CACOO PARA BUSINESS

BasicsWhen using Cacoo for Business, diagrams are created and shared inside the enclosure called "Organization." All diagrams created within the Organization belong to the Organization, and administrators have the same permission access as the diagram's owner.

Private and Organizational Diagrams

Private diagrams (old diagrams in your Cacoo account under all free, paid and team plans) belong to the user who created the diagram (known as the "owner"). Even organization administrators cannot manage these diagrams. The owner of the private diagrams can share them with other users or delete them. The private diagrams are also be deleted when the Cacoo account is deleted.

Organizational diagrams are managed by the organization's administrators. These diagrams can only be shared among the organization, preventing any accidental leakage of important diagrams. Other security and sharing settings also include the options to "publish the diagram with URL" option and to give other users permission to view, but not edit, the diagrams.

Switching Between Organization and Private

To switch between organizational and private diagrams, click the icon in the left menu or click the tab in the header and make your selection. If you see your nickname and icon in the left menu, you are seeing your private diagrams. If the organization's name and icon are shown, you are seeing the organizational diagrams. If you belong to multiple organizations, all organizational icons will be shown.

Creating a Diagram

Click the "Create New Diagram" button to create a new diagram.Depending on which diagrams you see when you press the button, the diagram will be saved as organizational or private.

Private diagrams can be moved to the organization. On the other hand, the organizational diagrams cannot be changed to private or moved to another organization.

Private Diagrams

Private Diagrams

You are the sole owner of private diagrams. Only you can perform certain operations such as deleting a diagram.

When the owner of the diagram is deleted, all diagrams in that account will also be deleted.

Organizational Diagrams

Organizational Diagrams

Diagrams created in the organization belong to the organization. You will be the creator of the diagram, but organization administrators will be able to perform certain operations such as deleting a diagram. Diagrams will remain in the organization permanently.

Deleting an account will not affect the diagrams and they will remain shared in the organization. The administrators can change the owner of the diagram to another user in the organization when the original owner's account is deleted.

Sharing Diagrams

Sharing diagrams with other users depends on whether the diagrams are organizational or private.

Sharing Private Diagrams

To share a private diagram, invite other users to the diagram or put the diagram in a shared folder. All diagrams in the shared folder will be shared with everyone who has access to the folder. Diagrams shared via a shared folder cannot be shared individually. Users with whom a diagram is shared will be able to edit the diagram. Private diagrams cannot have additional settings, such as giving other users permission to only view.

Sharing Organizational Diagrams

The organizational diagrams are shared through "Projects". Diagrams in the projects are shared with the project's members. The role for each member can be set for each project to permit what each member can do in that project.

For details about sharing project diagrams, please refer to Sharing Diagrams Through Projects.

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OrganizationCacoo for Business uses organizations in the Nulab Account. Users and their roles, groups and contracts are managed on the Nulab Account page.

Organization Members

To use Cacoo for Business, the user needs to be a member of the organization. To invite users to the organization, invite them to the organization in Nulab Account first. When the invited user signs up for the Nulab Account, they will join the organization. As soon as the user joins the organization, they can start using Cacoo for Business.

To share diagrams in the organization, add users to the group or project(s).

Roles in the Organization

Different roles can be set for each member to permit what he can do in the organization. These roles are managed on the Nulab Account page.

Administrator

In Nulab Account, administrators invite people to or manage members and groups in the organization.

In Cacoo for Business, administrators manage projects and diagrams, as well as set project creators.

User

In Nulab Account, users can see the organization's members and which groups they belong to. Users can also create and manage groups.

In Cacoo for Business, users can share diagrams in the projects they belong to. What users can do for each diagram depends on what role they are given in each project.

Guest

When you want to invite people who do not belong to your organization, we recommend setting them as a "guest".

In Nulab Account, guests can only see the other members of the groups they belong to and not all of the members in the organization.

In Cacoo for Business, guests can perform most of the operations that users can, except they cannot be set as a project administrator or a project creator.

Groups in an Organization

Groups can be created in an organization to manage multiple members at once. In Cacoo for Business, groups, instead of separate members, can be used to invite multiple members to a project or to change the roles of multiple members. Since a group can be used for multiple projects, the member of the organization can be a member of all projects related to the group. Sharing organizational diagrams becomes easier with groups.

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ProjectsWhen using Cacoo for Business, diagrams are shared through “Projects”. The organizational diagrams cannot be simply shared by inviting other users. Projects can be added by clicking the "+" button in the left menu next to "Project". Besides organization administrators, members who are given permission can create projects.

Sharing Diagrams Through Projects

Diagrams in a project are shared with the project's members. Project members can manage the organizational and group members. Users who do not belong to the organization cannot be added as project members.

Roles can be set for each member in the project.

For details about adding and editing project members, please refer to Managing Project Members. For details about the roles in the project, please refer to Roles in the project.

Managing Project Members

Add project members

Access the "Manage project members" menu to add project members. The members in this project will be shown in the panel. To add members to this project, click "Add project member" button at the upper left.

Next, choose the members and groups you want to add to the project. In the box at the upper left, select the members and groups you want to add. After making your selection, click the "Add" button and they will become members of this project. You can change each user's role before clicking the "Add" button.

Edit project members' settings

Access the "Manage project members" menu to edit project members' and groups' roles, or to delete members.

By clicking each member or group's icon in the "Manage project members" panel, you can edit the roles or delete members from the project.

Roles in the project

Roles can be set for each project member, including individual users and groups. Depending on their role(s), a member's abilities can differ from project to project.

A user can be added to a project as a Individual user and a group member. When a user is added to the project as an individual and with a group, the role for the individual user will be applied. When a user is not added as an individual but with multiple groups, the highest role will be applied.

Project administrators

The project administrators can (1) view, edit, delete or change the owner of all diagrams in the project, including the ones that are created by other users, (2) create new diagrams, (3) change project settings, (4) delete projects, (5) add and delete project members, and (6) change members' roles. To change project settings or edit members, click the project name at the top of the page.

Guests cannot be set as a project administrator.

Editor

Users can view and edit all diagrams in the project. A user can delete or change the owner of the diagrams he has created.

Viewer

Viewer can only view the diagrams in the project. They cannot create new diagrams or edit diagrams. Even if the diagram was created by the user, they can only view it.

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Security SettingsSecurity settings can be set to the diagrams in the organization to restrict publishing or sharing diagrams.

Security settings include the following:

Disable "Open diagram to public by URL"This prevents sharing diagrams with non-organizational members.

Disable "Anyone can edit"This allows non-organizational members to view diagrams, but prevents them from editing.

Disable sharing on Google DriveThis prevents sharing diagrams via Google Drive outside of the organization.

Disable access from other tools except CacooThis disables access to the diagrams in the organization with API. To prevent access to the diagram from anywhere other than the Cacoo page, turn on this setting.The security settings can be set per project. They can be set for the entire organization. The disabled settings in the organization cannot be enabled in the project.

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Transferring DiagramsBy moving diagrams to another folder in the organization or by moving private diagrams to the organization, diagrams can be shared again.

Moving Private Diagrams

Moving private diagrams to the organization can be done by moving the entire folder or individual diagrams.

After moving to the organization, the diagrams will be deleted from the private diagram page and they will be no longer viewable from the private account. Those diagrams cannot be changed back to private or moved to another organization.

Moving All Diagrams in a Folder

To move all diagrams in a folder at once, open the folder menu and select the destination organization. All diagrams will be moved to a project in the organization regardless of whether or not the owner of the diagrams is a member of the organization.

Diagrams will be shared to only the members of the organization or project. Please be careful when you are moving diagrams to the organization.

New diagrams cannot be added or moved to the folder that has been moved to the organization.

Moving Diagrams Individually

To share a diagram in the organization, open the diagram menu and choose the destination organization. You can only share diagrams you own.

The destination can be in or outside of a project in the organization.

Moving Diagrams Between Projects

Diagrams outside of projects or diagrams in a project can be moved to another project.

When moving a diagram, you need to have editor or higher-level role in the destination project. If you are an editor, you can move diagrams you own. If you are a project administrator, you can move all diagrams.

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PlansThe number of sheets in the organization, projects and users per project depend on the plan to which your organization is subscribed.

Restrictions By Plans

Number of sheets in the organization

The total number of sheets that can be created in an organization depends on the plan.

Number of sheets is the total of used sheets in the diagrams. This includes the sheets in the Recycle Bin.

When your organization reaches its sheet limit, you will be unable to create new diagrams or add sheets to the diagrams. By downgrading the plan and exceeding the sheet limit, the existing diagrams will not be editable. By emptying the Recycle Bin, the total number of sheets in the organization can be reduced.

Number of projects

The total number of projects that can be created in an organization depends on the plan.

When your organization reaches its project limit, you will be unable to create new projects. By downgrading the plan and exceeding the project limit, the existing diagrams in all projects will not be editable.

Deleting the unused projects to reduce the total number of projects in the organization. Please be cautious when you are deleting a project as the diagrams in the project will be deleted, too.

Users per project

Each plan has a restriction on the number of users allowed to join projects. The total number of users includes individual project members, as well as members of groups that have been added to the project. Users who are in multiple projects are only counted once.

When your project reaches its project member limit, you will be unable to add more users to the project.

When the project member exceeds the limit by downgrading the plan or adding members to groups, you will be unable to create projects or edit the existing diagrams in the project.

Changing plans

To change the plan, please apply it on the Nulab Account page. You can start using an upgraded plan immediately. If you are downgrading the plan, the change will be applied from the next contract term.

When you downgrade the plan, the organization might exceed the new plan's limits. In that case, the organization members might be unable to use a part of or all functions on Cacoo. Please delete the diagrams, projects or project members so that they will be within the limits.

End of Contract Term

When the plan is not renewed by the end of the contract term, the members in the organization will be unable to use Cacoo. By submitting the payment within 14 days of the end of the term, you may keep using the organization.

If the organization becomes unavailable, please check whether your payment has been submitted successfully. If you are paying with a credit card, please make sure its expiration date is valid.

Switching the team plan to the Cacoo for Business

If you are subscribed to a Team plan, you can switch to the Cacoo for Business plan without any additional charges. After you switch, you can use both plans until the end of your current billing cycle. Please gradually shift to the Business plan by adding projects or moving diagrams to the organization. When your Team plan expires, you will be asked to renew the Cacoo for Business plan.

Diagrams created while you were using the team plan are private. They will remain in your account and sharing settings will not change even after the team plan contract term ends. If you think the diagrams do not need to be shared in the organization, you may keep them in your account.

Please note that diagrams moved to the organization cannot be moved back to your private account. If you wish to try Cacoo for Business, please apply the trial first. Please do not move diagrams to the organization while you are using the trial as you will be unable to move them back to the team or the organization after you switch to the Cacoo for Business from the team plan.

You will be unable to renew the team plan after switching to the Cacoo for Business plan. If you have already received a notification to renew the plan, please discard it. The team plan will be automatically terminated.

TOMADO:

https://cacoo.com/lang/es/business_guide

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