Dictionary

  • Work environment: Beeple environment or tenant. This is the URL you're logging into.

  • Single sign-on (SSO): used to easily switch between multiple accounts without logging off each time.

  • Main environment: or main tenant or 'my linked groups', this is the Beeple URL you'll want to use as the main source.

  • Subenvironment: or subtenant or member tenant or 'my linked members'; this is the Beeple URL that is subordinate to the main environment.

  • Group of environments: a group of environments consists of one main tenant and at least one subtenant.

By linking multiple Beeple environments with each other, you'll make working with multiple Beeple environments a lot more user-friendly.

· Create and modify your own group of linked work environments

· Manage collaborators across multiple linked environments

· Sync collaborator data within the linked work environments

· Single Sign-on for users within the linked work environments

· Switch to different environments easily

How it works


The linked work environments feature allows you to create a group of Beeple environments. One environment is the "main environment", and the others are sub environments. A subenvironment can belong to multiple groups of environments. Subenvironments do not have to be linked with each other if they are linked to the same main environment.

Setup: Create a group of environments

Step 1

First, go to 'Settings' and enable the module 'Linked work environments'.

You will see two options:

· Send link request: this option allows you to send a link request from this environment to another environment.

· Receive link requests: this option allows the environment to receive link requests from other environments.

When you enable ‘Send link requests’, you will get the following screen:

From your main environment (= the environment you want to be the main environment of the group of environments), select the ‘+’ icon on ‘My linked members'.

Tip: always type the complete URL of your subenvironment, this includes https://

Allow single sign-on (SSO): select ‘Yes’ if you want to allow users to be able to login into your environment when coming from another environment. This setting has to be configurated for every work environment you're linked with. In practice, this will allow users to switch between all linked environments without logging off.

Request two-factor authentication (2FA): select ‘Yes’ if you want each user to have to enter a 2FA code when switching between linked work environments.

Please note this setting is only visible if you allow single sign-on and if two-factor authentication is enabled in your settings.

For both SSO and 2FA, the setting applies to a collaborator who is logging in on your environment coming from a linked one.

Your request to link environments is now sent to your subenvironment.

Step 2

Go to the subenvironment (in our example this is bbinternal2) -> Settings -> Linked work environments. Here you can accept the link request.

Selecting ‘Accept link’ will create a link between the two environments. Accept link screen will open. Here you can configure SSO settings.

Note that you will also get a message on your dashboard if you have access rights to ‘Linked work environments’.

Step 3

This process can be repeated to add multiple environments to the same group. Always initiate the process from the main environment to add other subenvironments.


Manage collaborators across a group of work environments

Once you established at least one link to the group of environments, you now have the option to link collaborator accounts of the same collaborator between multiple linked environments.

In order to do this, the admin has to configure some settings. Go to any collaborator’s profile page and notice the option ‘Linked work environments’.

Select the ‘+’ icon and add an environment to which you want to push this collaborator.

Beeple will automatically detect potential accounts that relate to the same collaborator. Only environments that are directly linked with your environment will be available in the dropdown list. Select the account you want to link and confirm via the ‘Link existing collaborator’ button.

If no potential matches are found, you will get the option to automatically create the collaborator on the linked environment. This will create a new account for the collaborator including all of their personal data. Only if the email has not been used in the other tenant yet. In this case, it will show up as a potential match.

Important: When trying to link a collaborator account with an account that has admin rights in the linked work environment, an extra verification step needs to be done. This step can only be completed by the collaborator him/herself in the linked work environment.

Example:
If you send a link request for a collaborator from environment 1 to environment 2, the collaborator will have to accept the request on environment 2 first and provide the authorisation code to an admin of environment 1. After the authorisation code is filled in on work environment 1, the collaborator link will be activated.

Sync collaborator data

If you want all of the personal data of your collaborators to be synchronized between linked environments, you can enable the option ‘Data synchronization – Personal data’ on the main environment.

In order to do this, go to your main environment -> Settings -> Linked work environments. Set ‘Personal data’ to ‘Yes’.

SSO between linked environments

If the option ‘Allow single sign-on' is set to 'Yes', all users with an active linked account can switch between environments without having to log in again.

Once an account has been linked with at least one other environment, a new icon will show up in the top navigation bar of Beeple.

Selecting this icon will display a list of all environments your account has been linked to and allows you to easily switch between environments.
On the 'My profile' screen, users get a more detailed overview of the linked work environments.

Fun question: How many times did we use the word 'environment' in this article?

Watch this video to see how it works:

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