Difference between revisions of "Terms and Conditions"

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==Terms and Conditions==
+
=Terms and Conditions=
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===Creating Terms and Conditions===
+
==Creating Terms and Conditions==
 
#In the Cloudwork Dashboard, select the '''Terms & Conditions''' Tile
 
#In the Cloudwork Dashboard, select the '''Terms & Conditions''' Tile
 
#Click '''Add New Terms & Conditions'''
 
#Click '''Add New Terms & Conditions'''
Line 8: Line 8:
 
#Click Submit
 
#Click Submit
  
−
===Publishing Terms and Conditions===
+
After creating a Term and Condition, this will put the newly created Term and Condition into the Draft Status.<br>
−
#In the '''Cloudwork Dashboard'''>'''Terms and Condition'''>select a Draft Terms and Condition
+
Terms and Conditions in the Draft Status can be edited, deleted and published.
 +
 
 +
===Restrictions of the Content for Terms and Conditions===
 +
When creating or editing Terms and Conditions, HTML tags are accepted.<br>
 +
Some HTML tags are restricted.
 +
Restricted HTML:
 +
*iFrame
 +
*JavaScript snippets
 +
 
 +
==Terms and Conditions Status==
 +
After creating a Terms and Conditions, the Terms and Conditions can have one of three Statuses after a Terms and Condition has been created: '''Draft''', '''Published''' and '''Unpublished'''
 +
 
 +
{| class="wikitable"
 +
|+ What each Terms and Conditions Status means
 +
|-
 +
! Terms and Condition Status !!Information
 +
|-
 +
| '''Draft'''|| Terms and Conditions in the Draft Status can be edited but cannot be used or assigned in the CloudworkID Settings
 +
|-
 +
| '''Published'''|| Terms and Conditions that are in the Published Status cannot be edited, only assigned by OU in the CloudworkID Settings
 +
|-
 +
| '''Unpublished'''||Terms and Conditions that are Unpublished cannot be modified. Unpublished Terms and Conditions cannot be viewed by IT Admins in the list of Terms and Conditions or seen by users logging in
 +
|}
 +
 
 +
==Editing Terms and Conditions==
 +
#In the Cloudwork Dashboard, select the '''Terms & Conditions''' Tile
 +
#Select a Terms and Conditions with '''Draft Status'''
 +
#Click Edit and make changes to the Content or Name
 +
#Click Submit
 +
 
 +
Only Terms and Conditions with the Draft Status can be edited.
 +
 
 +
==Deleting Terms and Conditions==
 +
#In the Cloudwork Dashboard, select the '''Terms & Conditions''' Tile
 +
#Select a Terms and Conditions with '''Draft Status'''
 +
#Click Delete
 +
#Click Submit
 +
 
 +
Terms and Conditions can only be deleted when the Terms and Conditions are in the Draft Status. Published and Unpublished Terms and Conditions cannot be deleted.
 +
 
 +
==Publishing Terms and Conditions==
 +
#In the '''Cloudwork Dashboard'''>'''Terms and Condition'''
 +
#Select a Terms and Conditions with '''Draft Status'''
 
#Click '''Publish''' and confirm
 
#Click '''Publish''' and confirm
  
−
===Assigning Terms and Conditions per OU===
+
Terms and Conditions that have been published can no longer be modified, whether by being edited or deleted.
−
#In the Cloudwork Dashboard>Settings>CloudworkID Setting
+
 
−
#On the left side of the page, select which OU should see Terms and Conditions
+
==Assigning Terms and Conditions per OU==
−
#After selecting an OU, navigate to '''Authentication Settings'''>'''Edit'''
+
#In the '''Cloudwork Dashboard'''>'''Settings'''>'''CloudworkID Setting'''
 +
#On the left side of the page, select which OU that should see Terms and Conditions
 +
#After selecting an OU, navigate to '''Authentication Settings'''>'''Edit''' or '''Override Settings'''
 
#Under Terms and Conditions, select one of the published Terms and Conditions
 
#Under Terms and Conditions, select one of the published Terms and Conditions
−
#Click Submit. Users of that OU will now see the Terms and Conditions when they login.
+
#Click Submit. Users of that OU will now see the Terms and Conditions when they log in.
  
−
===Unpublish Terms and Conditions===
+
For more information on Overriding Cloudwork.ID Settings click [https://wiki.studentnet.net/index.php/Override_CloudworkID_Settings here]
−
When unpublishing Terms and Conditions, users will no longer be prompted to accept or decline the Terms and Conditions upon login.<br>
+
 
 +
==Unpublishing Terms and Conditions==
 +
If it is decided that a published Terms and Conditions is no longer valid or deprecated, IT admins can unpublish the Terms and Conditions.<br>
 +
This will unpublish the selected Terms and Conditions so that users who have not accepted the Terms and Conditions will not be shown Terms and Conditions upon login, and users will proceed through authorisation <br>
 
Furthermore, IT admins will no longer see the unpublished Terms and Conditions in the Terms and Conditions list.
 
Furthermore, IT admins will no longer see the unpublished Terms and Conditions in the Terms and Conditions list.
  
−
===How to preview HTML===
+
To unpublish a Terms and Condition:
−
There is no preview of the HTML for the Terms and Condition in the Cloudwork Dashboard.
+
#In the '''Cloudwork Dashboard'''>'''Terms&Conditions'''>select the Terms and Conditions that need to be unpublished.<br>
−
What can be done instead is copy the HTML text to Notepad or a text editor and then save it to a .html file to view in any browser.
+
#Click '''Unpublish''' and confirm
−
This will allow a preview of how the various HTML elements render.
+
 
 +
==Terms and Condition Reporting==
 +
===User Activity Events===
 +
Below is the table of filterable events that can appear in the User Activity Report and what each event means.
 +
 
 +
{| class="wikitable"
 +
|-
 +
! Event !! What does the event mean
 +
|-
 +
|'''Accept Term and Condition'''|| This Event occurs when a user accepts the Terms and Conditions
 +
|-
 +
|'''Show Term and Condition'''||This Event occurs when a user is shown the Terms and Conditions
 +
|-
 +
|'''Decline Term and Condition'''||This Event occurs when a user declines the Terms and Conditions
 +
|}
 +
===Administrator Activity Events===
 +
Below is the table of filterable events that can appear in the Administrator Activity Report and what each event means.
 +
{| class="wikitable"
 +
|-
 +
! Event !! What does the event mean
 +
|-
 +
|'''Create Term and Condition'''||This event occurs when an IT admin creates a Term and Condition
 +
|-
 +
|'''Update Term and Condition'''||This event occurs when an IT admin updates a Term and Condition
 +
|-
 +
|'''Delete Term and Condition'''||This event occurs when an IT admin deletes a Term and Condition. Deleting a Term and Condition can only be performed on a Draft Term and Condition
 +
|-
 +
|'''Publish Term and Condition'''||This event occurs when an IT admin publishes a Term and Condition
 +
|}
  
 
===How to filter for Terms and Conditions Acceptance in the Reports===
 
===How to filter for Terms and Conditions Acceptance in the Reports===
 
#In the '''Cloudwork Dashboard'''>'''Reports'''>'''User Activity'''
 
#In the '''Cloudwork Dashboard'''>'''Reports'''>'''User Activity'''
 
#On the left side of the page, filter for the following events under '''For Event''':
 
#On the left side of the page, filter for the following events under '''For Event''':
−
#*Accept Term and Condition
+
#*'''Accept Term and Condition'''
−
#*Show Term and Condition
+
#*'''Show Term and Condition'''
 
#*Additionally under '''For User''' you can select a specific user to filter for
 
#*Additionally under '''For User''' you can select a specific user to filter for
 
#Click Update
 
#Click Update
 
#This will generate a report so you can see when and which Terms and Conditions did a user accept.
 
#This will generate a report so you can see when and which Terms and Conditions did a user accept.
  
−
===How to view unpublished Terms and Conditions===
+
==How to view unpublished Terms and Conditions==
−
There is no facility in the Cloudwork Dashboard to view unpublished Terms and Conditions. <br>
+
To view unpublished Terms and Conditions, a support ticket will need to be created requesting the unpublished Terms and Conditions as well as any other information that IT admins would like in regards to the specified Term and Condition.<br>
−
To view unpublished Terms and Conditions, a support ticket will need to be created requesting the unpublished Terms and Conditions
+
A support ticket can be raised at [https://support.studentnet.net/support/tickets/new help@studentnet.net]
 +
 
 +
==Terms and Conditions Workflow==
 +
After the Terms and Conditions have been set, users upon next login will be shown the selected Terms and Conditions as well as two options to select from:
 +
*'''I Accept'''
 +
*'''I Decline'''
 +
[[File:TC_first_prompt.PNG|none|200px|frame|Display of the Terms and Condition before accepting or declining]]
 +
If users select '''I Accept''' to the Terms and Conditions, users will proceed through to the intended service they were trying to log into.<br>
 +
If users select '''I Decline''' with the Terms and Conditions, users will be redirected to a page showing two options:
 +
*'''Back to login'''
 +
*'''View Terms Again'''
 +
If the Terms and Conditions were declined by a user, a new page will appear and show two new options to select from:
 +
[[File:TC_second_prompt.PNG|none|200px|frame|Display of what occurs when declining Terms and Conditions]]
 +
*Clicking '''View Terms Again''' will show the user the Terms and Conditions page again.<br>
 +
*Clicking '''Back to login''' will log the user out and take the user back to the login page.<br>
  
−
===Agreeing and Disagreeing to Terms and Conditions===
+
==Notes==
−
After the Terms and Conditions have been set, users upon next login will be shown the selected Terms and Conditions.<br>
 
−
Users will have two options: to either agree or disagree to the Terms and Conditions. <br>
 
  
−
If users agree to the Terms and Conditions, users will proceed through to the intended service they were trying to log into.<br>
+
===How to preview HTML that will render for the Terms and Conditions===
−
If users disagree with the Terms and Conditions, users will be redirected to a page showing two options: '''Back to login''' and '''View Terms Again'''.<br>
+
Copy the HTML text to Notepad or a text editor and then save it to a .html file to view in any browser.<br>
−
Clicking '''View Terms Again''' will take users back to the Terms and Conditions page.<br>
+
This will allow a preview of how the various HTML elements render.<br>
−
Clicking '''Back to login''' will log the user out and take the user back to the login page.<br>
 
  
−
===Terms and Conditions Status===
+
===What happens if IT admins change the Terms and Conditions in the CloudworkID Setting even though there is already an existing Terms and Conditions set===
−
{| class="wikitable"
+
If IT admins change the Terms and Conditions, the users will be shown a different Terms and Conditions when logging in.<br>
−
|+ What each Terms and Conditions Status means
+
Users who accepted the previous Terms and Conditions will need to accept the new Terms and Conditions<br>
−
|-
+
Users will not be shown Terms and Conditions if the selected Terms and Conditions were Terms and Conditions that were already accepted by the user previously
−
! Terms and Condition Status !!Information
 
−
|-
 
−
| '''Draft'''|| Terms and Conditions in the Draft Status can be edited but cannot be used or assigned
 
−
|-
 
−
| '''Published'''|| Terms and Conditions that are in the Published Status cannot be edited, only assigned by OU in the CloudworkID Settings
 
−
|-
 
−
| '''Unpublished'''||Terms and Conditions that are Unpublished cannot be edited or viewed by IT Admins or seen by users logging in
 
−
|}
 

Latest revision as of 15:08, 29 July 2026

Terms and Conditions

Creating Terms and Conditions

  1. In the Cloudwork Dashboard, select the Terms & Conditions Tile
  2. Click Add New Terms & Conditions
  3. Fill out the following fields:
    Name: This is the name of the Terms and Conditions. This will not appear to users accepting the Terms and Conditions, but the Name will appear in the Activity Report
    Content: The actual content entered in this field will be what is displayed to users at login.
  4. Click Submit

After creating a Term and Condition, this will put the newly created Term and Condition into the Draft Status.
Terms and Conditions in the Draft Status can be edited, deleted and published.

Restrictions of the Content for Terms and Conditions

When creating or editing Terms and Conditions, HTML tags are accepted.
Some HTML tags are restricted. Restricted HTML:

  • iFrame
  • JavaScript snippets

Terms and Conditions Status

After creating a Terms and Conditions, the Terms and Conditions can have one of three Statuses after a Terms and Condition has been created: Draft, Published and Unpublished

What each Terms and Conditions Status means
Terms and Condition Status Information
Draft Terms and Conditions in the Draft Status can be edited but cannot be used or assigned in the CloudworkID Settings
Published Terms and Conditions that are in the Published Status cannot be edited, only assigned by OU in the CloudworkID Settings
Unpublished Terms and Conditions that are Unpublished cannot be modified. Unpublished Terms and Conditions cannot be viewed by IT Admins in the list of Terms and Conditions or seen by users logging in

Editing Terms and Conditions

  1. In the Cloudwork Dashboard, select the Terms & Conditions Tile
  2. Select a Terms and Conditions with Draft Status
  3. Click Edit and make changes to the Content or Name
  4. Click Submit

Only Terms and Conditions with the Draft Status can be edited.

Deleting Terms and Conditions

  1. In the Cloudwork Dashboard, select the Terms & Conditions Tile
  2. Select a Terms and Conditions with Draft Status
  3. Click Delete
  4. Click Submit

Terms and Conditions can only be deleted when the Terms and Conditions are in the Draft Status. Published and Unpublished Terms and Conditions cannot be deleted.

Publishing Terms and Conditions

  1. In the Cloudwork Dashboard>Terms and Condition
  2. Select a Terms and Conditions with Draft Status
  3. Click Publish and confirm

Terms and Conditions that have been published can no longer be modified, whether by being edited or deleted.

Assigning Terms and Conditions per OU

  1. In the Cloudwork Dashboard>Settings>CloudworkID Setting
  2. On the left side of the page, select which OU that should see Terms and Conditions
  3. After selecting an OU, navigate to Authentication Settings>Edit or Override Settings
  4. Under Terms and Conditions, select one of the published Terms and Conditions
  5. Click Submit. Users of that OU will now see the Terms and Conditions when they log in.

For more information on Overriding Cloudwork.ID Settings click here

Unpublishing Terms and Conditions

If it is decided that a published Terms and Conditions is no longer valid or deprecated, IT admins can unpublish the Terms and Conditions.
This will unpublish the selected Terms and Conditions so that users who have not accepted the Terms and Conditions will not be shown Terms and Conditions upon login, and users will proceed through authorisation
Furthermore, IT admins will no longer see the unpublished Terms and Conditions in the Terms and Conditions list.

To unpublish a Terms and Condition:

  1. In the Cloudwork Dashboard>Terms&Conditions>select the Terms and Conditions that need to be unpublished.
  2. Click Unpublish and confirm

Terms and Condition Reporting

User Activity Events

Below is the table of filterable events that can appear in the User Activity Report and what each event means.

Event What does the event mean
Accept Term and Condition This Event occurs when a user accepts the Terms and Conditions
Show Term and Condition This Event occurs when a user is shown the Terms and Conditions
Decline Term and Condition This Event occurs when a user declines the Terms and Conditions

Administrator Activity Events

Below is the table of filterable events that can appear in the Administrator Activity Report and what each event means.

Event What does the event mean
Create Term and Condition This event occurs when an IT admin creates a Term and Condition
Update Term and Condition This event occurs when an IT admin updates a Term and Condition
Delete Term and Condition This event occurs when an IT admin deletes a Term and Condition. Deleting a Term and Condition can only be performed on a Draft Term and Condition
Publish Term and Condition This event occurs when an IT admin publishes a Term and Condition

How to filter for Terms and Conditions Acceptance in the Reports

  1. In the Cloudwork Dashboard>Reports>User Activity
  2. On the left side of the page, filter for the following events under For Event:
    • Accept Term and Condition
    • Show Term and Condition
    • Additionally under For User you can select a specific user to filter for
  3. Click Update
  4. This will generate a report so you can see when and which Terms and Conditions did a user accept.

How to view unpublished Terms and Conditions

To view unpublished Terms and Conditions, a support ticket will need to be created requesting the unpublished Terms and Conditions as well as any other information that IT admins would like in regards to the specified Term and Condition.
A support ticket can be raised at help@studentnet.net

Terms and Conditions Workflow

After the Terms and Conditions have been set, users upon next login will be shown the selected Terms and Conditions as well as two options to select from:

  • I Accept
  • I Decline
Display of the Terms and Condition before accepting or declining

If users select I Accept to the Terms and Conditions, users will proceed through to the intended service they were trying to log into.
If users select I Decline with the Terms and Conditions, users will be redirected to a page showing two options:

  • Back to login
  • View Terms Again

If the Terms and Conditions were declined by a user, a new page will appear and show two new options to select from:

Display of what occurs when declining Terms and Conditions
  • Clicking View Terms Again will show the user the Terms and Conditions page again.
  • Clicking Back to login will log the user out and take the user back to the login page.

Notes

How to preview HTML that will render for the Terms and Conditions

Copy the HTML text to Notepad or a text editor and then save it to a .html file to view in any browser.
This will allow a preview of how the various HTML elements render.

What happens if IT admins change the Terms and Conditions in the CloudworkID Setting even though there is already an existing Terms and Conditions set

If IT admins change the Terms and Conditions, the users will be shown a different Terms and Conditions when logging in.
Users who accepted the previous Terms and Conditions will need to accept the new Terms and Conditions
Users will not be shown Terms and Conditions if the selected Terms and Conditions were Terms and Conditions that were already accepted by the user previously

Retrieved from "https://wiki.studentnet.net/index.php?title=Terms_and_Conditions&oldid=2843"