Configure access control and users

Once an admin user has deployed the Cross-platform MS Office Add-in, they will need to configure access control, and add users and groups.

The mechanism leverages the already existing group management within Microsoft Office 365.

Add a Microsoft 365 group

In order to control which users have access to the Office Add-in, a Microsoft 365 group needs to be created. This requires an account with Administrator privileges.

1. Using the account's credentials, visit the Office 365 portal and log on.

   

2. Locate the Admin icon in the toolbar. Select it, to bring up the Microsoft 365 admin center in a new browser tab.

   

3. Expand the Teams & groups section to view the sub-functions.

   

4. Select Active teams & groups to see the ones currently defined.

   

5. Click Add a Microsoft 365 group to start the process of adding a new group.

   

6. Enter a unique Name and Description for the new group.

   

7. Specify one or more owners that will be responsible for adding or removing members of the group: Click Assign owners to add one or more users from ones already in the organisation.

   

8. Use the search box to locate which of the users in the organisation that are to be made owners of the new group.

9. Select the checkbox against each user that is to be the owner of the group.

10. Once all of the users have been selected, click Add to assign them as owners.

    

11. Review the list of owners.

    

12. Click Next to continue with the process of adding the new group.

Populate the group members

The group now needs to be populated with the members of the organisation that are permitted to use the Cross-platform MS Office Add-in.

1. Click Add members to bring up the list.

   

2. Use the search box to locate which of the users in the organisation can use the Cross-platform MS Office Add-in.

3. Select the checkbox against each user that is to be a member of the group.

4. Once all of the users have been selected, click Add to assign them as members.

   

5. Review the list of members of the group.

   

6. Click Next to continue with the process of adding the new group.

7. Set up a Group email address for the new group. Ensure that Privacy has been set to Private to ensure no one, other than the owners, can amend membership of the group.

8. Optionally Create a team for this group by selecting the checkbox.

   

9. Review the new group attributes, owners, members and settings.

10. Click Create group to add the new group.

    

11. Confirm the creation of the new group.

    

12. Confirm the new group is in the list in the set of Active teams and groups.

    

Configure the Cross-platform MS Office Add-in to use the new group

1. Expand the Settings section and select Integrated apps.

   

2. Locate the Cognidox Office Add-in in the list of apps. Click on the three dots to the right of the name.

   

3. Change the Assign users to be Specific users/groups.

   Use the search box to find and select the new group.

   

4. Click Update to change who can use the Office Add-in.

   

5. Click Done to complete the process.

Confirmation

To confirm that the new settings are working:

1. Log on to Microsoft Office 365 first as a user that is a member of the new group.

2. Start one of the supported applications, such as Word, Excel or PowerPoint.

3. Create a new document and then select the option to add an Add-in.

   

4. Select the Admin Managed tab.

5. Click Refresh to ensure the list is up to date. The list should include the Cognidox Office Add-in.

   

6. Log on to Microsoft Office 365 as a user who is not a member of the group. Follow the same steps to create a new document and the select the option to add an Add-in.

7. Select the Admin Managed tab.

8. Click Refresh to ensure the list is up to date.

9. The list should not include the Cognidox Office Add-in.