Administration and Configuration
General settings
Environment
Highlighting
The Environment Highlight option allows you to display a colored border in the user interface of Content Gate. This is typically used to distinguish the Content Gate environment from a production environment.
Import/Export
The import/export section on this page can be used to export or import the current Content Gate configuration.
To export the current Content Gate configuration, click the “Export” button. In the dialog that appears, the user can select which parts of the configuration to export.
The configuration is exported as a JSON file.
To import a configuration into the Content Gate environment, click the “Import” button. In the dialog that appears, walk through the wizard to upload the configuration JSON file.
In the “Configure” step of the wizard, select the import mode.
There are three options available:
- Full: this option adds new items, updates existing items and remove items that are not in the import file.
- Incremental: this option adds new items and updates existing items
- Add-only: this option adds new items only
After the right import method is selected, and the components for the import are selected, the next step in the wizard is the “Review” step.
If there are any issues or warnings regarding the import, these are shown in this step. If there are no issues found, the import can be started by clicking on the “Import” button.
Licenses
The licenses section shows the number of user licenses that are available.
There are two types of licenses:
• Full users: users with a full license \can make use of all enabled functionalities in the system.
• Read-only users: users with a read-only license can only read documents in the system
Data Logging
Content Gate offers the possibility to keep track of all interactions with a document. This information will be saved in an Azure Blob table, which needs to be configured if the option “Log usage data” is enabled.
The following information needs to be entered to use this functionality.
| Field | Description |
|---|---|
| Storage account | The Azure Storage account to use |
| Access Key Type | The following options are available: • Account Key Token: use this option if the authentication is done by making use of an account key token. • Shared Access Signature: use this option if the authentication is done by making use of a SAS-token. |
| Authentication | The following options are available: • Local: the access token will be encrypted and stored in the application. • Key Vault: the access token will be stored in Azure Key Vault of the customer. |
| Access Key Value (only visible when authentication is set to “Local”) | The access key for accessing the Azure Blob subscription |
| Azure Key Vault Name (only visible when authentication is set to “Azure Key Vault”) | The name of the key in Azure Key Vault |
| Azure Key Vault Secret (only visible when authentication is set to “Azure Key Vault”) | The secret of the key in Azure Key Vault |
| Table Name | The Azure Storage table name to store the usage data. |
Service Accounts
If a service principal is needed to communicate with Content Gate (for example: a custom-built integration with a third-party system), this service principal can be setup on this page.
After the service principal is added, the client secret can be configured by clicking on the link “Configure” on the service principal line.
Caching
To improve the performance of the preview functionality in Content Gate, caching of the previewer files can be enabled. Especially when working with large files, it is recommended to enable this feature.
The cached preview files are stored in an Azure Blob container. When this functionality is enabled, the following information needs to be provided:
| Field | Description |
|---|---|
| Storage account | The Azure Storage account to use |
| Access Key Type | The following options are available: • Account Key Token: use this option if the authentication is done by making use of an account key token. • Shared Access Signature: use this option if the authentication is done by making use of a SAS-token. |
| Authentication | The following options are available: • Local: the access token will be encrypted and stored in the application. • Key Vault: the access token will be stored in Azure Key Vault of the customer. |
| Access Key Value (only visible when authentication is set to “Local”) | The access key for accessing the Azure Blob subscription |
| Azure Key Vault Name (only visible when authentication is set to “Azure Key Vault”) | The name of the key in Azure Key Vault |
| Azure Key Vault Secret (only visible when authentication is set to “Azure Key Vault”) | The secret of the key in Azure Key Vault |
| Container name | The Azure Storage container name to store the usage data. |
Views
A view defines which content from which entities are gathered and shown in the user interface.
General
In the “General” tab, the general settings of a view can be configured.
The “Name” field specifies the name of the view.
The “API name” defines the name of the view which can be used when working with custom-built integrations.
The toggle “Use from Content Gallery” defines whether a view can be used from the Content Gate UI or not.
The toggle “Use from Third-party applications” defines whether a view can be used from third-party applications (for example Power Automate) or not.
Business Entities
The “Business entities” tab defines which business entities are used in the view, and which relations needs to be used.
Additional entities can be added to the view by clicking the “Add” button.
In the dialog that appears, you can select the entity that needs to be added, and the relation to use. Users can also specify the direction of the relation (one way or both ways).
For each entity in the view, the following things can be enabled/disabled using the toggles next to the entity:
• Use as entry point: if this toggle is enabled, the view is shown if Content Gate is opened from this business entity.
• Visible: sometimes an entity is needed to define the relations, but from a functional point of view it does not add any value to show this in the interface. With this toggle, you can make the entity invisible for the user
• Use as filter: if this toggle is enabled, this entity shows up as a filter option in the user interface.
Content Item Properties
The tab “Content Item Properties” can be used to define which properties are shown in the user interface and can be used for filtering.
Properties can be added or removed as required.
The column “Values included” offers the possibility filter the documents that are shown by including or excluding certain values. For each type property, different options can be configured by clicking on the word “All” in this column.
Permissions
The “Permissions” tab can be used to specify which user groups and users have access to this view. If a user opens the Content Gate user interface, only views are shown to which the user has access.
Note that by default nobody has access to a view.
Business Entity Model
The business entity model defines which record types (for example customers or sales orders) can be used in Content Gate, and which relations are defined between those record types.
A new business entity can be added to the system by clicking the “Add” button. In the dialog that appears, the table that contains the records in Business Central can be selected.
Once the business entity is added, the sessions as described in this section can be used for further configuration.
To get a complete overview of all configured business entities and relations, the full view of the business model can be opened by clicking the “Visualization” button on top of the middle column of the page.
General
In the “General” tab the display name and description of the business entity can be changed.
Furthermore, the label for displaying this entity in the Content Gate user interface can be defined by adding dynamic fields and/or static text to the “Title” field.
Relations
In the tab “Relations”, the relationship between the current business entity and other available business entities can be configured.
When adding a new relation (by using the “Add” button), the following steps need to be completed:
- Select the related entity and specify the direction
- Define the relation between the two entities
- Add additional filtering if needed
- Advanced settings (optional)
External Info
The “External Info” tab shows information about the external type (table in Business Central) and the Id-fields in this table. It also shows the properties that are retrieved and can be used to define the “Title” field in the “General” tab.
References
The “References” tab shows information about in which parts of the configuration the business entity is used. It the number of documents that are attached to this entity, and to which specific record the documents are attached.
Business Entity Connector
The page “Business Entity Connection” shows information about the connected Business Central environment.
The button “Connect” on this page can be used to push the configuration that is done in Content Gate to the connected Business Central instance.
Content Item Properties
The page “Content Item Properties” can be used to define custom properties that can be specified when uploading new content.
The system property “Category” can be used to configure the categories that are available for storing content.
When clicking the icon next to a category, the permissions for the specific category can be modified.
Note that by default, no users have access to a category.
If specific permissions are required for third-party applications or integrations, the toggle “Specify explicit permissions for third-party applications” can be enabled. This allows users to setup additional permissions for integrations or, for example, the Content Gate Power Platform connector.
Additional properties can be created by clicking the “Add” button and enter the name of the custom property.
The following type of properties can be created:
• Text input field
• List (single select)
• List (multi select)
• Toggle
• Number
Based on the selected type, each property has some type specific settings that can be changed.
Storage Connectors
The storage connectors contain information on how to connect to the storage that is used by Content Gate.
To define a new storage connector, click the “Add” button.
In the dialog that appears, you can name the storage provider and specify the provider type (Azure Blob Storage or SharePoint Online).
General
Once a storage connector is created, some additional information needs to be entered. The information that is needed depends on the provider type that has been chosen.
For connectors of the type Azure Blob Storage, the following information is needed:
| Field | Description |
|---|---|
| Storage account | The Azure Storage account to use |
| Access Key Type | The following options are available: • Account Key Token: use this option if the authentication is done by making use of an account key token. • Shared Access Signature: use this option if the authentication is done by making use of a SAS-token. |
| Authentication | The following options are available: • Local: the access token will be encrypted and stored in the application. • Key Vault: the access token will be stored in Azure Key Vault of the customer. |
| Access Key Value (only visible when authentication is set to “Local”) | The access key for accessing the Azure Blob subscription |
| Azure Key Vault Name (only visible when authentication is set to “Azure Key Vault”) | The name of the key in Azure Key Vault |
| Azure Key Vault Secret (only visible when authentication is set to “Azure Key Vault”) | The secret of the key in Azure Key Vault |
| Container name | The Azure Storage container name to store the usage data. |
For connectors of the type SharePoint Online, the following information is needed:
| Field | Description |
|---|---|
| URL | The URL of the SharePoint tenant |
| Relative URL | The tenant relative URL of the SharePoint site |
| Library | The name of the document library. |
Connect
For each storage provider, the connection can be established by going to the tab “Connect” and click the “Connect” button.
Note that for storage providers of the type “SharePoint Online”, this connect action should be done by a user which is site collection administrator on the configured SharePoint site.
Storage Defaults
Storage defaults can be configured to determine automatically where documents should be stored based on the category that is selected during the upload process of the document.
A new storage rule can be created by clicking on the “Add” button. In the dialog that appears, the categories can be selected, as well as the Storage Connector that needs to be used to store documents uploaded to this category.
Events - Subscription
If the Content Gate Power Automate connector is used to capture triggers from Content Gate, this page shows the registered Power Automate Flows and Events that has been fired.
Users
In the section “Users” the users that use Content Gate must be added. To add a user, click the “Add” button and start typing the name of the user you want to add.
If a user is added, some configuration options and information are available.
General
The tab “General” shows the general information about the user.
User Groups
In the tab “User Groups” the user can be added to one or more user groups by clicking on the “Add” button. In the dialog that appears, the groups that are available can be selected and the user will be added to these groups.
Permissions
On the “Permissions” tab the permissions that the user has on the categories can be viewed. Note that changing the permissions is only possible from the configuration screen of the category (Read more under “Content Item Properties”)
User Groups
User groups can be created as required. To create a new user group, click on the “Add” button and enter the name of the user group.
Users
To add users to a user group, select the right user group and use the button “Add users”. In the dialog that appears, start typing the username until the right user shows up. Select this user and click on “Add” to add the user to the group.
