Litify Inbox Admin Panel Overview

The Litify Inbox Admin Panel allows Litify System Administrators to configure, manage, and monitor Organization and user settings. This article acts as a general overview of the Litify Inbox Admin Panel and its various sections. For a more detailed description of specific settings that you might want to adjust for your organization please see our Litify Inbox Admin Panel Settings article. 

Table of Contents 

How to Access the Litify Inbox Admin Panel

The Litify Inbox Admin Panel can be accessed using the login URL and credentials provided by the Revenue Grid Team. This login information is provided to a Firm in an email message confirming the Litify Inbox provisioning. An example of this information can be found in the image below.

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Some of the information in the above image has been removed for confidentiality reasons.

The Admin Panel Composition

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The Admin Panel contains the following tabs (these are the only tabs used by Litify Firms):

  1. Organizations: Displays the Organizations page where you can view a list of organizations your users are registered with and define settings for each Organization.
  2. Users: Displays the Users page, where you can view the list of users and manage what users are authorized to use the Add-In / Chrome Extension as well as Litify Inbox Synchronization statuses.
  3. Plans: Displays the Plans page where you can view the list of sync Plans available.
  4. Global settings: This page is managed by the Revenue Grid CSM team and cannot be edited by Firm Admins. This tab contains all default settings applied to an Organization. 

Managing Organizations

In the Litify Inbox Admin Panel context, an Organization is a group of Users that belong to the same Litify organization and share the same settings. The Organizations Tab provides controls to define synchronization configuration for an Organization.

Organizations List

The Organizations tab contains information on all organizations that are authorized to use Litify Inbox. 

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The information for each Organization is organized in rows and columns. Please see the table below for details concerning each column. 

Name

Name of the Organization. By default all users get assigned to the Self-Registered users org.

Mailbox Access Type

The type of access defined for an Organization.

It defines how users connect Litify Inbox to their mail accounts (either with direct login or via the impersonating account).

Synchronization Status

Organization sync status. 

Actions

Allow you to enable/disable the Organization’s sync.

 

If an Organization’s sync is enabled it is displayed in a black font color. However, if an Organization’s sync is not enabled, or suspended, it is displayed in a red font color.

Organization Sub-Tabs

The Organizations tab contains the following sub-tabs that define controls and settings applied to the current Organization. 

Users 

This sub-tab contains all users who belong to this Organization and have the Litify Inbox Add-in/Chrome Extension installed and connected. Users can be exported to a .csv file for reporting purposes (Export to CSV option).

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Statistics

This sub-tab displays recent sync session statistics for each user. Statistics can be exported to a .csv file for analysis and review (Export to CSV option).

To see the full history of sync sessions per user, please go to the Users Tab.

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The Statistics List View displays information in a series of rows and columns. Please see the table below for details concerning each column:

User

User account 

Synchronization Start Date

Last Sync session start date

Synchronization End Date

Last Sync session end date

Status

Finished/Error/Cancelled

Synchronization Scope

The number of records (emails, events, etc.) that are synced by this user account. 


Sync Scope includes all records that were saved or synced by the Litify Inbox since the sync was set up/ the very first sync session started.

Changes

Number of updates/changes that happened since the end of the previous sync session.

Issues

Number of issues, events, and/or emails not syncing.

Error Category

The type of sync error: No Error / Authorization Error / Other Error

Error Source

The source of sync error: Mail server / Salesforce Connector / Unknown

Message

The details of the error message (if any).

Actions

Download Sync Logs: Download Sync Log with all the details of the Events/Emails synced.


Open Sync Job: Use this action to view a summary of the Sync Job.

 

Activity

This sub-tab displays the history of system activities for the current Organization. Examples of captured information can be found below:

  • Users added to the Organization
  • Settings added or removed

Settings

This sub-tab contains all the settings added for the current Organization. The following types of settings can be defined here:

  • Settings related to Events Sync
  • Settings related to Emails Sync
  • Document Storage settings
  • Settings to enable/disable end user access to the Customization Panel 


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For more information about Organization settings please refer to the Litify Inbox Admin Panel Settings article

Email Configuration

This sub-tab displays the type of access defined for an Organization’s users—namely how users can connect their mailboxes to the Litify Inbox Outlook add-in/Gmail extension.

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Mailbox Access Type Options 

Below is a list of the various Mailbox Access Types, including a brief description of each. 

Microsoft Exchange basic authorization (EWS API) - End User logon

 

The typical scenario where the end users enter their Exchange login credentials in the Litify Inbox sidebar to connect Litify Inbox to their mail account and activate the sync engine.

Microsoft Exchange basic authorization (EWS API) - Impersonated logon

 

Microsoft Exchange Impersonated Logon is used to mass-connect users’ mail accounts to Litify Inbox via an impersonating service account. 


Before setting this access type, you must obtain the Exchange EWS URL and a configured Impersonating account‘s login and password. 

See this article for detailed steps on how to configure everything for this access type.


Please note that this type of authorization will be deprecated by the end of 2021. We recommend switching to the Microsoft 365 OAuth (EWS API) - Impersonated logon mailbox connection type.


For more information about this please refer to this article.

Microsoft 365 OAuth (EWS API) - End User logon

This option applies to cases when users connect Litify Inbox to their Office 365 mail accounts over Office 365 OAuth. 

Microsoft 365 OAuth (Graph API) - End User logon

This option applies to cases when users connect Litify Inbox to their Office 365 mail accounts over MS Graph


See this article to learn about limitations presently associated with this connection type.

Microsoft 365 OAuth (EWS API) - Impersonated logon

This option is used to mass connect users Office 365 mailboxes to Litify Inbox via an impersonating account


To use this access type, you must have mail server and Litify Inbox Admin account credentials.


See this article for detailed steps on how to configure everything for this access type.

Microsoft 365 OAuth (Graph API) - Impersonated logon

This option is used to mass connect users’ Office 365 mailboxes to Litify Inbox via impersonation implemented with MS Graph API.

To use this access type, you must have mail server and Litify Inbox Admin account credentials. 

See this article for detailed steps on how to configure such an access type.


Also see this article to learn about limitations presently associated with this connection type.

Google Direct Logon

This option applies to cases when end users with Gmail / Google Workspace accounts connect to Litify Inbox via Gmail OAuth. 

Google Service Account

This option is used to mass connect end users’ Gmail / Google Workspace accounts with Litify Inbox via Google Service Account.

 

Managing Users

The Users tab contains the list of users that belong to the same tenant. These users have Litify Inbox add-in installed from the same Manifest URL. 

The Manifest URL is a link to a .xml file hosted on the web. It contains all the Litify Inbox customizations defined for a Firm. 

This tab allows viewing all users from all organizations available in this tenant. This is different from the Organizations tab where only the users that belong to a particular Organization can be viewed. 

Users can be exported to a .csv file for review and reporting purposes (Export to CSV option).

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Some of the information in the above image has been removed for confidentiality reasons.

Users List

The Users List view has the following columns:

Name

Name of the User

Email for Notifications

User Email

Organization

Organization this User belongs to

Plan

Plan defined for the Organization this User belongs to.

Account Logon

Type of Mailbox access Type defined for the Organization this User belongs to.

Sync Issues

Number of sync issues

Synchronization Disabled

True/False. True for disabled or suspended synchronization.

Mailbox Status

Initialized: This User connected their Litify Inbox to their Mail account.


Not Initialized: This User hasn’t yet connected their Litify Inbox to their Mail account.

Created On

Date/Time stamp when User record was created in the Admin Panel.

Actions

Actions admins can perform with a User record.

 

User Record  Statuses

User record statuses can be displayed differently in the Litify Inbox Admin Panel:

  • User record is highlighted red and the Mailbox Status=Not Initialized
    • This means that this User has the Litify Inbox add-in installed and connected to Litify only.

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  • User record is highlighted red and the Mailbox Status=Initialized
    • This means that this User has the Litify Inbox add-in installed and connected to both Litify and Mail account, but User’s sync is disabled or suspended due to a sync error.

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  • User record is not present under the Users tab
    • This means that the missing User has the Litify Inbox add-in installed but it wasn’t connected to Litify.

User Detail

Each User record is a clickable link that allows Admins to access User detail and to review User’s sync statistics, settings as well as to resolve sync issues.

Admins can change the Organization the User is assigned to as well as the sync Plan (the method with which this user’s information is synced).


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The User Record Detail controls allow Admins to manage User’s sync method as well as connection to Litify and Mail accounts.

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Delete

Delete a User. 

Please note that Users with initialized mailboxes cannot be deleted.

Force Delete

Delete a user, users with initialized mailboxes can be deleted this way.

Enable Synchronization

Enable synchronization for a User.

Force Synchronization

Standard synchronization interval is set to 20 minutes. Admin can manually trigger synchronization outside of the standard sync schedule by using this control.

Disable Synchronization

Suspend synchronization for a user. If synchronization is suspended for a standard User, it can be resumed from the Sync Dashboard.

Reset Mailbox

This control removes user customization and disables the sync. 

Once sync is enabled again, the first synchronization attempt will apply the customization to the user’s mailbox.

Please note that this control clears the sync scope of a user, therefore records synced prior to that control application will fall out of the sync scope once the sync is enabled for this User. Records that fall out of the sync scope stop syncing automatically.

Re-initialize User’s Mailbox

This control allows Admins to re-initialize User’s mailbox connection and re-sync all records within User’s sync scope. 

Check CRM Connectivity

This control is used to check the connection between Litify Inbox and User’s Litify account.

Check Mailbox Connectivity

His control is used to check the connection between Litify Inbox and User’s mail account.

 

User Detail Tabs

User record detail page has its own tabs that allow Admins to control User’s settings, sync sessions, and sync issues.


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Statistics

Displays the history of all sync sessions for this User.

Settings

Displays the list of settings and configurations for this User:

  • Exchange email address
  • Salesforce User Id
  • Salesforce Username
  • etc.

Issues

Displays the list of sync issues that appeared since the last synchronization session.

Sync issues are the Event or Email creation/update operations that failed to sync from Outlook/Google to Litify or vice versa.

Activity

Displays history of system activities for this User.

E-Mail Configuration

Displays mailbox access type defined for this User.

 

User Sync Statistics

User sync statistics tab allow Admins to review User’s syncs for any sync issues. Each sync statistics record is captured as a sync log that includes all the items processed during a particular sync session as well as items that failed to sync. Sync logs are recorded each 20-30 minutes depending on the Organization’s Plan. To retrieve the sync log use the Download Logs action available in the Statistics list view.

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User Sync Issues

The User sync issues tab provides Admins with details of the items that failed to sync, as well as error messages that explain the cause of the issue. Sync issues can be exported to a .csv file (Export to CSV option).Annotation_on_2021-10-13_at_10-12-54.png

Type

Defines the type of Object: Event or Email

Name

Event or Email Subject

Direction

Indicates the instance of origin

For example: Salesforce->Exchange: Event was created/updated in Litify and failed to sync to Outlook

Operation Name

Defines the type of operation that caused the issue:

  • Addition: New record creation.
  • Resolution commitment: Existing record update.

Error Text

Details of the error message

 

Managing Plans

A Plan defines a synchronization interval applied to an Organization.

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Default Enterprise Plan is set to 1200 seconds which equals 20 minutes. This is the allowed minimal sync session interval for an Organization. Decreasing this interval will result in excess of the API call limits and will suspend users sync.

A new Plan can be added to define another sync interval. Please note that to have the new plan applied it must be assigned to users.

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