› Manage tenants › Create a tenant

Create a tenant

Create a new tenant that can access TotalAgility from an on-premise multi-tenant installation of TotalAgility.

In the Tenant Management System, the following tenant deployments are provided:

  • Production deployment (mandatory, one)

  • Additional deployment (optional, zero or more)

  1. On the header bar of your Tenant Management System page, click Tenants > Create New.

    The Create Tenant page appears.

  2. Configure the tenant under the following tabs:
  3. Click Save.

    A message appears stating the tenant creation is in progress.

  4. Click OK.

    The tenant is created and appears on the Tenant Management System page with the tenant details such as name, description, database server, and more. When a new tenant is created, the system does the following:

    • Creates the tenant in the production deployment with the tenant status as active.

    • Adds the new tenant to the selected database server.

    • Sends an email to the tenant’s email address with login credentials and links to access TotalAgility, Workspace, and TotalAgility Apps.

    • Generates the session ID for the new tenant. You can manually set the session ID, for example, if you want to use the same session ID when moving from development to production. To set the session ID, enter a value or copy and paste the value in the System session ID field of the System settings in TotalAgility Designer (System > System settings > User sessions > System session ID). The session ID value must be a GUID.

  5. You can create additional deployments and add environments as needed.
    If a tenant is created with the additional deployment configuration, an email is sent to the tenant’s email address with the link to access the deployment.

Configure the general settings for a tenant

You can configure the general settings and the production environment settings for a tenant on the General tab.

Name

A unique name, such as Joe Bloggs.

Description

A description of your tenant, such as the Operations Manager.

Administrator User

A name for the Administrator user for the tenant.

Administrator Password A password for the Administrator user. The password should match the regularexpression pattern "^(?=.*[a-z])(?=.*[A-Z])(? =.*[0-9])(?=.*[!@#\$%\^&\*])(?=.{10,})", that is, a combination of lower and upper case characters, numeric and special characters, and should be 10 characters long.
Confirm Password

Re-enter the Administrator password for confirmation.

Database Server

Select the Database server.

Company Name

The company name, such as Kofax.

Company Address

Address of the company.

Contact Number

Contact number.

Email

The email ID to send the URL details of TotalAgility Designer and Workspace.

Country

Country name.

Number of Tenants

The number of tenants currently existing for the selected database server is displayed.

Notes

Optional. Enter the additional information for the tenant.

Settings for the production environment

Designer Access

By default, the user is allowed access to TotalAgility Designer from the production environment. If the Designer access is not allowed, the Station and Volume license details are not visible.

Reporting

Configure the following settings:

  • Enable Reporting Feature.

    • No (default): The reporting server settings are not enabled.

    • Yes: Enables sending the information for the Reporting component and processing of the Reporting messages. Specify the following:

      1. Document Retention Period: The period for which the data associated with the documents can be stored. (Default: 30 days)

      2. Unprocessed Incomplete Messages: The period for which the unprocessed incomplete messages can be stored. (Default: 30 days)

      3. Database Command Timeout in Seconds: The timeout period in seconds for each database command. (Default: 600 Sec)

      4. WSA Batch Size: The number of messages to process each iteration in a loop for ETL. (Default: 10000)

      5. Max MQ2 Staging Iterations Number: The number of iterations per loop to make ETL. (Default: 100)

      6. ETL Batch Size: Number of records in the Data Warehouse table to insert,update, or delete each query where applicable. (Default: 10000)

      7. Drop Indexes on MQ2 Staging: Re-creates the indexes for the Staging database for each iteration. (Default: No)

    When the system executes a task:

    • The reporting data is uploaded to the intermediate (Staging) database from the on-premise multi-tenant queue.
    • If the task is executed in the specified transformation time interval (default: Nightly hours), the intermediate database (Staging) is transformed and uploaded to the Production database (Data Warehouse).

  • Run Daily: Specify the time when the ETL agent (extract/transform/load) handles system tasks for the tenant (every 5 minutes) and transforms data from the Staging to the Warehouse database.

    To improve access to the Warehouse database for customers, run the transformation during the tenant ' s off hours, for example, at night.

  • Purge Interval: Specify the number of days the ETL agent waits before deleting field detail data from the data warehouse. (Default: 5)

    When you upgrade a tenant from an earlier version of TotalAgility, the Reporting settings for the tenant are inherited from the settings the tenant defines in the TotalAgility Designer.

Retention Policy Configure the retention policy settings for the artifacts. When the retention policy is executed, the items are removed as appropriate.
Station Licenses and Volume Licenses This section displays the license types and the maximum number of licenses that you can allocate to a tenant.

You can change the maximum number of licenses to allocate. For example, select the row for the Station license, such as TotalAgility Concurrent Full User or TotalAgility Concurrent Full User - Reserve, specify the maximum number of licenses to allocate, and click Update. The license information such as license name, the number of licenses allocated, and the maximum number of licenses that you can allocate to a tenant, are displayed.

If you change the number of licenses allocated to the tenant, the number is decremented from the overall BPO licenses. Allocating more than the number of licenses available to a tenant generates a warning. Tenants can view the number of allocated and available license types.

Configure the retention policy settings

Retention policies can automatically assist in minimizing the database size. Defining the retention period and the number of versions to retain for certain items helps in cleaning up unused items, managing database growth, and optimizing performance.

Any changes you make in the retention policy are tracked in the audit log entries. On upgrading TotalAgility from an earlier version, the retention settings remain as they were before the upgrade.

Configure the versions of items to retain

You can configure the number of versions to retain for Forms, Processes, Business Rules, Classification Groups, Extraction Groups, Folder Types, Document/Activity Variants, Data Models, Packages, Test Suites, and Quick Apps.

On the Version tab, select either option:

  • Custom (default): Select the number of versions, such as 8 for Last Versions. The latest eight versions of the selected item are retained. (Default: Last 10 versions, Minimum: Last 1 version)

  • All: Retains all versions for an item.

Configure the time-based retention period

You can configure the time-based retention period for Internal Users, External Users, Audit Log Entries, and KCM Packs.

  1. Click the Time tab.
  2. Select either option for each item:

    • Custom (default): Select the number of years, months, and days to retain the item as required. See the following table for the default and minimum values of each item.

      Item Default Minimum
      Internal Users 1 Year, 0 Months, 0 Days 1 Day
      External Users 0 Years, 6 Months, 0 Days 1 Day
      Audit Log Entries 0 Years, 1 Month, 0 Days 1 Day
      KCM Packs 0 Years, 1 Month, 0 Days 1 Day

    • Indefinitely: Retains all the documents permanently.

Configure the document retention period

You can configure the retention period for documents.

  1. Click the Document tab.
  2. To Retain Documents, select either option for each item:
    • Custom (default): Select the number of years, months, and days to retain the documents as required. (Default: 0 Year, 6 Months, 0 Days, and Minimum: 1 Day)
    • Indefinitely: Retains all the documents permanently.

Define the retention process execution

You can configure the chunk size and maximum jobs that can be deleted per retention task execution.

  1. Click the Execution tab.
  2. Select the Retention Chunk Size and Maximum Jobs. (Default: 250 for documents and 1000 for jobs)