# Portal use Support for portal users. # Before you Create Records in Portal: Must Know #### Entering Records in the Right Order Because of the way records depend on each other, some records must be created before others. Note the following principles before creating records: 1. **Accountability records** are used to group Companies together for uniform management and filtering as well as accountability reporting. * Accountability records can't be setup in portal, nor can any adjustment to them be made in portal other than assigning new companies to them. 2. **Company records** are the main records. * These can be attached to an accountability group but this is not required. * For a company to be useful beyond contact info, there must be a company owner specified (see contact records) 3. **Contact records** are dependent on company records and / or accountability records. * There can be multiple contact records associated with a single company. * One (no more, no less) contacts must be specified as **company owner**. This contact will be the one responsible to pay the bills for the company and be the designated person to authorize any changes to the account. * All other contacts will be Person contacts, typically associated with a device. * For data integrity these records have constraints on email (required) and mobile phone number (optional) to keep them unique. *If a separate contact is needed for some reason but there is not a unique email or mobile phone number, you may use none@none.com for the email.The mobile phone number is not required.* * Contact records can be linked to multiple Companies. **Note:** This cannot be done in the portal.* * Lastly, contact records can also be associated with accountability records. ***Note:** This cannot be done in the portal.* 4. **Device records** are dependent on a Company record and must be assigned to a Contact record. * Multiple devices can be assigned to the same contact record. * Each device must have a unique filter username and must begin with the username of the contact to which it is assigned. #### Other Notes

Note: In portal you only have access to Companies you are associated with. If you are a company contact you will only have access to the Companies you are a contact for. If you are an accountability contact you will have access to all Companies in your accountability group.

# Companies: Update or Create New Note to reviewer: Links may need to be updated after this page is moved to correct home location. ### Updating info on an existing company 1. After [logging into Portal](https://books.compassfoundation.io/books/drafts-to-review/page/clavis-login), Click the Companies option from the list under Your Documents. * This will show you a list of the companies you have access to. 2. Select the company you need to update. * You can also use the search feature located in the upper right to quickly find a company. 3. Next click the **Edit / pencil** button in the upper left to switch the record into edit mode. 4. Update info as needed. 5. Save the record by clicking the **Save / checkmark** button in the upper left. ### Creating a new company * You will find there are several workflows to create new companies but here is one that works best without needing to watch for possible "I wonder how it got that way" situations. 1. After [logging into Portal](https://books.compassfoundation.io/books/drafts-to-review/page/clavis-login), click the Companies option from the list under Your Documents. * This will show you a list of the companies you have access to. 2. Click the **Add record / +** button in the upper left. 3. Fill out all the info that you can. Email is required but if this company doesn't have an email address you may use `none@none.com`. 4. Make sure church affiliation and accountability are correct. * Log server # is only applicable to Weatec users. * If you are setting up a company that is not apart of the church you are apart of, do NOT update this info until the device setup is complete * Adjusting accountability settings may take a 2 step save and edit process where you set the affiliation the first try and then the accountability with a second edit / adjustment. * This info is auto-filled based on accountability settings of the user logged into portal. 5. Save the record by clicking the **Save / checkmark** button in the upper left. # Contacts: Update or Create New ### Updating info on an existing contact 1. Navigate to the company to which the contact is attached that you want to edit. 2. From the contacts tab at the bottom of the record click on the contact you need to update. 3. Click the **edit / pencil** button in the upper left. 4. Update info as needed. 5. Save by clicking the **Save / checkmark** button in the upper left. ### Set up a new contact 1. Navigate to the company you want to add the contact to. 2. From the drop down under the **add / +** button in the upper right chose contact. 3. Fill out the info fields. * Name and email are required. * If mobile number is added it must be unique to this contact. * Each company must have one (1) owner and for all others the Job Position will be device. 4. Save the record by clicking the **save / checkmark** button in the upper left. * If you do not get the green success bar at the top of the screen go back and make sure all required fields are complete. 5. Next it is recommended that you now click the edit button and change the username that was auto-generated to a `firstname_lastname` format. * There maybe a conflict of 'john_martin' but at least there is a lot less of them that there are 'john' 6. Save the record again. * If you do not get the green success bar at the top of the screen go back and make sure all required fields are complete. ### Note regarding unique email addresses Each Contact record must have a unique email address. In the event there is a shared (eg. family) email address, you can use 'plus' addressing to enable a valid email address to be used on the additional contacts. A ‘plus’ email address looks like this `joe+martha@example.com` – the real address is `joe@example.com` but any address with a + sign and following text will go to the same mailbox. # Device: Setting up New 1. Navigate to the company that you want to add a device to. 2. From the drop down under the add / + button in the upper right, choose device. 3. Fill out the form. * **Device Name** - you will use this name to identify the device when you call in for support in relation to this device. * On remote devices when possible we push this name to the device. * **Device** - from the drop down pick the device that best describes the device you are setting up. * If you can't find your device pick the generic one that is most correct for your device (ie. windows laptop, or iPhone) * If you start typing in the field it will sort for you. * **Contact** - From the available contacts in the drop down choose the contact you want to associate this device with. * If the correct contact is not there go back and [create the contact needed.](https://books.compassfoundation.io/books/drafts-to-review/page/contacts-update-info-or-new) * **Subscription** - Pick the subscription that you want for the device. * See [this document](https://cloud.compassfoundation.io/s/TQBMBBscFimbqPn) for information on USA subscription rates. * See [this document](https://cloud.compassfoundation.io/s/98aHX2XyoXyH8xF) for information on CA subscription rates. * **Filter** - Pick the filter this device will be assigned to. * On-site DrawBridge if this company has one. * Church DrawBridge if this compnay is a part of a group that has a church DrawBridge. * Any of the cloud filters this company has devices on already. * Or you will also be able to assign the device to our newest cloud filter. * **Filter Username** - This field will auto fill the username of the contact you assigned it to, but you should append something onto the end to make it unique and to identify the device. (ie. _laptop or _iph or _charlie ) * **MDM Server** - Use the settings below unless you have been given special instruction to use something different * Windows 7 with latest updates or newer Computer — **Maple Leaf** * Macbook or iMac — **Mosyle** * IPhone, IPad, or IPod with filtered internet — **JAMF - Crabapple** * IPhone set for talk and text OR talk, text, and email only — **Mosyle** * Android devices running Android 8 or newer - **Beacon** * For Android devices running Android 7 or Windows devices running Windows 7 or older contact Compass Foundation for special instructions. * **Serial Number** - Required only on Apple devices * iPhone * iPad * iPod * Macbook * iMac * **Cellular Network** - Enter the cellular or internet provider this device will most often be using. * On a cell device this will be the cell carrier * On a computer this will be Internet Service Provider most often connecting with. 4. Review and make sure all fields are completed correctly. 5. Save the record by clicking the **save / checkmark** button. * You should get a green success bar at the top of the record. If you do not, review all fields making sure that everything is correct. The most likely to cause trouble is probably the filter username not being unique so try something different there. (ie. _iph2 instead of _iph) 6. Next click the Wrench button again and click **Sync to Filter**. * This Sync process may happen in a few minutes but often it can take a hour or so. If you are syncing to an on-site DrawBridge, you'll need to manually trigger a [Sync](https://books.compassfoundation.io/books/console-reference-docs/page/console-sync) run on that DrawBridge. Or you can wait for the routine overnight sync cycle to run. 7. When this sync is complete you will get a green 'Authentication credentials are correct' bar at the top of the screen when clicking the **Confirm Filter Connection** button from the wrench button drop down. At this point you can move to the Operating System specific instructions for Prepping for Enrollment in this [Portal Use Book](https://books.compassfoundation.io/books/compass-portal/chapter/portal-use) as well as the Operating System specific Enrollment instructions found in this [Orbit MDM Book](https://books.compassfoundation.io/shelves/orbit) # Device: Replacing a Device 1. Navigate to the company to which the device you want to replace is assigned. 2. In the upper right click `Devices.` 3. Click the device you want to replace. 4. In the upper right click the Wrench button. 5. From the dropdown click the `Replace Device.` 6. This will switch the record into edit mode. * For Apple devices * Update device name if needed * Update device type if needed * Update Serial Number

When these changes are complete the system will have recorded the info from the old device that we need to release it, and we will by default release it unless you leave us instruction otherwise.

* For Windows devices * Update device name if needed * Update device type if needed * A new Maple Leaf license will be auto-generated so ML can be installed on the new device

If you need ML removed from the old device leave us a note or contact Compass Support for the needed uninstall code.

* For Android devices * Update device name if needed * Update device type if needed * Leave a note at the bottom to tell use which version of Android the new device is running. 7. Make a note in the Notes field at the bottom for any special setup instructions or instructions concerning the old device. 8. Save the record by clicking the save / checkmark button in the upper left. Next refer to the enrollment instructions for your device to proceed. ##### Things that can't be changed. * Subscription ##### Things you don't want to change for smooth setup on new device. * Filter Username * Filter password # Prepping to enroll an Android device. 1. Device must be set up and filter connection confirmed per instructions [here](https://books.compassfoundation.io/books/compass-portal/page/device-setting-up-new). 2. From the device record, click the **Wrench** button in the upper right and choose `Sync to MDM`. 3. Add all profiles that you want applied to this device from the list available. a. Click the `+` button at the top Left of the box that opens up. b. Click on the Profile field and chose a profile you want to apply from the drop down. *Starting to type will filter for you.* c. Click the `Add` button in the lower right. d. Repeat till you have applied all the profiles you wish to have applied are added. 4. Now click the `Sync` Button in the lower right. 5. When this sync has completed you will be able to find the device on the Beacon server. Also, there will now be a Beacon License showing on the device record. # Prepping to enroll an iOS device 1. Device must be set up and filter connection confirmed per instructions [here](https://books.compassfoundation.io/books/compass-portal/page/device-setting-up-new). 2. Confirm that the device is present on the filter and all filter policies are applied as needed. 3. Enroll the device using Apple Configurator.

This MUST be complete before proceeding to step 4

4. From the device record, click the **Wrench** button in the upper right and choose `Sync to MDM`. * This will apply any accountability required management settings and app restrictions.