Terms and Conditions

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.

Terms and Conditions Status

When working with Terms and Conditions as an IT administrator, 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Terms and Conditions can have one of three Statuses after a Terms and Condition has been created: Draft, Published and Unpublished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Unpublished	Terms and Conditions that are Unpublished cannot be modified. Unpublished Terms and Conditions cannot be viewed by IT Admins in the list of Terms and Conditions or seen by users logging in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.

Publishing Terms and Conditions

1. In the Cloudwork Dashboard>Terms and Condition>select a Draft Terms and Condition
2. 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 should see Terms and Conditions
3. After selecting an OU, navigate to Authentication Settings>Edit
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.

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.
Users will have two options to select from:

• I Decline
• I Accept

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 and View Terms Again.

Display of the Terms and Condition before accepting or declining

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

• 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.
  

Display of what occurs when declining Terms and Conditions

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.