There are many features available to organizations (some by default, some by package) that Organization Admins may wish to enable or disable. This guide discusses each feature, how to enable and/or disable the features, and the options for exceptions. If your organization does not have any of these features and would like them, please contact your Customer Success Manager.
General Settings is the first tab in the Organization Settings. You can return to this tab at any time by clicking on Settings in the left navigations, then on General at the top of the screen. Here Organization Administrators can set general organization settings such as enabling or disabling Document Downloads, setting the Landing Page users see when they log in, and the Time Zone setting for items exported from OnBoard.
Document Downloads (for all Documents in OnBoard)
By default, documents attached to the agenda sections of meetings can be downloaded individually or as one large PDF file. These files are placed in the user’s “Downloads” folder on their computer and can be accessed however they wish from there. The ability to download these documents can be toggled on or off for each separate meeting individually.
However, using the toggle found in the Organization Settings will completely disallow downloads across the entire organization, for all meetings. This setting will also apply to the documents found in the Resource Library.
Use the “Add Exceptions for Document Downloads” button (visible after disabling the Document Downloads toggle), to allow a few users to be exceptions to this download restriction.
Users who are added to the Exceptions list will still be able to download books and resources, even when this feature is disabled for all other users.
Shared Annotations is a feature available to specific package levels of OnBoard. If you do not see this setting, then your organization does not have access to the Shared Annotations feature. Sharing Annotations between users can be an excellent way of collaborating over meeting documents. However, should you wish to disable this feature for your Organization, simply uncheck this option.
Once disabled, exceptions can be configured to allow access to the Shared Annotations feature on a user-by-user basis.
Learn more about shared annotations here.
Security Settings is the second tab in the Organization Settings. You can return to this tab at any time by clicking on Settings in the left navigations, then on Security at the top of the screen.
This tab allows Organization Administrators to set security-related settings for the Organization, such as enforcing App Security, requiring Two-Factor Authentication for login to OnBoard, and enabling Single Sign-On for your users.
Enable App Security
Enable this option to ensure that everyone who logs into OnBoard from their mobile applications (Android, iOS, Windows, etc.) will be required to set and use an additional security method code to authenticate. When enabled, users can choose either a 4-digit PIN code or any form of biometric security (TouchID/FaceID) as their secondary method of security, but that method will need to be used every time when logging into OnBoard from their mobile device. Learn more about App Security in this article.
Use the “Add Exceptions for App Security” button (visible after enabling the Enforce App Security toggle, to allow users to be exceptions to this enforcement rule.
Users who are added to the Exceptions list will not be required to use Mobile Security on their devices.
Require Two-Factor Authentication
When this configuration option is enabled, all users will be required to authenticate by using a secondary code that is delivered by either email or SMS text message, in addition to their normal username and password combination. This will be required on both website logins as well as mobile application logins. Exceptions to this enforcement can be enabled here as well, just like above, by using the “Add Exceptions for Two-Factor Authentication” button (visible after enabling the toggle to Require Two-Factor Authentication).
Users added to the Exceptions list will not be required to authenticate with both methods.
Enable and enforce SSO for your organization users to access this organization through their pre-existing SSO credentials. Learn more about Single Sign-On in our SSO article section.
Feature Settings is the third tab in the Organization Settings. You can return to this tab at any time by clicking on Settings in the left navigations, then on Feature at the top of the screen.
This tab allows Organization Administrators to set feature-related settings for Actions, Meetings, Messenger, and Roles & Terms.
Meeting Brief Emails
Provide meeting invitees pre-meeting emails that inform them of important meeting updates, reminders to view the board book, and data-driven insights. Learn more about Meeting Brief Emails in this article.
Meeting Agenda Pacer
Show a current time indicator when a meeting is taking place to help keep time with the agenda. Learn more about the Meeting Agenda Pacer in this article.
Give your board members the opportunity to rate each meeting and leave feedback for improved future meetings. Enabling this option will allow the Organization Administrator to change when the Feedback Emails are sent.
The options can be set so that Meeting Feedback emails are sent automatically 24 hours after your meeting to the following user groups:
Meeting Invitees with RSVP status set to Attending, Maybe, or No Response.
Meeting Attendees who have been marked as Present or Remote in the meeting Attendance.
Meeting Invitees, which would send to ALL users invited to the meeting regardless of their attendance status for the meeting.
You can also set Do Not Automatically Send which will allow Feedback emails to manually be sent by the Meeting's Administrator.
OnBoard Messenger is a useful instant messaging tool to keep in contact with your Organization's members. With this feature, send messages to a single user, multiple individuals, or an entire group of users. However, if you wish to disable this feature in your Organization, it can be done from this setting. Learn more about using Messenger in this article.
Your Organization can manage its data settings within the Data Preferences page located in your Organization Settings. The options here will allow you to configure data that is collected by Meeting Analytics, as well as how long Meeting Annotations, Archived Assessments Data, and Messages are retained.
Data Collection Settings
Here you can configure the Meeting Analytics data collection settings. By default data collection will be enabled, but by clicking Configure you can toggle this.
Find out more about Meeting Analytics in this article.
Data Retention Settings
This setting allows the Organization Administrator to set whether all responses are kept on an Assessment when the Assessment is Archived, to delete the written responses but keep all other responses when an Assessment is Archived, or to delete ALL responses and results data when an Assessment is Archived.
You can find out more about the Assessments retention settings in this article.
This setting will allow you to completely remove all annotations made by any user when a meeting is marked as Archived. This is a permanent and retroactive action, meaning enabling this will remove annotations from ALL meetings that are already marked as archived, as well as ones from meetings that will be marked as archived in the future.
This feature has no effect on meetings that are not marked as archived.
Learn more about the Meeting Annotations retention setting in this article.
By default, messages received in your OnBoard Messenger inbox will be retained indefinitely. However, if you wish to automatically purge older messages after a specified timeframe, use this setting to choose from 24 hours, 30/60/90/180 days, or 1/2 years. After this time, messages will be permanently removed from OnBoard.
You can find out more about the Messenger retention setting in this article.