Site settings

From the Site Settings section of the Admin app, you can manage site-wide settings for your Instabase deployment. Site settings are grouped into the following tabs:

• Site permissions

• App permissions

• Configuration

• Signup tokens

• External group mappings

• Encryption

• Licenses

• Flow pipelines

• File storage (SaaS deployments)

Site permissions

Site-wide permissions can be granted to any user or service account to allow them to take certain actions on the platform that are otherwise reserved for site admins. From the Site permissions tab, site admins can assign specific non-admin users (or all non-admin users within a group) the following permissions:

Granting and revoking site permissions

To grant site permissions:

1. From the Admin app, select Site permissions.

2. Select the Users or Groups tab, based on if you’re granting the permission to a specific user or all users in a group.

3. Select the search input field for the site permission.

4. Type the username, service account name, or group name, and select it from the search results.

5. Click Save.

To revoke site permissions:

1. From the Admin app, select Site permissions.

2. Select the Users or Groups tab, based on if you’re revoking the permission from a specific user or all users in a group.

3. In the site permission field, click the X button next to the name of the user, service account, or group.

4. Click Save.

App permissions

App permissions can be granted to any user or service account to allow them to take certain actions on the platform that are otherwise reserved for site admins. Some app permissions are categorized by Web or API access, as well as by Read, Write, or Execute permissions. From the App permissions tab, site admins can assign specific non-admin users (or all non-admin users within a group) the following app permissions:

Granting and revoking app permissions

To grant app permissions:

1. From the Admin app, select App permissions.

2. Select the Users or Groups tab, based on if you’re granting the permission to a specific user or all users in a group.

3. Select the search input field for the app permission (pay attention to if you’re editing Web-based or API-based access, and Read, Write, or Execute permissions).

4. Type the username, service account name, or group name, and select it from the search results.

5. Click Save.

To revoke app permissions:

1. From the Admin app, select App permissions.

2. Select the Users or Groups tab, based on if you’re revoking the permission from a specific user or all users in a group.

3. In the app permission field, click the X button next to the name of the user, service account, or group.

4. Click Save.

Configuration

Site-wide configuration options are equivalent to environment variables and affect the experience of all users on the Instabase platform. For a typical Instabase setup, the default is to keep these site-wide options disabled.

Options

The following configuration options are available:

The following configuration options are also available:

• Model training scripts: Provide the default training scripts for training a model in ML Studio. Editing these settings might be required during .ibformers version or Marketplace upgrades. For details, see the ML Studio dependencies documentation.

• Active Directory Federation Services configuration: Instabase supports Active Directory Federation Services (AD FS) as an authentication backend to manage access to Instabase. AD FS can be used to authenticate inbound API calls to the Instabase platform for existing users – if the user does not already exist on Instabase, the API call will be denied. For details, see the AD FS section of the authentication documentation.

• Custom desktop background: Set a custom background for the Instabase desktop.

Service setup

The Service setup section is where you can manage certain site-wide services.

Database table setup is available after some platform version upgrades, as a way to manually migrate database tables. The release notes for the version to which you are upgrading indicate if a database migration is required.

Signup tokens

You can generate signup tokens to allow users to create their own account, rather than being added by a site admin.

To generate signup tokens:

1. From the Admin app, select Signup tokens.

2. Click Generate new token.

3. Define a Token ID and an expiration period, in hours.

4. Click Create.

5. Click the Copy button next to the token ID to copy the generated token to your clipboard.

6. Send the generated token to a user.

7. The user can then navigate to {Your Instabase URL}/account/register?use_token=true and sign up with the following information:

   • Company email

   • Instabase username

   • Instabase password

   • Generated token

External group mappings

External group mappings, also known as AD groups, are managed at the site level, across all groups. Only site admins have permissions to update the mappings. Only SAML group mappings are supported.

The group mapping takes the form of (ib_group) -> (saml_group) and mappings have the following behavior restrictions:

• Each ib_group can map to at most one SAML group.

• The inverse is not true; the same SAML group can be mapped to multiple ib_group values.

External group mappings grant users group membership, which can be be used to grant access to any assets on the site.

1. From the Admin app, select External group mappings.

2. Create, edit, or delete mapping rules as necessary. The interface guides you through selecting valid options. Do not leave any blanks.

3. Click Save to write your mappings to the database.

Encryption

Encryption keys allow client-side encryption of files. Keys are hosted by key management service (KMS) providers. Only AWS Key Management Service is supported.

From the Encryption tab you can configure your AWS Key Management Service access credentials, add encryption keys, and rotate primary encryption keys. For details, see the encryption documentation.

Licenses

You can add and revoke, assign and unassign, and view usage details for all licenses in the environment from the Licenses tab. For details, see the licensing documentation.

Flow pipelines

You can view, create, and manage flow pipelines from the Flow pipelines tab. For details and to learn more about flow pipelines, see the managing flow reviews documentation.

File storage (SaaS deployments)

The File Storage tab is where you can manage global drives and file retention policies. This tab is available only in SaaS deployments. Only site admins or users with the manage file storage site permission can make changes on the File Storage tab.

Custom global drives

By default, all subspaces have access to the Instabase Drive as a global drive. You can add custom global drives, connected to an external storage provider, to use alongside or in place of the Instabase Drive. Custom global drives are also accessible across all subspaces.

From the Custom Global Drives section you can:

• Create a custom global drive

• Edit the mount details for a global drive

• Disable a global drive

• Delete a global drive

• Disable Instabase Drive

Creating a custom global drive

Custom global drives can be connected to the following storage providers: Azure Blob Storage, Amazon S3 or Google Cloud Storage. After a custom global drive is created, a new mount point for the drive appears in every subspace. While each mount point is in an isolated workspace, all data stored to the custom global drive is stored in the same custom storage.

To create a custom global drive:

1. From the Admin app, select File Storage.

2. Click Add Drive.

3. In the Drive Name field, enter a name for the drive. The drive name must be unique among all mounted drives.

4. (Optional) In the Description field, provide any details or description about the drive.

5. From the Client Type field, select a storage provider.

6. Complete the drive configuration. See the mounting drives documentation for Azure Blob Storage, Amazon S3, or Google Cloud Storage for information on each setting.

7. Click Mount.

Updating the mount details of a global drive

After creating a custom global drive, you can edit some configuration settings.

To update the mount details of a global drive:

1. From the Admin app, select File Storage.

2. In the Custom Global Drives list, locate the drive to update and click the Settings (gear) icon in its row.

3. Edit settings as needed.

4. Click Update.

Disabling a global drive

Disabling a global drive removes all user access to the global drive’s mount points, across all subspaces. You can re-enable a disabled global drive at any time and retrieve any retained data.

To disable a global drive:

1. From the Admin app, select File Storage.

2. In the Custom Global Drives list, locate the drive to disable and turn off the toggle in the Enabled column.

3. In the confirmation dialog, click Confirm.

Deleting a global drive

Deleting a global drive removes user access to the global drive’s mount points, across all subspaces. You can re-mount a deleted global drive using the same mount details to retrieve any retained data. If uncertain whether you want to delete a global drive, consider instead disabling it.

To delete a global drive:

1. From the Admin app, select File Storage.

2. In the Custom Global Drives list, locate the drive to delete and click the Delete (trash can) icon in its row.

3. In the confirmation dialog, click Confirm.

Disabling Instabase Drive

After creating a custom global drive, you can optionally disable the Instabase Drive. When the Instabase Drive is disabled, the Instabase Drive mount point is hidden in all subspaces and read and write access to any files stored in the Instabase Drive is disabled.

To disable the Instabase Drive:

1. From the Admin app, select File Storage.

2. In the Custom Global Drives list, locate the Instabase Drive and turn off the toggle in the Enabled column.

3. In the confirmation dialog, click Confirm.

File retention

By default, all files on the Instabase platform are retained indefinitely. Enabling user-defined file retention rules lets you schedule automatic purging of files stored on the S3-backed Instabase Drive.

The purging process occurs in the background with minimal additional overhead, according to benchmark testing. For example, a test processing 150,000 files took approximately four minutes, with 0.15 cores of CPU usage and no noticeable change to memory usage.

There are some limitations to be aware of when using the file retention feature:

• User-defined file retention rules can be created only for Instabase-managed storage (the Instabase Drive of every subspace) backed by Amazon S3. Customer-managed storage is not and cannot be affected by these settings.

• Solutions and flow binaries are excluded from all automatic file purges, regardless of applicable file retention rules.

• We recommend setting user-defined file retention rules only for production deployments. If you wish to set file retention rules in a non-production deployment, first connect with Instabase support. Configuration guidance from Instabase prevents the risk of creating rules that inadvertently delete files critical to solution development.

From the File Retention section, you can enable and manage user-defined file retention rules. The retention period countdown starts from when the file was last modified.

Setting file retention rules

You can set the following types of file retention rules:

• Default retention period: The default file retention period for all files on the Instabase Drive, for all users.

• Custom retention period: A folder-specific file retention period that takes precedence over the default file retention period.

To set the default file retention period:

1. From the Admin app, select File Storage.

2. Turn on the Enable user-defined retention rules toggle.

3. Select a Default Retention Period option.

   1. If selecting Custom, define the file retention period, in days, in the Number of days field.

4. Click Save.

To set a folder-specific custom file retention period:

1. From the Admin app, select File Storage.

2. After setting a default retention period, under Custom Retention Periods, click the + button. A new row in the Custom Retention Periods table is added.

3. In the row’s Name field, name the custom file retention rule. Rule names must be unique.

4. Click Select Location and select a folder from the file explorer. The rule applies to all files in the folder (excluding solutions and flow binaries).

   Note

   When setting folder-specific rules, select folders only on the Instabase Drive. You can set one rule per folder.

5. From the Retention Period field, select a retention period for files in the folder.

   1. If selecting Custom, define the file retention period, in days, in the input field.

6. Optionally add a description for the rule. Click the caret (^) icon next to the rule’s name, to display the Description field.

7. Click Save.

Managing file retention rules

To edit, disable, or delete a custom file retention period:

1. From the Admin app, select File Storage.

2. In the Custom Retention Periods table, make rule-specific edits from the rule’s row:

   • Edit the rule’s name: Select and edit the Name field.

   • Edit the rule’s description: Click the caret (^) icon to reveal and edit the Description field.

   • Edit the rule’s folder: Click the Edit (pencil) button and select a new folder in the file explorer.

   • Edit the rule’s retention period: Select the Retention Period dropdown and select a new value. Or, edit the custom retention period input field.

   • Disable the rule: Turn off the Enable column toggle.

   • Delete the rule: Select the checkbox in the rule’s row of the table, then click the Delete (trash can) button.

3. Click Save.

Disabling user-defined file retention rules

To disable user-defined file retention rules:

1. From the Admin app, select File Storage.

2. Turn off the Enable user-defined retention rules toggle.

3. Click Save.