Organization account

Last update March 25th, 2022

Register "Organization" account

1. Open the registration URL in a browser.

2. Click Organization tab:

   

3. Fill in the fields. The fields with the asterisk are required.

4. Click CREATE ACCOUNT. You should see the following notification:

   Account was successfully created. An email containing the instructions to activate your account was sent to <your_email_address>. In case you have not received an email, please check your spam folder, whether the email has not been accidentally recognized as SPAM.

5. Search for the email with the instructions in your email, which you have specified while registering. It should start with Account activation on .... and looks as follows, for example:

   

6. To activate your account, click the link, specified in the email. You should be redirected to VNClagoon login page - enter the credentials and click LOGIN. For more information, refer to "Log in" subsection.

7. Read "Terms Of Use" and click ACCEPT otherwise your account will not be activated. After you activate your account, "Default" department will be created with enabled only VNCmeet. To activate VNCgroupware and VNCteamwork, refer to the Activate VNCteamwork for an organization with a custom subdomain section.

Log in to "Organization" account

To go to any VNC SaaS service, you should login to VNClagoon LIVE platform firstly.

1. Open vncdirectory.vnclagoon-live.com.

2. Click the avatar icon and then SIGN IN:

   

3. Enter your credentials to the fields:

   

4. Click LOGIN. You should see the following:

   

   From here you can go to:

   • VNCmeet - click VNCtalk;
   • VNCteamwork - click VNCtask;
   • VNCgroupware - click VNCmail.

   If you did not register the account yourself and you were provided with the account credentials - you should change your password after you log in. For this, refer to "Change the password" subsection.

   After you log in, if you click Directory:

   

   You should see the following options:

   

   If you click Home, you will be redirected to the welcome page.
   
   If you click Organizations, you should see the main information about your organization.
   If you click RFC, you should see the list with RFCs. All your received, connected, and sent RFCs are stored here.
   If you click Settings, you should see the list with possible actions for you:

   • edit the general settings (My account link);
   • go to the list with RFCs (RFC link);
   • edit the main information about your organization (Organizations link);
   • subscribe for VNCproject (Subscribe for VNCproject link).

Activate VNCteamwork for an organization with a custom subdomain

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Navigate to Settings > Subscribe for VNCproject.

3. Enter a subdomain for VNCproject to the field. The subdomain is suggested according to your organization name. Then click SUBMIT. You should see the following notification:

   You have successfully subscribed to VNCproject. You can enable it for departments and start using it.

4. Click Directory again.

5. Click Organizations and click your organization name:

   

6. Navigate to Departments -> Default:

   

7. Click Edit:

   

8. Tick VNCproject and VNCtask checkboxes. Also if you want to rename the department - edit its name in Name field.

9. Then click SAVE. Now VNCtask and VNCproject should be accessible for your department.

In case you subscribed for a subdomain later on but already had the VNCproject checkbox checked in Organization and Department, you need to redo that once, to initiitate the provisioning of VNCproject for the accounts already in the Department, meaning: uncheck VNCproject --> save, then recheck, save again.

Add a user to a department

This operation is possible only for "Organization" account.

There are 2 ways to add a user to a department:

• invite by his/her email address;
• add a user directly.

Way 1 - invite a user by his/her email address:

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

4. Click Invite user:

   

5. Enter the user's email address to the field and click SEND. You should see the following notification, for example:

   An invitation has been sent to test@gmail.com

   You can check all sent invitations in "Invitations" list. To access the list, click Directory, then click Organizations and click your organization name. And click Invitations:

   

   Also you can resend the invitation. For this hold the pointer over required invitation and click the square next to it. You should see the following notification, for example:

   An invitation has been sent to agnes.nutter@dev.vnc.de

Way 2 - add a user directly:

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

4. Click New user:

   

5. Fill in the fields. The fields with the asterisk are required. Then click CREATE. You should see the following notification, for example:

   User david.fresman created

   You can check all added users in "Users" list. To access the list, click Directory, then click Organizations and click your organization name. And click Users.

   After you add the user, he/she should receive the corresponding email. The email contains the initial credentials for VNC account.

Assign a user a role

This operation is possible only for "Organization" account.

You can assign a user 2 roles: MCB manager and Admin.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

4. Click required user and click Role tab:

   

5. Tick required checkbox and click SAVE.

Change a department for a user

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

4. Click required user and click Department tab:

   

5. Select required department from Department drop-down menu and click SAVE.

Lock a user

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

4. Click required user and hold the pointer over him/her. Then click the lock icon next to the user. Or click the user and click Lock:

   

Unlock a user

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

4. Use the filters to search for the blocked user. For this click the plus icon:

   

5. Select locked from the drop-down menu and click APPLY.

6. Hold the pointer over the blocked user and click the lock icon next to the user. Or you can click the user and click Unlock:

   

Delete a user from an organization

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

4. Hold the pointer over required user and click the trash icon.

5. Confirm that you want to delete the user from your organization, click OK in the modal window.

Check the list of users

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Users:

   

Add a department

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Departments:

   

4. Click New department:

   

5. Fill in the fields. Name is required. Activate VNCmeet and VNCteamwork for the department - tick VNCtalk, VNCproject, and VNCtask checkboxes.

6. Click CREATE. You can check all departments in "Departments" list. To access the list, click Directory, then click Organizations and click your organization name. And click Departments.

Check the list of departments

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Departments:

   

Edit a department information

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Departments:

   

4. Hold the pointer over required department and click the pencil icon.

5. Edit the department information and click SAVE.

Delete a department

This operation is possible only for "Organization" account.

1. Click Directory:

   

2. Click Organizations and click your organization name:

   

3. Click Departments:

   

4. Hold the pointer over the department, which you want to delete, click the trash icon.

5. Confirm that you want to delete the deprtment, click OK in the modal window.

Create a RFC

RFC (request for connect) is an option for users of the VNCtalk LIVE service to invite other persons to communicate in VNCtalk. Therefore, any user of the VNCtalk LIVE service can invite another person by email. When this person accepts the invitation and joins as a VNCtalk user, they see each other as VNCtalk contacts and can communicate, e.g. via chat or 1:1 audio / video call.

1. Click Directory:

   

   Or you can click the cogwheel icon

2. Click RFC:

   

3. Click New RFC:

   

4. Enter required email address to Email field and ensure that you have entered the email address without blanks. Leave the message in Message field by default or type a new one.

5. Click SEND RFC. The user will receive the notification email. You can check the details of all sent RFCs in Sent tab:

Accept a RFC

You can accept a RFC in 2 ways:

• clicking Accept in the notification email;
• clicking ACCEPT in Received tab.

Way 1 - clicking "Accept" in the notification email:

If somebody sends you a RFC, you should receive the corresponding notification email. The email should start with You are invited to a VNCtalk friends list by ... and looks as follows, for example:

The email contains 2 options:

• Accept - if you want to accept a RFC;
• Decline - if you do not want to accept a RFC.

After you click Accept, you will be redirected to VNClagoon sign up page.

If you have already had the account, just login to it and you should see the following, for example:

You are connected with Marcus Swift now.

Also if you go to VNCmeet, you should see that the user, who has sent you the RFC, is already in your contacts list:

If you have not had the account yet - register the account with the same email address, to which the invitation has been sent. For this click CREATE NEW ACCOUNT:

Then login and you should see that the user, who has sent you the invitation, is in your list of contacts and you can start communicating with him/her.

Way 2 - clicking "ACCEPT" in "Received" tab:

1. Click Directory:

   

2. Navigate to RFC > Received. Then click a button next to required RFC:

   • ACCEPT - if you want to accept RFC;
   • DECLINE - if you want to decline a RFC.

   

   After you click ACCEPT, you should see the following, for example:

   You are connected with Mark Robinson now.

   Also you will receive the corresponding email about your connection. The RFC will be moved from Received to Connected tab.

   If you go to VNCmeet, you should see that the user, who has sent you the RFC, is already in your contacts list:

   

Edit the contact information

1. Click Directory:

   

   Or you can click the cogwheel icon .

2. If you have clicked Directory, you should navigate to Settings > My account.

3. Edit the contact information and click SAVE.

Change the avatar

1. Click Directory:

   

   Or you can click the cogwheel icon .

2. If you have clicked Directory, you should navigate to Settings > My account.

3. Click the avatar icon:

   

   Or you can also click Change avatar:

   

4. Click Choose File and select required photo/picture.

5. Click SAVE.

Delete the avatar

1. Click Directory:

   

   Or you can click the cogwheel icon .

2. If you have clicked Directory, you should navigate to Settings > My account.

3. Click the avatar icon:

   

   Or you can also click Change avatar:

   

4. Click DELETE and confirm that you want to delete the avatar - click OK in the modal window.

Change the password

1. Click Directory:

   

   Or you can click the cogwheel icon .

2. If you have clicked Directory, you should navigate to Settings > My account.

3. Click Change password:

   

4. Fill in all the fields and click APPLY.

Enable 2 Factor Authentication

1. Click Directory:

   

   Or you can click the cogwheel icon .

2. If you have clicked Directory, you should navigate to Settings > My account.

3. Click Enable 2 Factor Authentication:

   

4. Install "Google Authenticator" application in your smartphone.

5. Tap Scan a QR code in "Google Authenticator" application and scan the QR code in VNClagoon LIVE platform.
6. Tap ADD ACCOUNT in "Google Authenticator" application.
7. Enter the OTP code from "Google Authenticator" application to OTP field in VNClagoon LIVE platform and click ENABLE. Every time when you login to VNClagoon LIVE platform, you should enter the OTP code from "Google Authenticator" application after entering the login credentials.

Disable 2 Factor Authentication

1. Click Directory:

   

   Or you can click the cogwheel icon .

2. If you have clicked Directory, you should navigate to Settings > My account.

3. Click Disable 2 Factor Authentication:

   

4. Enter the OTP code from "Google Authenticator" application and click DISABLE.

Create an incident

If you have some issues, related to VNClagoon LIVE platform work, you can create an incident.

1. Click the following icon:

   

2. Click New issue:

   

3. Fill in the fields. The fields with the asterisk are required. If you need to upload a screenshot/file, just click UPLOAD at the bottom.

4. Click CREATE. You can find all your incidents in "Incidents" list. To access the list, click the following icon:

   

   You should see the incidents. Also you can use filters and options to sort the incidents:

   

Edit an incident

1. Click the following icon:

   

2. Use filters or option to search for required incident. Then hold the pointer over the incident and click the kebab menu next to it.

3. Click Edit:

   

4. Edit the incident information and click SUBMIT.

Log out

If you log out from VNClagoon LIVE platform, you will be logged out from VNCmeet, VNCgroupware, and VNCteamwork automatically.

To log out, just click the avatar icon:

And click SIGN OUT.