites.

To assign groups to a site, see Manage Sites.

System administrators

Use the Administrators page to add and remove system administrators.


Import users

On the User Import page, you can bulk import up to 1000 users at a time. Once imported, users are in the system, but do not yet have site access until the system administrator assigns them to a group.

  1. From the User Import wizard, download the User Import template.
  2. Complete the following fields per user in the template:
    • Email (required)
    • Screen name (required)
    • First name
    • Last name
    • Job title
    • Expert skills
    • Work history
    • Phone number
    • Address
    • User ID
    • Profile photo URL
  3. Save the file in a .csv format, then click Upload File.

    Note: For Mac users, save as a Windows Comma Separated (.csv) file.

    The import will list any errors.

  4. Click Import Users.

Import groups

On the Group Import page, you can bulk import up to 1000 users at a time. Use this process to assign multiple users to groups. After a system administrator imports groups, all users included in the import have access to the groups specified in the template and are pre-registered for site access.

You can only import existing users to a group. To import users, use the user import wizard.

  1. Download the Group Import template.
  2. Complete the following fields per user in the template:
    • Email
    • Group
  3. Save the file in a .csv format, then click Upload File.

    The import will list any errors.

  4. Click Import Groups.

Monitor site usage

The system administrator can run a usage report to view site information such as site status, login activity, and number of ideas. This is a consolidated usage report across all sites. The report is in a Microsoft Excel format. Each line on the report represents an individual site.

The report includes:

  • Site name
  • Site URL
  • Privacy (public or private)
  • Registration (self or admin)
  • Created by
  • Created date
  • Site sponsor name
  • Site sponsor email
  • Status (active, closed, archived)
  • Number of users
  • Number of site administrators
  • Number of ideas
  • Number of ideas 30 days prior
  • Number of comments
  • Number of comments 30 days prior
  • Number of logins
  • Number of logins 30 days prior

Create a new site

System administrators can create new sites from the Manage Sites page. When you create a new site, you must specify the site sponsor, vanity URL, and site name.

  1. Click the Sites tab, then select the Create page.
  2. On the Setup Wizard, enter a site name.

    The name must be unique and contain 4–25 characters. The wizard will indicate whether your site name is valid.

  3. Enter a description.

    This description displays on the site list page.

  4. Enter the site sponsor's email address.

    The sponsor is the first site administrator who will configure, setup, and manage the site after it is created. System administrators can change a site sponsor at any time. The site sponsor can add site administrators from their sites.

  5. The suffix field defaults to the site name. Optionally, you can change the vanity URL. This site sponsor or future site administrators can change the site name, site description, and vanity URL later.

    The base URL cannot be changed. These fields are automatically populated.

  6. Click Create Site.
    new site
  7. On the New Site window, click one of the following links:
    • Go visit your new site. Go directly to the new site.
    • Configure the site access groups. Go to the Manage page to define site access for users.

When you create a new site, the site sponsor is sent a system-generated email notifying them that their site has been created. The email is also sent to the system administrator who created the site. The email reads:
Dear <site sponsor name>,

Your <site name> site has been created. Click <URL link> to login or paste the following in to your browser <URL link>.

For more information on setting up your site, click here.

As a system administrator, you automatically have access to any site you create.

Manage sites

As the system administrator, click the Sites tab, then the Manage page.

Select the site you wish to manage from the Sites drop-down list. To further refine your search, select the Active, Closed, or Archived radio buttons.

Decommission a site

There are three ways in which you can decommission a site. No email notifications are sent when a system administrator decommissions a site.

  • Closed status: Users can view ideas, but not submit ideas, comments, or vote.
  • Archived status: Only system administrators can view the site.
  • Delete a site: Click the remove next to the site name. At the prompt, select Yes. You cannot recover data from a deleted site. The default group that was created for the site is also deleted.

Caution: Rally highly discourages site deletion.

Change the site sponsor

You can change the site sponsor at any time. The new site sponsor and the current system administrator receive an email notification of the change.

Define user access to sites

The system administrator can choose whether all users have access to a site (the default ALL group), or only users in selected groups. The ALL group includes every user in the system and administrators cannot remove users from this group.

Assign groups to a site

You can use the search field and Search button to find a specific group, or click All to display all groups.

To assign groups to a site, select a group from the All Groups window and click the >> arrows. The group displays in the Assigned Group window.

To remove groups from a site, select the group and click the Remove Group button to unassign a group from a site.

To delete a group, select the group in the All Groups section and click the Delete Selected button. The ALL group and default groups for each site cannot be deleted.

Click Save Changes at the bottom of the page to save any changes you make.

Authenticate users

Multisite administrators can set up a single sign-on (SSO) integration using SAML 2.0.

To specify the type of authentication you want to use, click the Authentication tab, then the Auth Selection page. This page displays a list of available authentication options. By default, only enable login and registration display. After you add an SSO method, the SSO option will display.

To set up an SSO authentication, click the SAML Profiles page. For troubleshooting and testing information, refer to the SAML SSO Setup Guide link at the top of the page.

Service Provider Info

Field Description
Assertion Consumer Service The endpoint URL for receiving SAML response. Click Change to the right of the field to make any changes. Click Cancel link to cancel changes.
Download Metadata Metadata is information used in the SAML protocol. It defines attributes like service addresses and certificates. Download from this link and upload it into your identity management setup.

Identity Provider Setting

Click Add New to enter a new profile.

Field Description
Upload Metadata Export metadata from your internal identity management system. This metadata can auto-populate some of the fields in this profile.
Single Sign-on Service The URL of your single sign-on service page.
Identity Provider Issuer Specify the identity provider.
Upload Public Key Enter the certificate used for signature verification in a SAML response.
Assertion Attribute Name Mapping These attributes are required when receiving SAML response: the user's email address and screen name.

Customize SSO settings

To customize your existing profile, click the Configure Advanced Settings link.

Field Description
Entity ID of this Profile This defaults to the value in the Service Provider section, but you can specify a different value if necessary.
Logout URL The URL your users should go to after logging out.
Authentication Binding Specify how the authentication request is sent: post or redirect.
Signed Authentication Blank by default. Specify the signature algorithm for the authentication request.
Create member on initial access If this field is selected, a user account is created automatically upon initial access. Only users who have existing accounts have access. Accounts are verified using either an email address or value from the NameID attribute in SAML response.
Update member on subsequent access If this field is selected, a profile is updated from SAML response attributes automatically for returning users. If not selected, user attributes from SAML response will not overwrite existing user profile data. Accounts are verified using either an email address or value from the NameID attribute in SAML response.
Profile Attribute Name Mappings Send profile attributes of the user in the SAML response. Map the names of those attributes to the profile fields. Combine the first and last names to create a screen name. A screen name is required for user access. If your identity management system cannot pass a screen name attribute on user SSO login, enable this option to combine values from first and last name fields to create a user’s screen name.
Group Attribute Specify an attribute name from the SAML response that contains a user group value. The user is assigned to the group upon access.

Support settings

Specify support contact information for users if they get a login error. You can specify whether your support contact receives an email alert for login errors and whether to display the contact information for users. A Reference ID is generated with every login error to help with troubleshooting.

Click Save Support Settings to save your changes.

SAML Transaction Log

Click the Go to SAML Transaction Log link to view every user access for the last 30 days. You can filter and sort on each column in the log.

The list provides access to all SAML activities from last 30 days. Click a Transaction ID link to open the Transaction Detail page.

Feedback

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