Essential Computing

Extranet User Manager

Extranets support your collaboration strategy with vendors, partners/contractors or can provide a knowledge base to your customers.

Extranet User Manager provides seamless external user onboarding and management for Microsoft 365 and custom applications.

Enable straightforward management of rules around access, access management, sign up/sign-in and lifecycle of access.

Features

• Business to business SharePoint extranet
• Secure sharing and collaboration with external colleagues
• Active Directory Integration
• Policy based management
• PowerBI Dashboard reporting
• Delegate administration to stakeholders
• Secure logon through Microsoft365 SSO
• Contact list importing
• Self service registration options
• Support remote workers

Benefits

• Enable remote workers access to training services
• Securely manage subscriber-only content outside the organisation

£8.58 a licence a year

• Education pricing available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

730407831436512

Contact

Clare Knight
01275 343199
info@essential.co.uk

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft 365
• Cloud deployment model: Private cloud
• Service constraints: Azure susbscription required. Subscription must be in the same tenant as Azure AD and SharePoint.
• System requirements:
  • SharePoint
  • Microsoft 365
  • Azure subscription- PAYGO or Enterprise

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Web based support- response within one hour Monday- Friday 9am-5.30-pm UK time.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Our Support Service, which includes: email, phone and remote access support from our Bristol based offices is available Mon-Fri, 9-5.30pm . Support is provided by our trained technical support team. Installation services are carried out by our Implementation Team who hand over to the support and customer care team following planning, install and configuration to suit your organisations needs. ; ; Where subsequent on site support is needed this would be quoted as needed on a day rate basis. Your customer account manager will work closely with Support to help and advise following initial technical installation and set up. In addition, the vendor provides out of UK hours support via email Monday-Friday.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Essential provides a full onboarding service. Our approach is to kick off with a planning workshop to gather and document the project requirements, before moving into technical installation and configuration of the user interface to suit your requirements. Our team are on board to assist with testing, training and ongoing support. Our approach is always to ensure you have the necessary skills to provide first line support in house, backed by our customer success team supporting you for the duration of the agreement.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Word
• End-of-contract data extraction: Data is retained within your own tenant, no need for extraction.
• End-of-contract process: Simply advise us in writing no less than 60 days before subscription expiry date and we will work with you to ensure everything is closed off.

Using the service

• Web browser interface: Yes
• Supported browsers: Microsoft Edge
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Regardless of the device the user is accessing your portal on, the experience and user interface is optimised to work on both desktop as well as mobile devices
• Service interface: No
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: A number of areas within the product can be branded to suit your corporate branding.; ; In addition the full rich text editor gives admins the ability to customise all email templates that are sent to external users as part of the onboarding process.

Scaling

• Independence of resources: The system is deployed into your own Office365 tenant.

Analytics

• Service usage metrics: Yes
• Metrics types: All Administrative tasks as well as user activity is audited in log files that can be extracted into reporting solutions including Power BI
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Envision IT

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with SSAE-16 / ISAE 3402
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data remains within your tenant.
• Data export formats: Other
• Data import formats: Other

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: 99.5%
• Approach to resilience: The solution is deployed into your own tenant, following your resiliency structure within Azure.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is strictly defined by role, following principle of least privilege.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Our governance framework follows an ISO27001 Standard. Envision IT are in the process of certifying for ISO27001; certification is expected to be complete Q4 2022.
• Information security policies and processes: Our ISMS Program outlines our IS policy and framework across the business.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The Change Management team utilise Jira change control systems and framework. The key objective is to protect the client production services from outage and disruption resulting from change.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: TBC
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: TBC
• Incident management type: Supplier-defined controls
• Incident management approach: TBC

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Essential recognises that its operations have an effect on the local, regional and global environment. Because of this, the Company is committed to continuous improvements in environmental performance and the prevention of pollution.; Employees are encouraged to take a sustainable approach to transport to and from work, with provision of showers for cyclists, frequent car-sharing, and use of public transport. Where appropriate, we encourage staff to use train transport for visiting customer sites and use teleconferencing technology where possible to deliver services remotely.
• Covid-19 recovery:

  Covid-19 recovery

  Essential have taken all possible steps to support our staff, partners and community in recovering from the impact of Covid19. Including:; - Enabling staff to continue working from home as needed or preferred; - Centralising core company systems in the cloud to support flexible working; - Adapting office space usage to suit changing needs; - Providing solutions and advice to customers to support their needs for flexible hybrid workplace solutions, enabling them to return to work safely.
• Equal opportunity:

  Equal opportunity

  The Company’s objective is to maintain operational standards so that all its employees and employment applicants are treated equally irrespective of race, sex, sexual orientation, religion, disability, age, marital status or ethnic origin.
• Wellbeing:

  Wellbeing

  Our primary responsibility is to our team, and we aim to be a responsible and supportive employer. ; We enable our team members to work from home or the office and believe they should choose to work from the place which best suits their roles and lives.; As a business we strive to have a positive impact on our own local community, as well as support the environmental and social initiatives of our customers.

Pricing

• Price: £8.58 a licence a year
• Discount for educational organisations: Yes
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@essential.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.