Jiglu system configuration checklist

This is a checklist of the decisions you will need to make to configure a new Jiglu site. It should be used in conjunction with the Jiglu System Assets Checklist, which covers the images, legal policies and other assets that you will need to gather when setting up a new system.

This checklist covers:

Before carrying out most of these actions you will need to log on as a system administrator by choosing the Administrator log on option from the user menu at the top right of the page and entering the system administrator secondary password. To simplify the descriptions of the actions required, the action of selecting the Save button after making a settings change has been omitted.

More detailed information on carrying out these tasks can be found in the Configuring Jiglu space at support.jiglu.com.

Roles and permissions

Administrators

Are there additional users that you want to allow to modify system permissions and system settings?

This will give them access to carry out any action in the system.

▢ Yes

Go to the Users section, edit each of these users and give them the System administrator role.

▢ No

Do you want to allow some users to administer users without giving them full system administrator rights?

This will give them access to create new users, approve users that have registered, change user preferences and deactivate existing users.

▢ Yes

Go to the Roles system settings category and then select the New button. Enter a role name of ‘Users administrator’, choose the System level and then the Add button.

Go to the Permissions settings category and select the User option. For the new Users administrator role select all the checkboxes to the right of the role.

Go to the Users section, edit each of the users you want to have these rights and give them the Users administrator role.

▢ No

Do you want to allow some users to administer groups without giving them full system administrator rights?

This will give them access to create new groups, approve new groups or group deletions, change group settings and view all groups.

▢ Yes

Go to the Roles system settings category and then select the New button. Enter a role name of ‘All groups administrator’, choose the System level and then the Add button.

Go to the Permissions settings category and select the User option. For the new All groups administrator role select all the checkboxes to the right of the role.

Go to the Users section, edit each of the users you want to have these rights and give them the All groups administrator role.

▢ No

Do you want to allow user administrators to edit users’ profiles?

This will give them access to view all profiles and edit the contents of users’ profiles.

▢ Yes

Go to the Permissions settings category and select the User profile option. For the new Users administrator role select all the checkboxes to the right of the role.

▢ No

Users

New users

Do you want to allow anyone to be able to register to use the system?

This will mean anyone visiting the system will be shown a link that takes them to a registration form. They may still need approval afterwards.

▢ Yes

Go to the Permissions settings category and select the User option. Next to the Guest user role select the Add checkbox.

▢ No

Go to the Permissions settings category and select the User option. Next to the Guest user role deselect the Add checkbox.

Do you want to allow anyone who is a user of the system to be able to invite other people to join?

This will mean users will see an ‘Invite someone to join’ option on the home page of a group.

▢ Yes

Go to the Permissions settings category and select the User option. Next to the Registered user role select the Add checkbox.

▢ No

Go to the Permissions settings category and select the User option. Next to the Registered user role deselect the Add checkbox.

Do you want users who register to have their account approved first by an administrator?

This will mean that when a user registers they do not have access to the system until a system administrator actions a task approving their details. However, if the new user was invited to join by a user with permission to approve users then this check will be skipped.

▢ Yes

Go to the User workflow settings category and change the Approve new users setting to Yes.

▢ No

Go to the User workflow settings category and change the Approve new users setting to No.

Do you want to allow users who register from certain email domains to have their account automatically approved?

This will mean that a system administrator will not need to action an approval task when users register with an email address from approved organisations. The user will need to have already confirmed they have access to that email address by responding to a message sent to it.

▢ Yes

Go to the User workflow settings category and for the Pre-approved domains setting enter a comma-separated list of the domain names.

▢ No

Go to the User workflow settings category and make sure the Pre-approved domains setting is empty.

User security

Do you want users authenticated in an external LDAP directory?

When a user logs on their password will be checked at an LDAP directory instead of using Jiglu’s own authentication system.

▢ Yes

Go to the LDAP directory settings category, change the LDAP directory setting to Optional or Mandatory and enter the directory access details.

▢ No

Go to the LDAP directory settings category and change the LDAP directory setting to Off.

Do you want users to always use two-factor security when logging on?

This will mean that when a user first logs on they will have to set up two-factor authentication using Google Authenticator or a similar app.

If they lose access to the app or the two-factor details then an administrator will need to reset the secret key for their account before they can get access again.

▢ Yes

Go to the User security settings category and change the Two-factor security setting to Mandatory.

▢ No

Go to the User security settings category and change the Two-factor security setting to Optional or Off.

Do you want users to be able to automatically log on without needing to use a password each time?

This will mean that a cookie is stored in a user’s browser that will automatically log them on each time. It will remain valid until they change their password or the user account is deactivated.

▢ Yes

Go to the User security settings category and change the Automatic log on setting to Yes.

▢ No

Go to the User security settings category and change the Automatic log on setting to No.

Do you want to enforce a minimum password strength?

This will mean that a user cannot set a new password unless the mixture of letters, numbers and punctuation in it is sufficient to meet the required strength.

This will not be used when an LDAP directory provides authentication

▢ Yes

Go to the User security settings category and change the Minimum password strength setting to the required strength.

▢ No

Go to the User security settings category and change the Minimum password strength setting to Very weak.

Do you want to allow users that have forgotten their password to be able to request an email with a link that lets them set a new password?

This will mean as long as they have access to the email account they registered with then they will be able to change the password to recover access. If you cannot guarantee the security of their email service then you may not want to enable this.

This will not be used when an LDAP directory provides authentication.

▢ Yes

Go to the User security settings category and change the Forgotten password request link email setting to Yes.

▢ No

Go to the User security settings category and change the Forgotten password request link email setting to No.

Do you want an administrator to approve any changes of email address?

This will allow a user to change their main email address themselves, but after they have confirmed that they have access to the new account an administrator will still need to action a task to approve the change.

▢ Yes

Go to the User workflow settings category and change the Approve new email address setting to Yes.

▢ No

Go to the User workflow settings category and change the Approve new email address setting to No.

Do you want users to have their accounts automatically deactivated if they have not logged on for a certain number of days?

Users will receive a warning email if they have not logged on for the number of days you have chosen. If they still do not log on then after a further number of days you have chosen their account will be automatically deactivated. They will then need to contact an administrator to have their account reactivated if they wish to regain access.

▢ Yes

Go to the User workflow settings category and change the Send warning if not logged on for setting to the number of days after which they will get a warning and the Deactivate user if not logged on for setting to the number of days after that when their account will be deactivated.

▢ No

Go to the User workflow settings category and change the Send warning if not logged on for and Deactivate user if not logged on for settings to 0.

User defaults and limits

Do you want new users to get a daily summary newsletter?

This will subscribe new users to a newsletter with information about what happened the previous day unless they choose to opt out. If you choose not to enable this the user can always opt in themselves.

▢ Yes

Go to the User defaults settings category and change the Default to receive daily summary newsletter setting to Yes.

▢ No

Go to the User defaults settings category and change the Default to receive daily summary newsletter setting to No.

Do you want users to have an option over whether to just write plain text or use HTML when entering new discussion messages, knowledge entries, blog posts and blog comments?

Users may find it simpler to write discussion messages and blog comments in plain text. You won’t usually want to give them the option to choose for knowledge entries or blog posts as all the formatting could be lost if someone edits using a different method.

▢ Yes

Go to the User defaults settings category and change the web preferences defaults for each of these contribution types to allow your preferred choices.

▢ No

Go to the User defaults settings category and change the web preferences defaults for each of these contribution types to remove any choices.

Do you want to put limits on how many new content drafts or submissions a user can create?

This gives protection against malicious users who create huge numbers of content items to try to flood the system.

▢ Yes

Go to the User limits settings category and change the Maximum drafts, Maximum revisions and Maximum at moderation settings to a sensible maximum, such as 50.

▢ No

Go to the User limits settings category and change the Maximum drafts, Maximum revisions and Maximum at moderation settings to no limit.

Groups

Group creation and deletion

Do you want anyone who is a user of the system to be able to create a group?

This will mean that group creation isn’t just limited to system administrators. The group may still need approval afterwards.

▢ Yes

Go to the Permissions settings category and select the All groups option. Next to the Registered user role select the Add checkbox.

▢ No

Go to the Permissions settings category and select the All groups option. Next to the Registered user role deselect the Add checkbox.

Do you want new groups to be approved by an administrator before they are activated?

This will mean that when a new group is created its creator will not have access to it until a system administrator actions the task to approve the new group. System administrators creating groups won’t be subject to approval.

▢ Yes

Go to the Group workflow settings category and change the Approve new groups setting to Yes.

▢ No

Go to the Group workflow settings category and change the Approve new groups setting to No.

Do you want the deletion of groups to be approved by an administrator before they are physically removed?

This will mean that if a group administrator decides to delete their group a system administrator will still need to give final approval. This can help protect against accidental or malicious group deletion.

▢ Yes

Go to the Group workflow settings category and change the Approve group deletion setting to Yes.

▢ No

Go to the Group workflow settings category and change the Approve group deletion setting to No.

Do you want deleted groups to be first suspended for a period of time before they are physically removed?

This will mean that if a group administrator decides to delete their group there is a short period when it can still be returned to use. This can help protect against accidental or malicious group deletion.

▢ Yes

Go to the Group workflow settings category and change the Suspend before final deletion setting to a suitable number of days.

▢ No

Go to the Group workflow settings category and change the Suspend before final deletion setting to 0.

Do you want groups to be marked with one of your organisation’s official security access levels so people know who it is appropriate for?

Group categories can be used to provide any information about the type of group, including security levels. When a new group is added the creator will be asked to select from the list of categories for the group.

The categories assigned to a group will be shown in the blog, space and monitor indexes and on the home page of the group.

▢ Yes

Go to the Group categories settings category, select the New button and enter the name and optional description of the category that you wish to add.

 

Group limits and feature availability

Do you want to prevent group administrators from changing the text of group notification messages?

This will stop group administrators changing notifications to things that don’t make sense or that may confuse their members.

▢ Yes

Go to the Group defaults settings category, choose the Category visibility group defaults option and then change every notification category to Invisible.

▢ No

Go to the Group defaults settings category, choose the Category visibility group defaults option and then change every notification category to Not set.

Do you want to prevent group administrators from having access to certain advanced group settings like resource permissions, filtering, workflow or tagging?

This will mean that group administrators won’t see these categories in the group settings. This can be useful to simplify what most administrators can do with their groups.

If you want to allow a specific group to have access to a category then you can edit the visibility settings for that group.

▢ Yes

Go to the Group defaults settings category, choose the Category visibility group defaults option and then change these categories to Invisible.

▢ No

Go to the Group defaults settings category, choose the Category visibility group defaults option and then change these categories to Not set.

Do you want to prevent group administrators from having access to certain settings but still allow them access to everything else in a settings category?

This will mean that when a group administrator goes to the settings category containing the setting they will still be able to see what it is set to but won’t be able to change it.

▢ Yes

Go to the Group defaults settings category, choose the category where the setting is found and select the checkbox next to the lock icon.

▢ No

Go to the Group defaults settings category, choose the category where the setting is found and deselect the checkbox next to the lock icon.

Do you want to limit how much storage a blog or space is allowed to use?

This will mean that when a group hits its maximum storage size no more content can be added to it until some of the existing content is removed.

If you want to allow a specific group to have more space then you can edit the quota settings for that group.

▢ Yes

Go to the Group defaults settings category, choose the Limits and quotas option and set the Hard limit setting to the maximum content storage you want the group to use.

For a space, if you want old messages to be expired when a limit is reached then set a Soft limit size, for Purge when hit quota select Yes and then how much you want to expire each time – 10% is a good starting point.

▢ No

Go to the Group defaults settings category, choose the Limits and quotas option and set the Hard limit setting to 0.

Do you want to limit how many of a particular type of resource (such as a source or a newsletter) a group is allowed to create?

This gives protection against malicious users who create huge numbers of resources to try to flood the system.

▢ Yes

Go to the Group defaults settings category, choose the Limits and quotas option and set the limit for each type of resource to an appropriate default, such as 20.

▢ No

Go to the Group defaults settings category, choose the Limits and quotas option and set the limit for each type of resource to No limit.

Do you want group administrators to be allowed to force members to subscribe to a newsletter?

This will mean that if a group administrator creates a mandatory newsletter then users will have no choice over whether or not to receive it.

▢ Yes

Go to the Group limits settings category and change the Allow mandatory newsletters setting to Yes.

▢ No

Go to the Group limits settings category and change the Allow mandatory newsletters setting to No.

Privacy

Do you want ordinary users to be able to view the index of users?

If the system is being used by users from multiple organisations then you may want to limit who can view the user index. Users will still be able to view the profiles of users that create content but not those who choose not to.

▢ Yes

Go to the Permissions settings category and select the Users option. Next to the Registered user role select the View checkbox.

▢ No

Go to the Permissions settings category and select the Users option. Next to the Registered user role deselect the View checkbox.

Do you want ordinary users to be able to see other users’ email addresses?

If the system is being used by users from multiple organisations then you may want to limit who can view email addresses. If someone creates a discussion message that is sent by email to members of a space then it will still contain their email address.

▢ Yes

To change whether email addresses are shown on system pages go to the Appearance settings category and change the Show email addresses setting to Yes.

To change whether email addresses are shown by default in a group go to the Group defaults settings category, choose the Privacy option and change the Show email addresses setting to Yes. If you don’t want group administrators to change this setting then select the checkbox next to the lock icon.

▢ No

To change whether email addresses are shown on system pages go to the Appearance settings category and change the Show email addresses setting to No.

To change whether email addresses are shown by default in a group go to the Group defaults settings category, choose the Privacy option and change the Show email addresses setting to No. If you don’t want group administrators to change this setting then select the checkbox next to the lock icon.

Content filtering

Do you want to restrict attachments and file sharing to only certain media types?

If the system is being used by users from multiple organisations then you may want to limit who can view the user index. Users will still be able to view the profiles of users that create content but not those who choose not to.

▢ Yes

Go to the Filtering settings category, scroll down to the bottom of the Filter out attachments of these media types setting and select all the entries under the Wildcards section. Now in the Unless they are of one of these media types setting choose the attachment types that you want to allow. Finally, change the Allow attachments with unknown media types setting to No.

▢ No

Go to the Filtering settings category and ensure nothing is selected in the Filter out attachments of these media types setting or the Unless they are of one of these media types setting. Finally, change the Allow attachments with unknown media types setting to Yes.

Do you want to restrict users from using external images, videos and audio in their contributions?

If you allow external content then the server that it is hosted on may be able to get information about who is viewing it and there could be a security risk for certain kinds of content. With external content whitelisting enabled only sites that are listed in the Embedded sites settings category can have their content used.

▢ Yes

Go to the Filtering settings category and change the External content whitelisting setting to Yes.

To whitelist a site that you want to allow content from, go to the Embedded sites setting category, select the New button and add the details of the site.

To deactivate a default embedded site which you don’t want to allow content to be used from, go to the Embedded sites setting category, select the site and change the Status to Deactivated.

▢ No

Go to the Filtering settings category and change the External content whitelisting setting to No.

Do you want to allow users to embed videos from YouTube, documents from Google Docs or embeddable content from other sites in their contributions?

If you allow embeddable content then the server that it is hosted on may be able to get information about who is viewing it and there could be a security risk for certain kinds of content. Only sites that are listed in the Embedded sites settings category can have their content embedded.

▢ Yes

Go to the Embedded sites setting category and check to see if the site already exists and that it has its status set to Activated. To add a new site, select the New button and add the details of the site.

▢ No

To deactivate default embedded sites which you don’t want to allow content to be embedded from, go to the Embedded sites setting category, select each site in turn and change the Status to Deactivated.

If you prefer to delete them select the checkbox next to each name and then the Delete button.

Do you want to have links to YouTube or other media converted into the actual video on the page?

This will mean that rather than having to follow the link to view the video or see the media it can be viewed inline in the contribution.

▢ Yes

Go to the Filtering settings category and change the Automatic content embedding setting to Yes.

▢ No

Go to the Filtering settings category and change the Automatic content embedding setting to No.

Do you want attachments and shared files to be scanned for viruses?

You will need to have a virus scanner that supports the ICAP protocol. When virus scanning is enabled users will be unable to download files until after they have been scanned for viruses.

▢ Yes

Go to the Virus scanning settings category, change the Enabled setting to Yes and enter the details of the ICAP server used for virus scanning.

▢ No

Go to the Virus scanning settings category and change the Enabled setting to No.

Email processing

Do you want non-delivery notifications to be automatically handled by the system?

With bounce processing enabled, the system will deactivate email for users when messages cannot be successfully delivered to them. They will not be able to contribute until they have confirmed they can successfully receive messages once more.

▢ Yes

Go to the Bounce processing settings category and change the Automatic bounce processing setting to Yes.

▢ No

Go to the Bounce processing settings category and change the Automatic bounce processing setting to No.

When a non-delivery notification for a discussion message or group newsletter cannot be processed, do you want it to be sent to a system administrator rather than the group administrator?

The administrator of a group might want to know if messages can’t be sent to a member but if they’re not also a system administrator then they won’t be able to take any action other than removing the member from the group.

▢ Yes

Go to the Bounce processing settings category and change the System administrators get group bounces setting to Yes.

▢ No

Go to the Bounce processing settings category and change the System administrators get group bounces setting to No.

Do you want non-delivery notifications to go to a specific email address instead of to the system administrators?

For a system with a lot of users the number of non-delivery notifications might get annoying so they can instead be directed to a dedicated mailbox which administrators can then process.

▢ Yes

Go to the Bounce processing settings category and change the Bounce notification address setting to the required email address.

▢ No

Go to the Bounce processing settings category and change the Bounce notification address setting to be empty.

Do you want email messages for administrators that are potentially spam to still be forwarded on to them?

If a message is misclassified it still might be important to get to an administrator. However, if too many spam messages are forwarded by the server it could affect its reputation.

▢ Yes

Go to the Other processing settings category and change the Administrator forwarding includes spam setting to Yes.

▢ No

Go to the Other processing settings category and change the Administrator forwarding includes spam setting to No