Entity Management

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The Entity Management console on myviewboard.com provides centralized administration and setup options for the myViewBoard Entity (such as a school or company). This console is only accessible to users set up as admins.

Contact your account manager or get in touch with us here if you require access to this service.

To sign up for an Entity account, visit the link below:

For schools and educational institutions: under I'd like to... select Sign up my school

For all other organization types: under I'd like to... select Sign up


Read about the benefits of being an entity with myViewBoard here: myViewBoard Entity

How to open the console

Before you can set up myViewBoard suite for your organization, you must first be registered for an entity account. This is a service offered to institutions which includes extra services and functionality such as Entity Management and myViewBoard Manager.

  1. Log in to myviewboard.com with your admin account.
  2. On the main page, click the Entity Management tile.

Layout and navigation

  1. Entity List – Enables you to select an entity if you are the admin of multiple entity accounts
  2. Entity Name – The name of the currently selected Entity
  3. Entity Main Domain – The main domain registered to the currently selected Entity
  4. Dashboard – Access analytics dashboard for usage statistics
  5. Subscriptions – Access details of any additional add-on subscription services
  6. Domains – View and add additional verified domains
  7. Single Sign-On – Setup your SSO settings to connect with Microsoft Azure AD, Google G Suite, SAML or SCIM
  8. Users – Access your user list, upload CSV files or setup User Sync via SSO
  9. Managed Service Provider – provide access to a third party to manage your entity account as entity admin
  10. Software Instances – View and manage your installed software instances
  11. Cloud Services – Define which cloud services are permitted to integrate with myViewBoard
  12. Bookmarks - Customize your myViewBoard Whiteboard embedded browser favorites here.
  13. Manager – Access myViewBoard Manager for Device Management of compatible ViewSonic hardware
  14. Firewall Whitelisting – View firewall ports and whitelisting requirements
  15. Entity Onboarding Manual – Link to setup manual and support materials
  16. Main Window – This view changes depending on what is selected from the sidebar
  17. MSI Installer – Download the latest MSI installed for myViewBoard Whiteboard for Windows
  18. Install Instructions – View instructions for installing myViewBoard Whiteboard for Windows using the MSI file.
  19. myViewBoard Activator – myViewBoard Activator app for activating myViewBoard Whiteboard for Android via Google Admin Console


Before Proceeding

To successfully setup myViewBoard users and the software suite, there are several things to consider:

  • Access - do you have access to Entity Management and any other required access to setup users and install or deploy the software on your systems?
  • Admin Rights - do you have admin rights to install software and/or access to Microsoft or Google admin for user setup with Single Sign On?
  • Firewalls - do you have the option to setup your firewall to allow myViewBoard access?
  • Filters - do you have any web filters that need to be setup to allow myViewBoard to function?
  • Whitelisting - are you able to whitelist myViewBoard websites and email addresses?


Firewalls


Mandatory Requirement
TCP Port 443 (HTTPS): outbound is required for general operation and activation.

Requirements for screen sharing

  • UDP and TCP port 3478 bidirectional to the WebRTC servers.
  • UDP Ports 50,000-65,535 (RTP/sRTP/RTCP) bidirectional to the WebRTC servers.

There ports are optional; if blocked, media will be proxied using TURN on port 3478. The WebRTC protocol is only used for screen sharing. Verify that these ports are open on your network firewall if you wish to use this feature.


Whitelisting

Whitelist Emails

  • service@myviewboard.com
    main automated email for notifications, security, and user account information.
  • letstalk@service.myviewboard.com
    myViewBoard Support team helpdesk email
  • myViewBoard@news.myviewboard.com
    myViewBoard news and promotions


Whitelist Domains

  • *myviewboard.com
    This is required for the web applications ecosystem to function
  • *myviewboard.cloud
    This is required for proper functioning of web service resources
  • myviewboardclips.com
    This allows proper functioning of myViewBoard Clips
  • *firebraseio.com
    Used by video and audio streaming features
  • *amazonaws.com
    Used by AWS services

Please be sure to include * asterisks where shown above.


IP Addresses


myViewBoard is hosted on Amazon AWS and uses load balancing, as such the destination IP for the myViewBoard server is subject to change without notice. Therefore, we are unable to provide a fixed IP address for whitelisting purposes.



Checking and adding domains

myViewBoard Entities are tied to specific registered domains. Check the "Domain" section of your Entity Management portal to see which domains are registered to your account. By default, a single main domain is registered. Please check to make sure your registered domains match with your end user email addresses. In some cases, you may have been assigned a virtual myViewBoard domain. An example virtual domain name will look like: dnmxntk5mdm4ody0mdqw.at.myviewboard.cloud


If any additional domains are needed, they can be added in the "Domains" section (#6 in the above image).


To add a new domain, click the Entity Management Add User in domain tab button.png add button. After adding the domain, click the Cog button Entity Management.svg cog to verify the domain. You can verify by either MX or TXT record.



Configure Single Sign-On

myViewBoard has the option to setup Single Sign-On (SSO) with Microsoft Azure AD, Google G Suite, SAML, and SCIM. You can configure this in the "Single Sign-On" section (#7 in the above image).


  1. Use the Single Sign-On Setting drop down menu to select your SSO type.
  2. Choose the option to install myViewBoard to your SSO provider.
  3. Login as the admin to your identity provider to grant access to myViewBoard.
  4. Confirm to use the Identity Provider with myViewBoard.


Following the above steps, your SSO settings should now be setup and show the corresponding Tenant Name or ID



Adding users

Only users within a registered domain can be added. Please make sure the correct domain is setup in the "Domains" section before attempting user onboarding.


myViewBoard has three options for adding users:

  • Automatically using "User Sync" from the Single Sign-On identity provider.
  • Manually via a CSV Import.
  • Discover Domain-related users outside the entity.


User Sync via SSO method

After setting up your Single Sign-On, you will see the option for User Sync.

  1. Select User Sync
  2. Sign in with the admin account for your identity provider
  3. If prompted, allow myViewBoard access to your account
  4. Choose your desired user list you wish to sync (All Users, Groups, or Units)
  5. Confirm to Sync your users


Manual CSV method

To manually add users to myViewBoard, you can use the provided CSV Template file to import multiple users. To do this you will need to be able to open a CSV file using software such as Microsoft Excel or Google Sheets.

Important note Email addresses will only be imported successfully if the email domain matches with a registered domain within the "Domains section". Please check the email addresses belong to domains that are currently registered with myViewBoard before attempting to upload the CSV file. The example below shows the registered domains within the entity, which will allow for any users within those domains to be added.

To add users via CSV file:

  1. Go to the "Users Section" (#8 in the above image).
  2. Click "download template file"
  3. Save and open CSV file in Excel
  4. Fill in all user details using the example fields
  5. Save the CSV file
  6. Click Entity Management CSV SVG.svg CSV Import to upload the file


Discover Domain-related users outside the entity

There may be occasion where individual users have already setup a myViewBoard account prior to the entity being established, or scenarios where users have been accidently deleted from the entity being established.

First open the Users view from the menu on the left, then click Entity Management Discover domain related users outside the entity.svg.


User Sync with Microsoft Azure AD

To add users:

  1. First set up Single Sign-On via Microsoft Azure AD. You can do this in the "Single Sign-On" section of Entity Management (#7 in the above image).
  2. Choose Azure AD from the drop-down menu
  3. Choose Sign in with Microsoft
  4. Login with your Microsoft Admin account
  5. Choose "Use this Azure Directory as Identity Provider"
  6. Click to confirm.


Your setup is complete when a Tenant Name or ID is displayed with the Azure AD application ID.


To sync Azure AD users into your myViewBoard Entity user list:

  1. Navigate to the "Users" section on the left side menu
  2. Choose "User Sync with Azure AD"
  3. Sign in with Microsoft Azure AD Admin account
  4. Choose to sync "All Users" or a "Group"
  5. Click "Keep Previous" to keep any previous users (deselecting this will wipe all existing users during the user sync)
  6. Click "Apply" to sync the users.


After authorizing myViewBoard with Azure AD, you will find myViewBoard-Connect installed in the Microsoft Azure Portal. This is the service used to sync users.

User Sync with Google Workspace (formerly G Suite)

To add users:

  1. First set up Single Sign-On via Google G Suite. You can do this in the "Single Sign-On" section of Entity Management (#7 in the above image).
  2. Choose G Suite from the drop-down menu
  3. Choose Install myViewBoard to your G Suite
  4. Login with your Google Admin account
  5. Choose "Use this G Suite as Identity Provider"
  6. Click to confirm.


Your setup is complete when a Tenant Name or ID is displayed.


To sync G Suite users into your myViewBoard Entity user list:

  1. Navigate to the "Users" section on the left side menu
  2. Choose "User Sync with G Suite"
  3. Sign in with Google Admin account
  4. Allow myViewBoard to access your Google Account
  5. Choose to sync "All User", a "Group", or a "Unit"
  6. Click "Keep Previous" to keep any previous users (deselecting this will wipe all existing users during the user sync)
  7. Click "Apply" to sync users.


User Sync with SAML and SCIM

User Sync with SAML

To set up SAML with myViewBoard:

  1. First set up Single Sign-On via SAML. You can do this in the "Single Sign-On" section of Entity Management (#7 in the above image).
  2. Choose SAML from the drop-down menu
  3. Fill in SAML URL, Logout Redirect and SAML Certificate
  4. Use Endpoint Login URL to sign in with SAML verification
  5. Set Audience URL (Entity ID)
  6. Set Assertion Consumer Service (ACS URL)
  7. Set Recipient URL in server settings
  8. Click to confirm.


User Sync with SCIM

To set up SCIM with myViewBoard:

  1. First set up Single Sign-On via SCIM. You can do this in the "Single Sign-On" section of Entity Management (#7 in the above image).
  2. Choose SCIM from the drop-down menu
  3. Download SCIM Instruction and follow steps from the documents
    1. Sign in to the Active Directory admin center
    2. Click Enterprise applications from the left panel
    3. Click New application
    4. Select Non-gallery application
    5. Enter a name for your application and then click Add to create
    6. In the application management page, click Provisioning and then click Get started
    7. In Provisioning Mode field, select Automatic
    8. Copy the URL and token from myviewboard.com and then paste them in Tenant URL and Secret Token
      • Click Test Connection to have Azure Active Directory try to connect to the SCIM endpoint. If the test fails, error information will be displayed.
      • If the test succeeds, click Save to save the admin credentials.
    9. in the Mappings section, there are two sets of attribute mappings: one for users object and one for groups objects. Select each one to review the attributes that are synchronized from Azure Active Directory to myViewBoard.
    10. Under Settings, the Scope field defines which users and groups are synchronized. Select Sync only assigned users and groups (recommended) to only synchronize the users and groups assigned in the users and groups objects.
    11. Once your configuration is complete, set the Provisioning Status to On.
    12. Click Save to start the Azure AD provisioning service and the synchronization will be executed automatically with the defined Provisioning interval.



Managing users

The initial account created for the entity is an Owner account. This has admin rights and cannot be changed. For all other users, myViewBoard has two types of roles:

  1. User: a standard user without access to the Entity Management console.
  2. Admin: has access to Entity Management to change settings.


These roles can be configured by selecting Users in the left side menu, and then clicking the drop-down menu in each user row.

Also in this row there are buttons to Entity Management Reset Password.svg Reset Password for a user, and Entity Management Delete user button.svg Delete a user.


Clicking on a user reveals activity logs for that user.

Software instances

What is a software instance?

A software instance is any instance of installation of Whiteboard (both Android and Windows versions). If the Whiteboard software is deleted and reinstalled, it will count as a separate instance as it will have to be activated again (requiring a new name and ID).




How to download and install instances of Whiteboard

Whiteboard can be downloaded from the myViewBoard website [1]. This page link includes MSI files for Windows, and APK for Android. The Android version can also be downloaded and installed from the Google Play store (search "myViewBoard Whiteboard").

If using a ViewSonic ViewBoard, Whiteboard is likely preinstalled on the inbuilt Android OS.

Install Whiteboard
On Windows On Android
End-user Manual installation of MSI file from myViewBoard website Manual installation of APK file from myViewBoard website
Download from Google Play store
IT admin Remote and background installation using Group Policy: read guide here Unnecessary for ViewSonic Viewboards as Whiteboard preinstalled


Activating software instances

After installing Whiteboard (Windows and Android versions) the software requires activation for full features and linking with an entity. End users can activate the software instance of Whiteboard themselves after opening it for the first time, or IT managers can activate instances remotely.


Warning.svg When activating instances of Whiteboard (for Windows and Android), make sure to use an email within your entity domain. This will ensure the software instance is automatically registered to that entity and will appear in Entity Management. Any user email address that is registered in the entity user list can activate the software.


Method 1: individually activating instances by email

  1. The end user installs the instance of Whiteboard for Windows or Android to their device (link to download page).
  2. After opening the software for the first time, follow the prompt to Activate (as an end-user if prompted).
    If you cannot see the Activation prompt, click the user icon in the bottom right of the screen. This will open the Activation window, or the sign in window (if already activated).
  3. Enter an email address to receive the activation mail. The email must be within the entity domain to be registered as belonging to that entity). Also enter a whiteboard name (instance name).
  4. Open the link in the email to complete the activation.



Method 2: individually activating instances by QR code

This is available to IT Admins. It requires using the Companion app.

  1. After installing the instance of Whiteboard, open it and select Entity Admin in the prompt.
  2. Next, use your Companion app (must be signed in as an entity admin) to scan the QR code displayed.
  3. Restart the software.


Method 3: MSI install script to remotely activate in batches

Whiteboard for Windows is installed from an MSI file. This can be installed in batches and as a background process, for example using Group Policy from Microsoft.

For a step-by-step guide, see Whiteboard for Windows MSI Deployment Using Group Policy.

Instances can be also be remotely activated using an MSI script.

How to create and assign groups of software instances

Instances can be grouped together for administrative convenience. This allows settings and jobs to be applied in bulk.

  1. First, click Software Instances from the side menu on the left of the Entity Management console. The new page will show a list of all instances registered in the entity. There are two ways to create a new group:
Option 1: click the checkbox next to all instances you wish to group. Then click the Entity management move.svg icon followed by Entity m template add.svgnew group. Enter a name for the group and click Create Group to finalize.
Option 2: from the side menu on the left, click Entity management group 111 .svgGroups, and then Entity m template add.svgnew group. Enter a name for the group and click Create Group to finalize.


Templates

A settings template can be made and applied to software instances in bulk. Settings that can be applied include:

Automatically check for updates and notify users (in-app only) when there is an update available.
Enable/disable local saving.
Enable/disable sign-in.
Enable/disable the embedded browser.
Set auto sign out duration.
Configure background.
Configure foreground.



How to create a template

  1. First, click Templates from the side menu on the left.
  2. Click Entity m template add.svg new template.
  3. Enter a template name and click next.
  4. Configure the settings for the template.
  5. Click Add to confirm.

How to add instances to a template

  1. Click the template from the drop-down menu under Templates on the side menu on the left.
  2. In the panel that appears on the right, click the 123.svg add icon.
  3. Select all instances you wish to apply the template to and click add.

To remove instances from the template, select the instances from the right panel and click Bx-reset.svg Reset to default.



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