By clicking on a contract you're able to set more settings, divided into tabs;

Contract

Under the Contract tab it is possible to adjust the basic information of the contract.

  • Contract number: Short name of the contract, which is further used & shown for accounts / projects
  • Description: Description for your own administration, not a mandatory field.
  • Owner: Owner of the contract, for example a person or department.
  • Owner email: Mail address of the owner.
  • Start date: Start date for the contract
  • End date: End date for the contract
  • Status: The status of a contract can also differ:
    • ACTIVE: normal contract, valid until end or contract date
    • INACTIVE: expired contract (with no extension)
    • REMOVE: a contract to be removed from the Dashboard



Admins

Under the Admins tab it is possible to add or remove Contract Admins.
The Contract Admin can create a Project Folder and assign the responsibility over it to a Project Folder Owner. The Project Folder has a certain storage quotum assigned to it.


Contacts

Under the Contacts tab it is possible to add a contact person for the the contract who will receive notifications from Research Drive.


Storage

Under the Storage tab the total quotum can be adjusted by the Dashboard Admins only, the current usage can be observed, as well as the selectable storage quotums can be adjusted.

The selectable storage quotums gives you the ability to limit the choice of quotums when creating project folders. For example, you can say that project folders for a specific contract can only have a quotum of 10 or 25 GB.


Services

Under services, research drive add-ons can be adjusted for the entire contract. These will be applied to all users linked to this contract as well new users.


Settings

Under settings it is possible to adjust multiple settings of the contract.

  • May invite users: decide whether users linked to this contract may freely invite / add new users
  • Number of projectfolders: gives a number of freely allowed project folders, which can be created per user. No intervention of a contract/dashboard admin is then required.
  • Allow domains: an allow list based on domain, to which a user must be sufficient to be allowed to use the above options. Allows you to exclude guest users from inviting users or creating project folders. In case of multiple domains, they should be split on a comma.
  • Remove period: the deletion policy that is used for an account that is designated to be deleted. By default, a delete policy of 30 days will be applied, whereby a number of mail notifications will be sent to the user as co-accounts which data will be shared from this account.
  • Strict auditing: enable or disable the strict auditing feature for all projectfolders linked to this contract.


Allow domains for invite users & number of projectfolders

A number of things can be set at the contract level, which flows through to user capabilities.
* Allow users to invite other users. Decide whether users linked to this contract may freely invite / add new users
* Allow users to create a maximum numbers of project folders by forehand. So gives a number of freely allowed project folders, which can be created per user.

These options can be limited to, for example, only users of your own organization. This is where the Allow Domains filter comes in.
* Allow domains: an allow list based on domain, to which a user must be sufficient to be allowed to use the above options.
Allows you to exclude guest users from inviting users or creating project folders. In case of multiple domains, they should be split on a comma.

Example

You want only users from your own organization to have the rights to invite new users and to create 1 project folder in advance without having to explicitly ask for it.

Then the config will be;
1. Enable `May invite users`.
2. Set `Number of project folders` on 1
3. Fill in `Allow Domains` the domain extension for your users, for example ; `surf.nl`

Overwrite on user level

You can overwrite these settings also on user niveau. See the settings tab for a specific user.



Contract remove period

The removal policy can be adjusted in the contract details and may be different for each contract.
The deletion policy that is used for an account that is designated to be deleted, depends on the contract to which the account is associated.
By default, a delete policy of 30 days will be applied, whereby a number of mail notifications will be sent to the user as co-accounts which data will be shared from this account.



The possible removal policies and associated actions are as follows;

  • 30 days (default):
    • A user account will be disabled within a few minutes after the account has been marked in the dashboard to be deleted.
    • Notification email that the user will be deleted, will be send the same evening, 6 and 10 days after the removal date in the dashboard.
    • Shares with other users are deleted after 15 days.
    • The account and the associated data is actually deleted after 30 days.
  • 60 days:
    • A user account will be disabled within a few minutes after the account has been marked in the dashboard to be deleted.
    • Notification email that the user will be deleted, will be send the same evening, 14 and 28 days after the removal date in the dashboard.
    • Shares with other users are deleted after 30 days.
    • The account and the associated data is actually deleted after 60 days.
  • 90 days:
    • A user account will be disabled within a few minutes after the account has been marked in the dashboard to be deleted.
    • Notification email that the user will be deleted, will be send the same evening, 30 and 50 days after the removal date in the dashboard.
    • Shares with other users are deleted after 45 days.
    • The account and the associated data is actually deleted after 90 days.
  • 180 days:
    • A user account will be disabled within a few minutes after the account has been marked in the dashboard to be deleted.
    • Notification email that the user will be deleted, will be send the same evening, 90 and 145 days after the removal date in the dashboard.
    • Shares with other users are deleted after 150 days.
    • The account and the associated data is actually deleted after 180 days.
  • 365 days:
    • A user account will be disabled within a few minutes after the account has been marked in the dashboard to be deleted.
    • Notification email that the user will be deleted, will be send the same evening, 180, 240 and 290 days after the removal date in the dashboard.
    • Shares with other users are deleted after 300 days.
    • The account and the associated data is actually deleted after 365 days.



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