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Live Forms is a multi-tenant application. Tenants allow you to segregate groups of users and roles. Users from one tenant cannot access users in any other tenant. Note: this does not apply to public forms/flow which do not require login access to a tenant.

The Live Forms In-house superuser admin can create as many tenants on your form server as needed. Once the superuser admin creates the tenant, the tenant admin user can then login to manage the tenant, configure LDAP, add users & roles, etc. See the Admin Home Page for differences between the superuser admin and tenant admin. 

On this page:

Manage Tenants

The superuser admin can add new tenants to your Live Forms server using the Manage Tenants page.

  • Click  to add a new tenant.
  • Click to display the Manage Tenant page. You use the links on this page to edit the tenant information and manage the tenant's roles, users, form and control categories, and production forms.
  • Click to edit the tenant information. This link displays the same page as the Edit Tenant link on the Manage Tenant page.
  • Click to make a copy of the tenant.
  • Click to remove the tenant from the server.

You cannot remove or copy the d (Default tenant).

Add Tenant

The superuser admin can use the Tenant page to add a new Live Forms tenant. We recommend using lower case for the tenant name as the tenant name becomes part of your user's login names which are case sensitive.

To display the Tenant page, 

  • Login as the superuser admin. Enter admin@d as the userID and admin as the password. Click Manage Tenants



  • Click  the plus icon to add a new tenant. 
  • Fill in the fields with the information for your new tenant.
  • Click the Submit button to save.

Here is a brief explanation of the fields:

  • Are you creating a tenant for Confluence? - Check this if you are planning on integrating Live Forms with Confluence. If checked, the Security Manager Class field displays the Delegating Security Manager. This is the Security Manager needed for Confluence. If unchecked, the Frevvo Default Security Manager will be used. 
  • If you are not using Confluence, select a Security Manager Option from the following choices: 

    1. Frevvo Default Security Manager (FSM) Live Forms is responsible for authentication/authorization and managing users/roles. This is the default option. Your tenant will be created with this security manager if no other choice is selected. 
    2. LDAP Active Directory Security Manager (LDAPSM) - The user is authenticated outside Live Forms. Typically, SSO or Live Forms performs the authentication using LDAP directly.
    3. DB Container Security Manager (DBCSM) - Authentication is the container's responsibility, but Live Forms provides a database interface to fetch users/roles for design time functionality from an external database.   
    4. LDAP Container Security Manager (LDAPCSM) - This is exactly the same as the DB Container Security Manager using LDAP/Active Directory instead of a database. Authentication is the container's responsibility. 
    5. Custom - (CSM) - Container managed security manager used when there is a requirement for a container to handle authentication.
  • Tenant ID - Enter the tenant Id in this field - The tenant id can contain characters, numbers, dot(.), hyphen (-) and the underscore. It cannot start with a number. A common practice is to use your domain name for the tenant id.
  • Tenant Name - Enter the name of the new tenant.
  • Tenant Description - Enter a description for the new tenant.
  • Max Concurrent Users - Leave this field blank if you do not want to set a maximum number of concurrent users. Concurrent Users are users that are logged into Live Forms simultaneously.
  • Admin User Id - This is the tenant admin id. It can contain characters, numbers and the underscore. It cannot start with a number. The maximum length is 16 characters.
  • Admin User Password - This is the tenant admin password. Notice the text will appear as bullets as you type.
  • Reenter the Admin User Password - Reenter  the tenant admin password. Live Forms will display an error message, "Invalid Value" if what you type in this field does not match the contents of the Admin User Password field.

 

Configuring the LDAP/Active Directory Security Manager

The connection to your LDAP server is configured at the tenant level. Existing Live Forms in-house customers using LDAP should refer to the  Upgrade Guide for a quick way to import your current LDAP configuration parameters before migrating. Live Forms in-house customers can add an LDAP tenant and configure the LDAP paramaters via the Add Tenant screen. LDAP properties can be updated at anytime via the Edit Tenant screen.

If you are a new in-house Live Forms LDAP customer, use the Add Tenant screen to configure the LDAP tenant. If you are an existing LDAP customer, the  migration process copies any existing LDAP configuration from the frevvo.xml or config properties files to the tenant. Once migrated,  updating frevvo.xml has no effect on the tenant configuration. Make changes using the Edit Tenant screen.

Cloud customers must request an LDAP tenant from frevvo customer support. Cloud customers will receive a default tenant login from frevvo and then they can edit the LDAP configuration properties using the Edit Tenant screen to connect to their LDAP server.

In all cases, follow these steps to configure LDAP:

Key Information to Collect

Before configuring the LDAP/Active Directory Security Manager, you will need the following information:

  • LDAP server name or ip
  • LDAP server port
  • User name and password with proper permissions to access and browse LDAP.
  • LDAP groups and/or users that will be considered Live Forms designers. These users will be able to create forms and flows in frevvo.
  • LDAP groups and users that will be considered Live Forms administrators.
  • LDAP groups and users that will be considered Live Forms publishers. This role gives a user the permission to go to the home page of every other tenant user. 
  • LDAP groups and users that will be considered ReadOnly

Configuration Steps

These instructions assume that you have an in-house installation of Live Forms up and running or you have signed up for an LDAP tenant on the cloud server.

  1. Log into your LDAP Server and add a new group, frevvo.TenantAdmin (case sensitive)
  2. Assign the frevvo.TenantAdmin group to one or more users to give them the privileges of a tenant admin. 

    There are four special roles in Live Forms: frevvo.TenantAdmin, frevvo.Designer, frevvo.Publisher, frevvo.ReadOnly, that must be specified on your LDAP/AD Server if you have users that will be assigned these roles. The group names must be frevvo.TenantAdmin, frevvo.Designer, frevvo.Publisher, frevvo.ReadOnly . Upper/lower case may be a factor for Open LDAP systems. 

  3. In-house customers:
    1. Login to Live Forms as an  administrator (user:admin and password:admin if you have not changed it)
    2. Click on Manage and then Manage Tenants
    3. You will see a page where the current tenants are listed. If this is a new installation you will only see the default tenant d
    4. Click on the  plus icon to add a new tenant.
    5. Configure the new tenant:
      1.  Choose LDAP/Active Directory Security Manager.from the Security Manager Class drop down.



      2. Enter your LDAP Configuration Properties. Alternatively, you can start off from one of the sample configurations and provide only the key information listed above. See below for information on the TLS checkbox.
      3. Enter a tenant id, a tenant name and description.
      4. The Max Concurrent Users is the maximum allowed by your license or less.
      5. Specify the LDAP User ID that will have the tenant admin permission. 
      6. Click Submit. You will see your new tenant in the tenant list if the connection to your LDAP server is successful.

  4. Cloud customers:
    1. Contact frevvo to create an LDAP/Active Directory tenant. Login with the id and password information provided by frevvo.
    2. Click on the Edit tenant link
    3. Edit the LDAP Configuration Properties. Replace the default values with values for your LDAP server.
    4. Click Submit. 

 

It is recommended that you check the Ignore Case checkbox when configuring LDAP. Refer to Mixed or Upper case User Names topic for more details.

 

Clicking the submit button tests the connection. Any errors are displayed at the top of the form. Here is an example of an error when there is a typo in the LDAP server name:
 


Here is another example if the connection password is incorrect:

Check if the configuration is correct

Here are some quick tests to check if the LDAP configuration is correct:

  1. Login as the Live Forms tenant admin for the LDAP tenant.
  2. Click on the Manage Users link.
  3. Click All. You should see a list of LDAP users which were assigned one of these Live Forms roles on the LDAP server: frevvo.TenantAdmin, frevvo.Designer, frevvo.Publisher, frevvo.ReadOnly
  4. Now, click Back To Manage Tenant.
  5. Click Manage Roles. You should see a list of groups from your LDAP server.
  6. Log out from Live Forms (you should be currently logged in as the tenantadmin)
  7. Try to login with the user name and password of a user in LDAP. You need to specify the proper tenant when logging in. For instance, if john is a valid LDAP user and the name of the LDAP tenant is MYLDAP, you should log in as john@MYLDAP. The password would be john's password in LDAP.

Since you are using LDAP to define Live Forms users and roles (i.e., groups), you do not see an Add User icon or Add Role icon on the Manage Users or Manage Roles pages.

Secure LDAP Configuration

Live Forms will be connecting to your LDAP server over the network. Here are two methods to secure the LDAP connection:

  1. Simple authentication over SSL - To enable SSL use the ldaps scheme in your LDAP tenant configuration in place of ldap and use port 636.  This is supported by older LDAP products such as AD 2000. It is important that the hostname in the certificate matches the hostname in your ldaps url.
  2. Simple or external SASL authentication over TLS (Transport Layer Security) - To enable this method check the TLS checkbox in your LDAP tenant configuration. TLS is used by the LDAP v3 standard in products such as AD 2003 and above. TLS uses the standard LDAP port 389.  

When using either of these two methods, the recommended approach is to use a CA signed certificate. If you do not have a CA signed certificate then you can use a self-signed certificate.

Self signed certificates are not supported for Live Forms Online. Although they are supported for Live Forms in-house, use of self-signed certificates is not recommended.

Finally you need to install your signed or self-signed certificate. You can import the certificate into a keystore that Live Forms can access and trust. Follow the instructions for your keystore. If Live Forms is installed in a tomcat server, the tomcat keystore can be used. See the instructions for tomcat here.

External SASL and pooling are currently not supported. This is planned for a later release. 

 

LDAP Configuration Properties

These are the properties used to configure the LDAP/Active Directory security manager. The properties in bold are required.

Property Description
Connection URLldap server url
Connection User

User to connect to LDAP. This user must have the proper permissions to read and run queries in the ldap server.

If using Active Directory, it is common to specify the domain. For instance, TEST\Administrator refers to the user Administrator in the TEST domain.

Connection PasswordPassword for the user defined in com.frevvo.security.ldap.connection.name.
Users BaseSearches for users will start from the ldap node specified by this property.If the value is empty the searches will start from the root domain.
Groups BaseSearches for the groups will start from the ldap node specified by this property. If the value is empty, searches will start from the root domain
UserId Display

User attribute that will be visible in frevvo. This is what will be displayed in the list of users a tenant admin sees and has to be unique in the server.

Another restriction is that the values for the attribute configured here cannot have spaces.

For instance, don't configure CN as the value since it can contain spaces in most systems.

GroupId Display

Group attribute that will be visible in frevvo. This is, for instance, what will be displayed in the list of groups a tenant admin sees or the groups used in workflows. This attribute has to be unique in the server.

 

Notify checkboxNotifications are emails sent by frevvo to workflows participants. If checked, notifications will be sent.
All Groups Filter

The expected value is an LDAP filter expression.

The expression should return the groups that will be available to be used in frevvo workflows. com.frevvo.security.ldap.groupIdDisplayAttribute

All Users Filter

The expected value is an LDAP filter expression. The expression should return the users that will be available to be used in frevvo work flows and authentication. com.frevvo.security.ldap.groupIdDisplayAttribute

User Member OfAttribute on a user object storing the groups the user is a member of.
Group MemberAttribute on a group object storing the users that are a member of this group.
First Name

Name of the user ''first name'' attribute

Last NameName of the user ''last name'' attribute.
Email
Name of the user ''email'' attribute in the LDAP server. This value can be used in a rule is used in email notifications
ManagerAttribute on a user object storing the DN of the user’s manager. This value can be retrieved in a rule or used in flow navigation using the subject.reports.to data available in Live Forms.
Ignore Case checkboxIf checked, Live Forms ignores the case stored in LDAP systems, primarily for the purpose of determining roles.
CustomThis is a a comma separated list of attribute names to be retrieved from the LDAP Server.
TLSThis enables simple authentication over TLS. If checked, a trusted certificate for the LDAP server is required.

Sample Configurations

Property Active Directory Sample Configuration

OpenLDAP Sample Configuration

Connection URL

ldap://[your server]:[port, typically the default is 389 ]

ldap://[your server]:[port, typically the default is 389 ]

Connection User

[user name]

cn=admin,dc=test,dc=frevvo,dc=com
Connection Password

[user password]

[user password]

Users Base

CN=Users,DC=test,DC=windows,DC=frevvo,DC=com

DC=test,DC=frevvo,DC=com

Groups Base

CN=Users,DC=test,DC=windows,DC=frevvo,DC=com

DC=test,DC=frevvo,DC=com

UserId Display

sAMAccountName

uid

GroupId Display

sAMAccountName

entryDN

Notify checkbox

Check the Notifications checkbox

 
All Groups Filter

(objectClass=group)

( | (objectClass=groupOfUniqueNames)(objectClass=organizationalRole))

All Users Filter

(objectClass=user)

(objectClass=person)

Group Member

member

uniqueMember

 User Member Of

memberOf

" "

 First Name

givenName

cn

 Last Name

sn

sn

 Email

mail

mail

Manager

manager

manager 

Ignore CaseCheck the Ignore Case checkboxCheck the Ignore Case checkbox
CustomcarLicense, employeeNamecarLicense
TLSCheck to secure the connection using TLSCheck to secure the connection using TLS

Refer to this documentation for more information and here for some troubleshooting tips. 

Configuring the LDAP Container Security Manager

Adding a tenant that uses the LDAP Container Security Manager is exactly the same as configuring a tenant using the LDAP/Active Directory Security Manager. Please follow the steps above.

If the tenant admin user does not exist or it does not have the required roles, this error will display with the name of the tenant you are trying to add:

This error message can be seen in the <frevvo-home>\tomcat\logs\frevvo.log file if the LDAP-CSM tenant cannot be created.  

Several additional steps are required to complete the LDAPCSM configuration. Return to Configuring the LDAP Container Security Manager for further instructions.

Edit Tenant

A tenant admin or a superuser admin can use the Tenant page to configure or edit information about a tenant. 

To display the Tenant page:

  • If logged in as a tenant admin click Edit Tenant.
  • If logged in as a superuser admin click Manage Tenants  and then click for the tenant you want to edit.

Note that you cannot change the Tenant Id, although you can change the Name and Description. Click the button to see details about a field. Click Submit to save your changes. The message "Your changes have been saved" will display.

If you are editing a tenant using the LDAP/Active Directory Security Manager or the LDAP Container Security Manager configured LDAP properties will display. These properties  can be modified using this screen.

Email Address

The email address entered in this section is used as the from email address for email notifications and doc action emails for forms and workflows in the tenant.  If you want to setup the email address with a user friendly name, enter the text in the Display Name field. You can specify a different from email address for Document Action and Activity Document action emails by entering a valid email address in the from field in both wizards. The values in these fields overrides the address entered on the Edit Tenant screen.

Refer to the Email configuration or integration topics for more information.

Session Timeout

A user designing a form, viewing their task list, or using a form to enter values and submit has a certain number of minutes to complete the activity. This time limit is call the Session Timeout. By default the session will expire after 480 minutes of inactivity. When the session expires a designer user will have to re-login to Live Forms to continue designing forms and users filling forms will have to get new form instance and re-enter the values. The tenant admin can override the default session timeout here. See Session Timeout topic in the Installation & Configuration Guide for full details.

Max Concurrent Users

The Max Concurrent Users field only appears if you are logged in as a superuser admin. This field enables you to restrict the number of users who can simultaneously login to a particular tenant. For example if you have purchased and installed a 20 user license key and want to set tenant A to use 5 and tenant B to use 15, setup that configuration here. See Concurrent Users for more information.

Max Users is subject to your license.

Deployment State

The Deployment State lets you toggle the default deployment state of your form between two states: PRODUCTION and DEVELOPMENT. When a form is in development state it contains a watermark. If you have a Live Forms unlimited user license key you may want all the forms created by the designer to automatically be deployed for production with no water mark. 

See also the deployment form property.

Anonymous Signup

Anonymous signup lets you publish a registration Url for your tenant so people can signup and create a user account in your tenant themselves. In the Edit Tenant form, check the anonymous signup property and then select the default roles you want them to have when they signup. You can click the "+" to add multiple roles. If you select the designer role, these new users will have permission to design forms and workflows.

Then publish the registration Url:

 At this Url people will see a signup form.

When they submit this form they'll be notified via email to activate their account. Until they activate via the email their account will remain disabled.

Now this person has a user account on your tenant and can login. If you gave them the Live Forms designer role they will also be able to create forms and workflows. If not, when they login, they will see their task list as shown below.

 

Tenant Setup

To setup your tenant, first login to your new tenant as the tenant admin. The tenant admin can add users to the tenant. You need to add at least one designer user in order to begin creating forms.

We strongly recommend that you do not use the admin user to create your own forms. You can create users and roles in your new tenant for that purpose.

  1. Click the Manage Roles link.
  2. You will see several pre-created roles: frevvo.Designer, frevvo.Editor, frevvo.Publisher, frevvo.ReadOnly.
  3. Click the icon, fill in the form and submit it to create new roles e.g. Employee or Manager.
  4. Click the Back to Manage Tenant link.
  5. Next click the Manage Users link.
  6. For Live Forms In-house you will see a single user – the administrative user you defined when you created the tenant. Note that you will have to click the link to display All users. By default, only users beginning with the later A are displayed. For Live Forms Onlne you will see two users – the administrative user and the designer username you specified when you signed up for your trial SaaS account.
  7. To create a new user with permissions to create forms, click the  icon, fill in the form and select the role frevvo.designer. If you do not select this role then this new user will not be able to create forms but will only be able to use forms created by others.
  8. The new user will be created. Create as many users and assign them roles as needed.
  9. Logout of the tenant admin account and login as one of the newly created users with the frevvo.Designer role and start building forms and workflows.
  10. Note that you must login using either the syntax: userid@tenant for the user name. For example, if the newly created tenant was named example.com then all users in that tenant must login using the ID: user@example.com. If you prefer to enter the username and tenant name in their own login page input fields, the configuration parameter, frevvo.login.show.tenant, can be modified to display the tenant name input field.  

Related Topics

User Authentication

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