Remote Monitoring & Management Help

Quick Start Guide

Introduction

App Control has been designed from the ground up to simplify management of your Client's backbone services including Microsoft Office 365 and Google Apps, all directly from the Dashboard.

Requirements

The App Control widgets are supported in Google Chrome, Mozilla Firefox and Microsoft Internet Explorer 10 and we recommend a screen resolution of 1280x1024 or higher.

To get up and running, your Client needs an existing active account for the following editions of Google Apps for Business and Microsoft Office 365 currently supported.

Google

Microsoft

Google Apps for Business

Microsoft Office 365 Small Business

Microsoft Office 365 Small Business Premium

Microsoft Office 365 Midsize Business

Microsoft Exchange Online

Service Setup

  1. Log on to the Dashboard
  2. Go to the Services
  3. Click Add Service
  4. Select the required Client from the Filter by Client drop-down
  5. Choose their management service to monitor and manage Google Apps or Office 365
  6. Populate the required fields in the returned Create a new Account dialog
  7. Click Create Account to validate the entered credentials and begin syncing data

Once synchronized, depending on the volume of data this initial synchronization may take up to ten minutes to complete, you can start managing users and viewing management service information.

Required Fields

Google Apps for Business

Monthly Cost per user and Currency Type

Please note that as part of the setup process App Control requires administrative access to the Google Account and this is configured via the one-time step actioned after clicking Create Account.

Detailed information on this procedure is briefly covered below in the Configure one-time administrative access to Google Apps panel with more information available here.

Microsoft Office 365

Admin Account Username and Password

Monthly Cost per user and Currency Type

Note

The monthly Cost per user is a required field and used for calculating the Usage Costs Current Usage Cost per Month as well as the Usage Trends Usage Trending cost for Microsoft Office 365 and Google Apps.

* Configure one-time administrative access to Google Apps

Clicking Create Account after setting up the Google Apps integration opens a new browser tab to a Google web page which lists the forms of access requested by our API.

Important: Please be aware that the browser may block the pop-up dialog.

If this is the case, allow the pop-up, return to the Dashboard and follow the above steps again to Edit an Existing Service or Add a Service for a Client.

Before clicking Accept - after reading both the API terms and the required access levels - we would strongly suggest checking that you have logged into this page as the correct Google user for the Client’s Google Apps - with the logged in user displayed in the top right corner of the page.

If this user is incorrect please select Cancel to leave this page, rather than click the browser or tab’s exit button (x).

Additional information on this setting is available here

Services Information

Once added those Clients whose service is under management appear in the Services tab of the Dashboard.

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For each Client the north panel displays the Client name, total unique Users across all services, total users per service - Microsoft Office 365 or Google Apps - the number of service Critical, Warning and Information notifications as well as the Last update (date the service last refreshed the north panel overview information).  Where Active Directory Sync is configured the Dashboard contains the status along with the date and time of last successful sync.

The returned results can be filtered via the drop-down to include those Clients and Services that meet the selected criteria.

The north panel license details are only updated when a substantive action is applied in the widget or service itself (for example a user is added or removed). Notifications are updated where there is a change to their status.

If no changes are detected to users or notifications then the overview information is updated in line with the default schedule: overnight, once per day.

Please be aware that this information is queued and depending upon where the change was actioned there may be a delay in updating the north panel information. For example if this was performed in App Control the information would typically update within five minutes, whereas changes applied from within the service itself can take up to thirty minutes to appear.

Also, please note that the north panel does not automatically refresh, rather to view the updated information the refresh button beside the filter drop-down must be manually clicked to reload the window.

Services Monitoring and Management

The selected service is monitored and managed via the following subtabs of the Services section.

The display of each subtab under Services may be managed via the Collapse this panel, Restore panel split and Expand this panel.panel_resizer

Organization: Organizations are the equivalent Google Apps and Security Groups in Office 365 Midsize Business editions. The Organization Tree displays an at-a-glance view of the organization structure, select a node to display its organizational relationships whilst double-click on an organization to fully expands, or collapses, its tree. From this section you can easily add domains, add, edit and delete organizations and users by clicking on the relevant node and choosing the required action. Members can also be moved between Organizations (and domains in Office 365) by dragging the User node to the required Organization (or Domain) node. Please be aware that assigning a User to a different domain simply moves their mailbox, therefore the user will no longer receive mail at the previous domain address.Organisations can be created for all supported editions of Office 365, including those which do not natively incorporate this functionality, for example Office 365 Small Business.

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Teams: Teams are the equivalent of Distribution Lists or Groups in Office 365 or Groups in Google Apps. From the Teams section you can manage teams and distribution lists with the ability to create and edit teams, add or remove team members and view which users are members of which teams. Members can also be moved between Teams by dragging the Member node to the required Team node.

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Users: All users registered under the cloud service are listed along with their key properties..

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Email Addresses: All email addresses registered under the cloud service are listed along with their key properties.

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Mailboxes: Returns the relational size of all mailboxes in the organization allowing you to quickly identify users who require larger quotas or those consuming abnormally large amounts for space. The larger the mailbox box the larger the amount of data consumed by the mailbox.

ac_mailboxes_tab

Largest Mailboxes: Displays the top ten largest user mailboxes with the organization and contains the mailbox name along with its Size in MB.

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Mailbox History: Includes a range of information on the organization’s mailbox size and charts usage over the selected period. Consisting of a MB per day usage graph and a table listing the Name, Email and Growth rate (MB) for all the organization's mailboxes. Simply click on the dates to change the range.

app_ctrl_mailbox_history

Mail Traffic Report: For each email address the Mail Traffic Report lists the FirstName, LastName, Email address along with the number of Inbound, Outbound message and their Total Count over the selected period: last 7, 14 or 30 days.

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Licenses: Displays a graphical breakdown of the total user count indicating whether they are Active or Suspended with additional details including their license status available in the associated table.

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Usage Costs: The Current usage cost per month includes the Total Cost for the selected cloud service. This is represented by both a pie chart whose segments illustrate the usage percentage associated with each user type: Active, Suspended or Unused as well as a table displaying their monitory value. The monthly Cost per User used for this calculation is entered when initially setting up the service and may be amended post-integration through the Edit Service dialog in the Services drop-down, this dialog is also available when right-clicking on the Client name.

app_ctrl_usage_costs

Usage Trends: This graph displays the cloud service account’s historical data usage both by count (Microsoft Office 365 and Google Apps) and cost (Microsoft Office 365 and Google Apps). Simply click on the dates to change the range. The Cost per User used for this calculation for Microsoft Office 365 and Google Apps is entered when initially setting up the service and may be amended post-integration through the Edit Service dialog in the Services drop-down, this dialog is also available when right-clicking on the Client name.

app_ctrl_usage_trends_cost

Notifications: Lists a record of all user and service notifications and is color coded for easy problem identification and visibility. Once investigated Notifications can be marked as Viewed or Resolved

app_ctrl_mm_notications

Activity: An audit log of all actions recorded in any cloud service under management for the last 7 days, the last 14 days or the last 30 days.

ac_activity_tab

Alerting

In addition to Dashboard notifications, email and /or SMS Alerts can be sent for where the specified failure condition is met. To setup alerting go Settings, Alert Settings, Service Alert Settings on your Dashboard, configure the Default Settingsas required and click OK once complete to apply.

Edit Service

Changes to the cloud services credentials as well as the monthly Cost per user can be updated in the Dashboard by navigating to the Services tab and in the Service drop-down (or right-click on the Client) choose Edit Service.

Update the details in the Edit Account Settings dialog - for example change the Admin Account Username, Password, and for Microsoft Office 365 and Google Apps change the monthly Cost per user or Currency Type. In the case of Google Apps the Domain then click Update to apply.

Note: Office 365: Please be aware that changing the password where multi-domains are setup may prevent the integration from retrieving the Office 365 data. As such where the password is to be changed we would suggest uninstalling then reinstalling the Office 365 integration.

Delete Service

A cloud service can easily be removed from monitoring and management by going to the Services tab and in the Services drop-down (or right-click on the Client) select Delete Service. Enter the password you have logged into the Dashboard using to confirm deletion then click OK both in this and the subsequent Are you sure you want to delete this service? dialog.

Deleting the service from the Dashboard only removes the integration and the organizations, domains and users will still exist in the service itself

Please note that although we retrieve the Service information directly from the vendor, for performance we temporarily cache this data in one of our datacenters (London for the EU, Dallas for US and Asia, Sydney for Australia) and only retain limited aggregate data.