Workplace Settings

Workplace Admins can configure multiple settings for their Workplaces, such as adding users to the Workplace so they can access the apps assigned to them, setting up overall preferences for the Workplace like notification settings, SMTP settings, date and time formats, and more. If upgrades or changes are needed, Workplace Admins can also manage billing and licenses at any time.

In your Clappia dashboard, you will find the option Workplace Settings on the left panel.

Workplace Tabs

Users

Preferences

Billing

To know more about adding users to the workplace, click here.

To change platform usage mode, you can go to the Billing tab to upgrade or change plans, click here to know more on free/paid plans.

This page will go into details about the Preferences tab.

Preference Tab

In Workplace Settings, go to the Preferences tab. The Workplace Information is displayed on the right panel.

You can set up the details of your digital workplace such as the name of the workplace, address of your company, country where the company is located and the email address of the company.

Edit Logo

Once you click on the Edit Logo tab, you can add the logo of your company on the right panel. The logo will then be displayed on the top left corner of the workplace.

‍Edit Theme

You can edit the theme of your workplace on the right panel. Currently Clappia offers a select few colours to choose from. If you wish to modify the appearance of your app to that of your business, you can consider white labeled app, which will have an additional charge.

Notification Settings

This tab is used to turn ON/OFF Email and Mobile app notifications for all apps and all users of the Workplace.

Notification Options Available:

• Email Notifications on App Submissions: Receive an email whenever a new submission is made in the apps of the Workplace.
• Mobile App Notifications on App Submissions: Get a push notification on the Clappia mobile app when new submissions are made.
• Email Notifications on App Data Status Changes: Receive an email when the status of any submission in the app is updated (e.g., from "Pending" to "Approved").
• Mobile App Notifications on App Data Status Changes: Push notifications are sent via the mobile app whenever submission statuses are updated.

These notifications can be individually toggled ON or OFF based on the preferences of the Workplace Admin.

Important Note:

• These settings apply only to the standard submission and status change notifications automatically generated by Clappia.
• Emails and mobile notifications triggered through Workflows are not controlled by these settings. Workflow notifications have their own configuration and must be managed separately.

SMTP Settings

Emails generated using Clappia Workflows are sent from noreply@clappia.com using Clappia's SMTP server. These emails can be configured to use a company's own SMTP server. We just need to specify the SMTP hostname (e.g. smtp.gmail.com), port (e.g. 465), SMTP username (e.g. name@companyname.com) and password.

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Help video

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Additional notes for SMTP with Google Accounts

If you are trying to use your Google Account for configuring SMTP Settings, you might be getting errors like Invalid login: 535-5.7.8 Username and Password not accepted. This means that the Google Account doesn't allow using your raw password for sending emails. In this case, you need to generate a Custom App Password for your account. You can follow the steps below for this -

• Visit your Google Account and go to Security -> 2-Step Verification.
• If 2-Step verification is not turned ON, you need to turn in ON.
• At the bottom of the page, you will find an option App Passwords. Click on that option.
• Select Other (Custom Name) in the App Name.

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• Give a custom name and click on Generate.

• You will get an auto-generated password. Copy this password and paste it in the Workplace Settings of your Clappia Workplace.

File Size Limits

The File Size Limits option allows Workplace Managers to control the maximum size of files uploaded to apps within the Workplace. This setting applies to files such as images, videos, or documents uploaded via blocks like the Camera, Images & Files blocks.By default, the maximum file upload size is set to 20 MB.Workplace managers can customize the file size limit between 1 MB and 50 MB based on their app's specific requirements.

This setting ensures efficient file management and prevents excessively large uploads, which could impact app performance or data storage.

WhatsApp

You can use these settings to configure your own WhatsApp Business Number to send WhatsApp messages using Clappia WhatsApp Workflows. Read more about the WhatsApp Workflows here.

Once you enable the option "Configure WhatsApp Number", you will get an option to enter the Phone Number Id and Auth Token. You can get both these values from your developers.facebook.com account. For more details on these, you can check this guide.

Date/Time

You can set up the format of the date and time in your workplace.

The Date/Time settings allow Workplace Managers to configure how date and time values are displayed and processed across all apps in the Workplace. These settings ensure consistency and accuracy when handling date and time data, particularly in workflows, submissions, and reporting.

Configuration Options:

1. Time Zone:
   Set the default time zone for your Workplace. This ensures that all time-related data, such as submission timestamps or workflow triggers, align with the configured time zone.some text
   • Example: (GMT+05:30) Asia/Calcutta
2. Date Format:
   Choose the preferred format for displaying dates in your apps. This format will apply to date fields across all apps in the Workplace.some text
   • Available options include:some text
     • DD-MM-YYYY
     • MM-DD-YYYY
     • YYYY-MM-DD
3. Time Format:
   Select between 12-hour or 24-hour time formats based on your Workplace's requirements.some text
   • Example:some text
     • 12 Hour (e.g., 02:30 PM)
     • 24 Hour (e.g., 14:30)

Note:

• The configured settings will apply to all apps in the Workplace, ensuring consistency across submissions, workflows, and exports.
• When exporting data to external tools like Excel or Google Sheets, the Date/Time settings ensure compatibility by standardizing formats.
• Users should ensure all data uploads or integrations align with the configured Date/Time settings to avoid discrepancies.

Groups

You can create separate groups for users within your Workplace. Users who are not part of a specific group will not have access to the apps assigned to that group, even if they belong to the same Workplace.

API Keys

You can generate unique API Keys for your Workplace. These API Keys can be used to call the public APIs of Clappia such as createSubmission, editSubmission, updateSubmissionStatus etc. You can get more details about the APIs and their signatures at developer.clappia.com.

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When you create your Workplace, there will not be any API Keys for the Workplace. You can generate a new key by clicking on "Generate API Key".

Once the key is generated, there is a default usage limit assigned on the key per month. This is initially set to 100 per month. You can raise a request to increase it. Also, you will be able to check the usage of the key in the current month.

Other Settings

The Other Settings option under the Preferences tab allows Workplace Managers to configure additional controls for app usage, file access, navigation, and data operations. These settings provide flexibility in managing access and permissions across the Workplace.

1. Login Required to View the Workplace Apps

• Enabling this option ensures that users must log in to access Workplace apps.
• This is useful for Workplaces with public apps shared via link sharing, as it restricts access to logged-in users only.

2. Disable Data Operations for Non-App-Admins

• When enabled, this setting restricts users (except App Admins or Builders) from performing bulk data operations such as:some text
  • Downloading data as Excel files
  • Uploading data via Excel files
  • Deleting data in bulk
  • Connecting to Google Sheets
• This is helpful when Workplace Managers want to limit data access to prevent unauthorized data exports or edits.

3. Allow Public Access to File Links

• When this option is enabled, users can share public links to files (e.g., images or documents) uploaded via Clappia apps.
• Disabling this ensures all file links remain private and accessible only to authorized users.

4. Navigation Options for Non-Admins

• This section allows you to control the visibility of certain navigation options for users without Workplace Manager or Builder roles. You can toggle the following:some text
  • App Marketplace: Allows or restricts access to explore and install apps from Clappia’s marketplace.
  • Contact Support: Enables or disables the option for non-admin users to contact Clappia support directly.
  • Create New Workplace: Lets non-admin users create a new Workplace. Disabling this limits the ability to create additional Workplaces to admins only.

White-Labeling

The White Labeling settings allow you to customize the Clappia platform and apps with your business branding. By configuring these settings, you can provide your users with a seamless and professional experience under your company's logo and domain. With white-labeling, your company logo will appear on the Play Store or App Store, making it visible to others for download and use while the Clappia platform interface remains unchanged.

Under the Basic tab, you can:

• Download Android App: Access a white-labeled version of your app launcher with your company’s logo.
• Request iOS App: Submit a request to generate an iOS version of your white-labeled app launcher.
• Custom Domain Configuration: Link your app to your business domain for a more personalized experience.

For more detailed steps and explanations, check out the White-Labeled Apps Help Guide.

Advanced Options

The Advanced tab allows you to integrate important business-specific URLs into your white-labeled app, ensuring your users have easy access to essential resources:

• Help URL: Provide a direct link to your business’s help or support page, making it easier for users to resolve queries.
• Support URL: Include a dedicated support page URL to help users contact your business support team.
• Terms and Conditions URL: Add your terms and conditions page to inform users about the usage policies of your services.
• Privacy URL: Link your privacy policy to ensure users are informed about how their data is managed and protected.

These advanced options ensure that your white-labeled app remains compliant with your business policies and offers a professional, user-friendly experience.

Note: White labeled apps are free for a trial basis up to 30 days following which additional charges will incur to continue usage. Whitelabeled apps have a separate charge from paid plans. You can check out the pricing page for White-labeled apps here.

Data Center

The Data Center option in Workplace Settings allows you to request the relocation of your workplace's data to a different AWS Data Center. By default, Clappia stores all data in the AWS Data Center located in India. However, if your organization has specific data localization requirements, you can request to move your data to other AWS Data Centers, including those in Australia, Europe, the Middle East, North America, and South America.

For detailed information and step-by-step instructions, please refer to the Relocation of Data Center Help Guide.

Delete Workplace

You can submit a request to delete the workplace by simply selecting the option of delete workplace, type delete workplace in the input box on the right panel and click on the Delete button. The input box is case sensitive.

When a workplace is deleted, the following steps and considerations apply:

• Data Retention: Once a deletion request is confirmed, all associated data, apps, and user access are permanently deleted and cannot be recovered.
• Export Options: Before proceeding with deletion, it is recommended to export important app submissions. You can download the submissions from the submissions tab or connect to Google Sheets to back up your data.
• Impact on Linked Users: All assigned users lose access to the apps associated with the deleted workplace. Ensure users are informed beforehand if needed. This process ensures data is securely handled and complies with privacy regulations.