{"id":20421,"date":"2022-03-25T13:45:56","date_gmt":"2022-03-25T12:45:56","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/administrators-guide\/extranet\/"},"modified":"2024-02-16T16:01:26","modified_gmt":"2024-02-16T15:01:26","slug":"extranet","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/extranet\/","title":{"rendered":"Extranet"},"content":{"rendered":"<div id=\"main-content\" class=\"wiki-content group\">\n<p>The &#8220;<strong style=\"line-height: 1.4285715;\">Extranet<\/strong><span style=\"line-height: 1.4285715;\">&#8221; section<\/span> <span style=\"line-height: 1.4285715;\">simplifies the provision of documents to external users. <\/span> <\/p>\n<p><span style=\"line-height: 1.4285715;\">A customer relationship portal or HR relationship portal are the most common use cases for an extranet.  <\/span><\/p>\n<div class=\"aui-message warning shadowed information-macro\">\n<div class=\"message-content\">\n<p>The use of an extranet requires a license to create external users.<\/p>\n<\/div>\n<\/div>\n<p>Click on &#8220;Administration&#8221; &#8220;<strong>Extranet<\/strong>&#8221; to access the <strong>extranet<\/strong> interface.<\/p>\n<style type=\"text\/css\"><![CDATA[\/*<![CDATA[*\/ div.rbtoc1648215955990 {padding: 0px;} div.rbtoc1648215955990 ul {list-style: disc;margin-left: 0px;} div.rbtoc1648215955990 li {margin-left: 0px;padding-left: 0px;} \/*]]]]><![CDATA[>*\/]]><\/style>\n<div class=\"toc-macro rbtoc1648215955990\">\n<ul class=\"toc-indentation\">\n<li><a href=\"#Extranet-Pr%C3%A9requisetprincipedefonctionnement\">Prerequisites and principle of operation  <\/a><\/li>\n<li><a href=\"#Extranet-Cr%C3%A9erunnouvelextranet\">Create a new extranet<\/a><\/li>\n<li><a href=\"#Extranet-Utilisateursd'unextranet\">Extranet users<\/a>\n<ul class=\"toc-indentation\">\n<li><a href=\"#Extranet-Cr%C3%A9erdesutilisateurs\">Create Users<\/a><\/li>\n<li><a href=\"#Extranet-Cr%C3%A9erplusieursutilisateurspourunm%C3%AAmedossierd'Extranet\">Create multiple users for the same Extranet folder  <\/a><\/li>\n<li><a href=\"#Extranet-Attacheretd%C3%A9tacherdesutilisateursd'undossier\">Attach and detach users from a folder  <\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Extranet-Affectationetdissociationd'utilisateursenlot\">Assigning and Ungrouping Users in Bulk<\/a>\n<ul class=\"toc-indentation\">\n<li><a href=\"#Extranet-Cr%C3%A9ationautomatiquedesutilisateurs\">Automatic user creation  <\/a><\/li>\n<li><a href=\"#Extranet-Permissions\">Permissions  <\/a><\/li>\n<li><a href=\"#Extranet-Suividesconsultationsetrelances\">Follow-up of consultations and reminders  <\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Extranet-Cr%C3%A9ationd'undossierpartag%C3%A9\">Creating a Shared Folder<\/a><\/li>\n<li><a href=\"#Extranet-ExportCSV\">Export CSV<\/a><\/li>\n<li><a href=\"#Extranet-Renommerunextranet\">Rename an extranet<\/a><\/li>\n<li><a href=\"#Extranet-Supprimerunextranet\">Delete an extranet<\/a><\/li>\n<li><a href=\"#Extranet-Modificationducomportementd'unlienexpir%C3%A9\">Changing the behavior of an expired link<\/a><\/li>\n<\/ul>\n<\/div>\n<h1 id=\"Extranet-Pr\u00e9requisetprincipedefonctionnement\">Prerequisites and principle of operation<\/h1>\n<p>An extranet requires a personal folder for each user who has access to the extranet.<\/p>\n<p>These applications must meet several prerequisites:<\/p>\n<ul style=\"list-style-type: square;\">\n<li>be grouped together in a &#8220;parent&#8221; folder called the &#8220;<strong>root folder<\/strong>&#8221; of the extranet<\/li>\n<li>be named in a way that uniquely identifies the user. <u>Example<\/u> : a registration number. Using a &#8220;name&#8221; is not recommended because of the risk of having two homonymous users. The combination of a username and a name is ideal because it allows you to ensure the uniqueness of the file while ensuring that the name speaks for a user.<\/li>\n<\/ul>\n<p>Below is an example of an extranet tree: &#8220;<strong>Customer Folders&#8221;<\/strong> is the root folder of the extranet and contains the users&#8217; folders of the customers.<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356314-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356314-translated.jpg\"><\/p>\n<p>The way an extranet works is as follows:<\/p>\n<ul style=\"list-style-type: square;\">\n<li>Publish documents to users in their own folders<\/li>\n<li>Create accounts for these users and associate them with the corresponding folders by automatically applying the necessary permissions<\/li>\n<\/ul>\n<h1 id=\"Extranet-Cr\u00e9erunnouvelextranet\">Create a new extranet<\/h1>\n<p>Click on &#8220;<strong>Add an extranet<\/strong>&#8221;<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356295-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356295-translated.jpg\"><\/p>\n<p>Select the root folder of the extranet:<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356296-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356296-translated.jpg\"><\/p>\n<h1 id=\"Extranet-Utilisateursd'unextranet\">Extranet users<\/h1>\n<h2 id=\"Extranet-Cr\u00e9erdesutilisateurs\">Create Users<\/h2>\n<p>Once created, the extranet automatically detects user folders and offers to create external users for those folders.<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356297-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356297-translated.jpg\"><\/p>\n<p><strong>From the interface:  <\/strong><\/p>\n<ul style=\"list-style-type: square;\">\n<li>For some or all of the extranet folders, enter the name, email and an optional password for the user to be created.<\/li>\n<li>Click on &#8220;<strong>Validate<\/strong>&#8220;.<\/li>\n<\/ul>\n<p><strong> <\/strong><\/p>\n<p><strong>By Excel import:  <\/strong><\/p>\n<ul>\n<li>Click on &#8220;<strong>Edit in Excel<\/strong>&#8220;, then &#8220;<strong>CSV Export<\/strong>&#8220;.<br \/>\n<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356299-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356299-translated.jpg\"><\/li>\n<li>A CSV file containing the list of folders is downloaded.<\/li>\n<li>Open the file in Excel and fill in the &#8220;Full Name&#8221;, &#8220;Email&#8221; and &#8220;Password&#8221; columns (optional).<br \/>\n<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/250448947-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/250448947-translated.png\"><\/li>\n<li>Back up the file<\/li>\n<li>Click on &#8220;<strong>Edit in Excel<\/strong>&#8221; again, then &#8220;<strong>Import from CSV file<\/strong>&#8221;<br \/>\n<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356300-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356300-translated.jpg\"><\/li>\n<li>Select the CSV file you completed. Users are created and associated with extranet folders<\/li>\n<\/ul>\n<div class=\"aui-message hint shadowed information-macro\">\n<div class=\"message-content\">\n<p>Users receive their access codes by email.<\/p>\n<\/div>\n<\/div>\n<div class=\"aui-message warning shadowed information-macro\">\n<div class=\"message-content\">\n<p><strong>Users of an extranet belong to the &#8220;External Users&#8221; group. For data privacy reasons, by default, this group does not have access to any folders.<\/strong><\/p>\n<p><strong>It is therefore necessary to add read permissions to the root folder (apply <strong>recursively to the subfolder) of the<\/strong> extranet before users can view its contents.<\/strong><\/p>\n<div><strong> <\/strong><\/div>\n<\/div>\n<\/div>\n<h2 id=\"Extranet-Cr\u00e9erplusieursutilisateurspourunm\u00eamedossierd'Extranet\">Create multiple users for the same Extranet folder<\/h2>\n<p>It is possible to associate several external users with the same extranet folder using the CSV import.<\/p>\n<p>To do this, duplicate the row associated with the folder in the CSV file and enter the information of the different users to be created.<\/p>\n<p>In the example below, 2 users &#8220;Dupont Francis&#8221; and &#8220;Durant Jean Pierre&#8221; will be created and will have access to the same folder: &#8220;SARL BIJOU&#8221;<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/252608519-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/252608519-translated.png\"><\/p>\n<h2 id=\"Extranet-Attacheretd\u00e9tacherdesutilisateursd'undossier\">Attach and detach users from a folder<\/h2>\n<p>Once created, the users attached to the folder can be viewed from the &#8220;<strong>Folder<\/strong>&#8221; tab<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356301-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356301-translated.jpg\"><\/p>\n<p>Click the pencil to change the users attached to the folder. This allows you to add or remove users who have access to the folder.<\/p>\n<p><img decoding=\"async\" class=\"emoticon emoticon-information\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\" data-emoticon-name=\"information\">  A simple click on the user allows you to modify it in the same way as from the &#8220;<strong>User Administration<\/strong>&#8221; section.<\/p>\n<h1 id=\"Extranet-Affectationetdissociationd'utilisateursenlot\">Assigning and Ungrouping Users in Bulk<\/h1>\n<p>This feature allows you to bulk assign or ungroup external users to folders in the extranet.<\/p>\n<ul>\n<li>In the <strong>Administration<\/strong> section<\/li>\n<li>Click on an existing extranet in the list<\/li>\n<li>Click on <strong>Folders<\/strong><\/li>\n<li>Click on Batch Actions<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356307-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356307-translated.png\"><\/p>\n<p>A window appears<\/p>\n<p>Choose the action to be performed <strong>Associate\/unlink users to folders in the extranet.<\/strong><\/p>\n<p><strong><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356308-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356308-translated.png\"><\/strong><\/p>\n<p>Click<strong> continue<\/strong> to proceed to the next step<\/p>\n<p>Paste the Folder and ID to export from Excel<\/p>\n<p>Click <strong>on Validate<\/strong> to start the process<\/p>\n<p>Example:<\/p>\n<p><strong><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356309-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356309-translated.png\"><\/strong><\/p>\n<p>A message will appear informing you that &#8220;The operation was completed successfully.<\/p>\n<p>Download the report by clicking on the link provided in the message<\/p>\n<p>Here&#8217;s the result:<\/p>\n<p><strong><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356310-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356310-translated.png\"><\/strong><\/p>\n<p><strong> <\/strong><\/p>\n<h2 id=\"Extranet-Cr\u00e9ationautomatiquedesutilisateurs\">Automatic user creation<\/h2>\n<p>The &#8220;<strong>Automatic creation of<\/strong> users&#8221; tab allows you to define two metadata that will be used to identify the name and email of the users. If this configuration is enabled, the extranet will automatically create the user if it does not exist when the first document is filed.<\/p>\n<p>This feature makes it possible to automate 100% the distribution of documents to customers or employees.<\/p>\n<ul>\n<li>In the <strong>Administration<\/strong> section<\/li>\n<li>Click on an existing extranet in the list<\/li>\n<li>Click on the <strong>Automatic User Creation<\/strong> section<\/li>\n<li>Choose the metadata that defines the <em><strong>email<\/strong> and <strong>the full name<\/strong> of the users<\/em><\/li>\n<li>Set Metadata:<strong>Language (<\/strong>Allows you to add a field to the mapping in order to define the language of the emails received by the external user. The language will be determined by the content of the metadata selected and created by the extranet in the automatic user creation tab.)<\/li>\n<li>Click <strong>Save<\/strong><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356311-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356311-translated.jpg\"><\/p>\n<p>When filing a document with the predefined rule<\/p>\n<ul>\n<li>Click on Administration<\/li>\n<li>Click on <strong>Users<\/strong><\/li>\n<\/ul>\n<p>You&#8217;ll find that the user was automatically added to the list of users with the <em>full name, email, and &#8220;external&#8221; role<\/em><\/p>\n<p><em><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356306-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356306-translated.png\"><\/em><\/p>\n<h2 id=\"Extranet-Permissions\">Permissions<\/h2>\n<p>The &#8220;<strong>Permissions&#8221;<\/strong> tab allows you to configure the permissions that will be automatically applied to different users when creating extranet folders.<\/p>\n<ol>\n<li>By default, only one permission set is defined for the external user who will be associated with the extranet folder. You can change it.<\/li>\n<li>The &#8220;+&#8221; button allows you to assign permissions for other Open Bee\u2122 Portal users. Remember to add permissions here for &#8220;standard&#8221; users who will need to access the different folders of the extranet.<\/li>\n<li>You can change the Extranet Records Manager. This option is only visible if you have a license that includes the <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/secure-storage-area\/\">Secure Storage<\/a> Space feature. It allows you to set up an Extranet, each folder is a Secure Storage Space.<\/li>\n<\/ol>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356302-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356302-translated.jpg\"><\/p>\n<h2 id=\"Extranet-Suividesconsultationsetrelances\">Follow-up of consultations and reminders<\/h2>\n<p>Once the documents have been distributed in an Extranet, it is possible to track which ones have been consulted or not by the users of the Extranet from the &#8220;<strong>Follow-up<\/strong>&#8221; tab.<\/p>\n<p>Filters by &#8220;Viewing&#8221; (viewed or not) and by &#8220;User&#8221; are available.<\/p>\n<p>It is possible to send a reminder by email to a user who has not consulted one or more documents.<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356303-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356303-translated.jpg\"><\/p>\n<h1 id=\"Extranet-Cr\u00e9ationd'undossierpartag\u00e9\">Creating a Shared Folder<\/h1>\n<div>\n<p>It is possible to activate a folder in an Extranet that will be shared by all external users present in this Extranet.<\/p>\n<p>On this folder, it is possible to apply different permissions to external users than those applied to their Extranet folder.<\/p>\n<p>Each time a new user is added to the Extranet, they will be automatically associated with this common folder.<\/p>\n<\/div>\n<div><img decoding=\"async\" class=\"confluence-embedded-image confluence-external-resource\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/281542659-translated.png\" width=\"900\" data-image-src=\"https:\/\/confluence.myopenbee.com\/download\/attachments\/280625602\/image2021-12-31%2010%3A52%3A8.png?version=1&amp;modificationDate=1640944328000&amp;api=v2\"><\/div>\n<h1 id=\"Extranet-ExportCSV\">Export CSV<\/h1>\n<p>Allows you to add an action to export the list of documents in the Tracking tab of an extranet<\/p>\n<p>To export the document list, simply:<\/p>\n<ul>\n<li>Click on Administration<\/li>\n<li>Click on an existing extranet, e.g. &#8220;Customer Records&#8221;<\/li>\n<li>Click on the <strong>FOLLOW-UP<\/strong> section<\/li>\n<li>Check the documents you want to export<\/li>\n<li>Click <strong>on Export all documents to CSV <\/strong> <\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356312-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356312-translated.png\"><\/p>\n<p>An informational message will appear informing you that the operation was completed successfully. And you can download the report<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/273356313.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/273356313.png\"><\/p>\n<p>Reminders can be automated from the &#8220;<strong>Automatic reminders<\/strong>&#8221; tab.<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356304-translated.jpg\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356304-translated.jpg\"><\/p>\n<p>The number of reminders indicates the number of times a reminder email will be sent to the user as long as the user has not viewed certain documents available in their extranet.<\/p>\n<p>The frequency is used to define the interval at which reminders are sent.<\/p>\n<p>The dunning criteria make it possible to limit dunning to certain types of documents.<\/p>\n<h1 id=\"Extranet-Renommerunextranet\">Rename an extranet<\/h1>\n<p>Click on the extranet in the list. It is then possible to rename it. During this operation, the root folder of the extranet will also be renamed.<\/p>\n<h1 id=\"Extranet-Supprimerunextranet\">Delete an extranet<\/h1>\n<p>It is possible to delete an extranet.<\/p>\n<p>This operation:<\/p>\n<ul style=\"list-style-type: square;\">\n<li>Keeps all documents and records on the extranet<\/li>\n<li>Disables extranet users<\/li>\n<\/ul>\n<p>Once an extranet has been deleted, it is therefore possible to give access to the extranet to a user by reactivating it from the &#8220;<strong>User Administration&#8221;<\/strong> section<\/p>\n<h1 id=\"Extranet-Modificationducomportementd'unlienexpir\u00e9\">Changing the behavior of an expired link<\/h1>\n<p>When the user of an extranet clicked on the link to set his password received by email and it had expired, he was blocked.<\/p>\n<p>From now on, an explanation message informing that the link has expired is displayed and it is possible to request an automatic resending of a new email directly from this message.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>The &#8220;Extranet&#8221; section simplifies the provision of documents to external users. A customer relationship portal or HR relationship portal are the most common use cases for an extranet. The use of an extranet requires a license to create external users. Click on &#8220;Administration&#8221; &#8220;Extranet&#8221; to access the extranet interface. Prerequisites and principle of operation Create [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20157,"menu_order":18,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-20421","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20421","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20421"}],"version-history":[{"count":0,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20421\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20157"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20421"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}