By clicking on a contract you're able to set more settings, divided into tabs;
1. Contract
The Contract tab allows you 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 the contract can have the following values:
- ACTIVE: normal contract, valid until end or contract date
- INACTIVE: expired contract (with no extension)
- REMOVE: a contract to be removed from the Dashboard
2. Admins
The Admins tab allows you to add or remove Contract Admins.
The Contract Admin can create a Project Folder with a certain storage quota, and assign the responsibility over it to a Project Folder Owner.
3. Contacts
The Contacts tab allows you to add a contact person for the contract; this person will receive notifications from Research Drive.
4. Storage
The Storage tab shows the total storage quota, current usage and storage quota presets that are available for new projects. Dashboard admins are able to adjust these values as well.
The selectable storage quota gives you the ability to limit the choice of quota when creating project folders. For example, you can say that project folders for a specific contract can only have a quota of 10 or 25 GB.
Setting the total storage quota to 0 for a contract means unlimited.
5. Services
On the Services tab, research drive add-ons can be enabled for the entire contract. These will be applied to all users linked to this contract, as well as to new users. If that's not desirable, you can also enable settings on user level (see Manage User Accounts → Services).
6. Settings
The Settings tab allows you 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: the amount of project folders that can be created by each user
The above two settings apply to all users linked to this contract, as well as to new users. If that's not desirable, you can also enable settings on user level (see Manage User Accounts → Services). We recommend keeping permissions limited on contract level, and overriding these on a per-user basis (see example 2 below).
These two options can also be limited to, for example, only users of your own organization by setting the 'Allow domains' filter:
- Allow domains: restricts the above two settings (inviting users and creating project folders) to members of specific domains, preventing guests from taking these actions. Separate multiple domains with a comma (e.g.,
domain1.com,domain2.com).
The final contract settings are for policies:
- Remove period: defines the deletion policy for accounts marked for removal. By default, the value is set to 30 days. During this period, email notifications are 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 project folders linked to this contract.
6.1 Example usage of 'May invite users', 'Number of projectfolders' and 'Allow domains'
Example 1
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 projectfolders' to 1
3. Fill in 'Allow Domains' with the domain extension for your users, for example ; 'surf.nl'
Example 2
You only want a specific group of project admins to be able to invite other users and create project folders.
You need the following configuration on the contract level:
- Disable 'May invite users'
- Set 'Number of projectfolders' to 0
The specific project admin users need the following configuration on the user account level (see Manage user accounts → Settings for more information):
- Enable 'May invite users'
- Set 'Number of projectfolders' to the desired amount. If a specific user has created this amount of new project folders, they won't be able to create any additional folders until you increase this number.
6.2 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.
