Introduction

Welcome to in\site, vXchnge’s Business Intelligence System. in\site provides online access for you to easily:

  • Submit and track support, shipping, and site access tickets, including scheduling tickets for automatic creation.
  • Report on network bandwidth and power utilization and be notified when usage exceeds set thresholds.
  • View and report on data center access activity.
  • Manage user access to in\site and vXchnge facilities.
  • View, download, and print invoices, sales orders, and service orders.
  • Pay invoices electronically.
  • Download and print compliance reports, including SOC 1 Type II (SSAE 18), SOC 2 Type II, ISO 27001, HIPAA/HITECH, PCI DSS 3.2, and compliance bridge letters.
  • Schedule automatic exports of your favorite views of information.
  • View an interactive floorplan of the data center, showing where your cabinets are located and how power is being utilized within them in real-time.
  • Manage and track the location of infrastructure assets within your cabinets.
  • View your cabinet, cross connect, power circuit, and IP bandwidth service inventory.
  • View advisories and other activities taking place in the data center.

Dashboard-1

Help

If at any time you need additional assistance, or would like to review the overall capabilities of in\site, use the Help link found at the top of the page to access additional resources:

  • CONTACT MY REP - Ask your account executive a question related to your account at vXchnge or request additions or changes to your products and services.
  • CONTACT SUPPORT - Submit a support ticket for questions related to in\site or ask for assistance with your physical infrastructure.
  • SUPPORT FORUM – Ask questions, start a new discussion related to in\site, submit new ideas for future development of the platform, and vote on existing ideas.
  • RESOURCES

 

Password Reset

 

Should you forget your password, a “Forgot Password?’ link is available on the logon page. After entering your registered email address, an email will be sent that will allow you to reset it.

NOTE: If you do not receive this email within a few minutes, please check your Spam or Junk Email folders.

How to Change Your Password

If you would like to change your password, a few different options are available:

How to change your password prior to logging into in\site:

  1. Click the ‘Forgot Password?’ link on the logon page.
  2. Enter your registered email address.
  3. Check your email box for a message providing a link to reset your password.

NOTE: If you do not receive this email within a few minutes, please check your Spam or Junk Email folders.

  1. Click the link in the email to be taken to a ‘Finish Account Setup’ page.
  2. Answer your challenge question and then click ‘Submit’.
  3. Enter and confirm your new password and then click ‘Save’.

How to change your password after logging into in\site:

  1. Click to open the Help menu in the upper right.
  2. Select ‘Change Password’ from the list of options.
  3. Check your email box for a message providing a link to reset your password.

NOTE: If you do not receive this email within a few minutes, please check your Spam or Junk Email folders.

  1. Click the link in the email to be taken to a ‘Password Reset’ page.
  2. Answer your challenge question and then click ‘Submit’.
  3. Enter and confirm your new password and then click ‘Save’.

How to change your password directly under User Management:

  1. Open USER MANAGEMENT.
  2. Click the ID link associated with your user account.
    1. If you do not have access to manage other users, enter your new password into the Password and Confirm Password fields located under the Contact Information section at the top.
    2. If you can manage other users, first scroll down to the ‘in\site Access’ section of the form and then enter your new password into the Password and Confirm Password fields.
  3. Click Submit to save your changes.

Search

Search

The Search in\site feature allows you to search the system for the most frequently requested information.

The search queries the following areas of in\site and their related fields:

TICKETS

  • Ticket Number
  • Internal ID
  • Contact Name
  • Subject
  • Notes

TRANSACTIONS

  • Invoices
    • Invoice number
    • Billing Information
      • Addressee
      • Attention
      • Address 1
      • Address 2
      • Address 3
    • Sales Orders
      • Sales Order Number
      • Customer Message
      • Shipping Information
      • Billing Information
    • Service Orders
      • Service Order Number
      • Shipping Information
      • Billing Information

DATA CENTER ACCESS LOG

  • Authorized Name
  • Authorized By

IN\SITE ACCESS LOG

  • Name

DATA CENTER INVENTORY

  • Asset Name (Cabinet Name, Cross Connect Name, Power Circuit Name, Bandwidth Service Name)
  • Customer Tag

ASSET COMPLIANCE

  • Asset Name
  • Description

USER MANAGEMENT

  • First Name
  • Middle Name
  • Last Name
  • Email Address
  • Company Name
  • Comments
  • Addressee

Grid Views

Throughout in\site, dynamic data grid views are available to help you easily search, filter, sort, group, and export the data as needed. You can also add or remove columns and reorganize them to suit your needs. In addition, you can save frequently used views and schedule them for automatic export or create custom Dashboard tiles.

Searching

To quickly find records within the data grid, several options exist:

Grid Search

To quickly filter and highlight search results within the data grid, enter any search criteria into the Search field located in the upper right corner. After entering the search text, the view will automatically be filtered and the searched text will be highlighted within the grid.

Grid search field-1

 

Column Search

To only search for text that exists in a specific column, type the search criteria directly beneath the column header. Like the grid search capability, after entering the search text, the view will automatically be filtered to show the records with the matching text.

Column search field

 

Filtering

To filter directly on the values that appear within the data grid, you can use the funnel icons associated with each column. Click the funnel icon associated with the column on which you'd like to filter the information, select one or more of the available values, and then click OK. The view will then filter to only display the records containing the selected value and the funnel icon will turn green to indicate a filter has been applied.

To continue filtering on additional columns, simply click the funnel icon on the next column and repeat the steps. There is no limit to the number of columns you can filter on at any given time, however keep in mind that the list of filterable values will be limited by what's available in the currently filtered data set. 

Filter grid

To clear the filters individually, click the green funnel icon(s) again and click Select All. You can also quickly clear ALL filters by clicking the Clear Filters icon near the Search field in the upper right.

Clear Filters

Sorting

To sort the list of records within the data grid, simply click on the column header on which you'd like to sort the information. After clicking the column header, a small green arrow will indicate whether the records are sorted in ascending or descending order.

Grouping

To create groupings of records, drag and drop the column header on which you'd like to group the information to the dark gray area under the Select View field, which reads "Drag a column header here to group by that column". For example, to group the list of tickets by the Support Type, drag and drop the Support Type column up the gray area as shown below.

Grouping

One the grouping is in place, the records will be grouped together according to the information contained within the column you used to group them. This allows you to expand and collapse each of the groupings to view the individual records under them.

Exporting

To generate an Excel export file of the data contained within the current grid view, including any searching, filtering, sorting or grouping you may have configured, click the Export all data icon next to the Search field in the upper right.

export

 

Adding and Removing Columns

To add new columns to the grid or to remove columns, first click the Add/Remove columns icon near the Search field in the upper right. A window will appear with any other columns that are available to add to the grid. To add an available column to the grid, drag and drop it to the column headers list. Alternatively, to remove a column from the grid, drag and drop it back into the Add/Remove Columns window. After adding or removing the columns, close the Add/Remove Columns window.

Addremovecolumns

 

Moving/Reorganizing Columns

You can reorganize the columns of information at any time by simply dragging and dropping them to the desired location.

 

Saved Views

After customizing a grid view to show the information you need, rather than recreating the same view later you can save it for quicker access. You can even schedule the automatic export and email delivery of the view as an Excel file.

Adding Saved Views

After configuring the view to suit your needs, click the Add View button to the right of the Select View... field.

AddView

Next, enter a name for the view, and then click OK. If you'd like the view to be visible to all users in your company, make sure the Public View option is enabled.

NOTE: Public views can only be updated and deleted by users with access to create them.

Add New View

 

Updating and Deleting Saved Views

To update or delete an existing view, first select the view, and then click the Update View or Delete View buttons, respectively.

 

Scheduling Saved View Exports

Scheduled Export of Views

If there are views you access frequently, consider scheduling them for automatic export and delivery. For example, you may want a report to be delivered automatically showing you all tickets created for the previous month that involved Remote Hands charges. Or perhaps you’d like to receive a daily report of your users’ activities as reported in the Data Center Access Log. To schedule the export, first create a view of the data you would like to see. Then click the Schedule View Export button and specify the frequency and number of times you would like to have the view sent to you.

On the schedule and interval you choose, an export of the view in Excel format will be sent to the email address associated with your in\site account.

 

Custom Dashboard Tiles

 

Creating Custom Dashboard Tiles

You can summarize the record count of almost any grid view in in\site by adding a custom tile to the Dashboard page. First, filter the applicable grid view to focus on the records you'd like to track. Next, click the Add as Dashboard Tile button above the grid.

AddDashboardTile

Name the Dashboard tile according to the number it represents and then click OK.

Nametile

After saving the name, it will now appear on the Dashboard as a new tile, which can then be clicked to easily access the records that apply to the count.

New tile

Saved Views

After customizing a grid view to show the information you need, rather than recreating the same view later you can save it for quicker access. You can even schedule the automatic export and email delivery of the view as an Excel file.

Adding Saved Views

After configuring the view to suit your needs, click the Add View button to the right of the Select View... field.

AddView

Next, enter a name for the view, and then click OK. If you'd like the view to be visible to all users in your company, make sure the Public View option is enabled.

NOTE: Public views can only be updated and deleted by users with access to create them.

Add New View

 

Updating and Deleting Saved Views

To update or delete an existing view, first select the view, and then click the Update View or Delete View buttons, respectively.

 

Scheduling Saved View Exports

Scheduled Export of Views

If there are views you access frequently, consider scheduling them for automatic export and delivery. For example, you may want a report to be delivered automatically showing you all tickets created for the previous month that involved Remote Hands charges. Or perhaps you’d like to receive a daily report of your users’ activities as reported in the Data Center Access Log. To schedule the export, first create a view of the data you would like to see. Then click the Schedule View Export button and specify the frequency and number of times you would like to have the view sent to you.

On the schedule and interval you choose, an export of the view in Excel format will be sent to the email address associated with your in\site account.

in\site Navigation

Navigation of the system is accomplished using menu items at the top.

Nav bar

Each area and associated functionality is explained below:

DASHBOARD

The DASHBOARD appears immediately after login. This page is designed to give you a central location from which you can quickly access the information that is most important to you.

 

The Dashboard page includes the following areas:

  • Announcements and Events
    • This allows you to stay informed of product updates and see activities scheduled to take place within the data center, so you can plan your own maintenance activities accordingly.
  • Key Performance Indicator (KPI) Tiles
    • By default, four tiles are presented which provide easy to read metrics and statuses of open tickets, invoices, and sales orders.
    • Clicking the tiles takes you directly to the applicable area of in\site, so you can view the records in greater detail.
    • The tiles can be re-positioned on the Dashboard by dragging and dropping them to a new location and they can be removed if desired.
    • To restore any of the default tiles, right-click any existing tile, point to ‘Add Default’, and then select the tile that you would like to add. 
    • New tiles can also be created from almost any grid view. See the Grid Views page for more information.
  • Network Bandwidth Usage
    • This allows you to see the network bandwidth being used by any of your IP services over the last 30 days.
    • Clicking More… allows you to access a fully customizable chart that can be filtered by date and then printed or downloaded as image files or spreadsheets. The page also allows you to setup notifications to inform you if your bandwidth usage exceeds a set threshold related to your IP service’s commit rate.

Tickets

The Tickets area allows you to view and submit support and shipping tickets. The progress and status of the tickets can be easily tracked, and you can quickly find and report on the data that you need using powerful grid view features and search capabilities. You also have the option of scheduling the creation of support tickets for recurring tasks, such as tape rotations or server power cycling, eliminating the need to regularly login to the system to create the tickets manually.

 

  • Customizable and flexible grid view
    • A grid view exists that allows you to filter, sort, group, search, and export tickets any way you like.
    • After filtering the records to locate the information you are most interested in, the view can be saved or created as a new Dashboard tile for quick access to the same information later.
  • Support tickets
    • Submit a ticket to report a problem with service, schedule assistance, and grant temporary site access. Attach files to the ticket when needed to better assist in the resolution of your issue. Required fields include:
      • Company Contact: The person making the request or the person who should be the main point of contact (can be chosen from a list)
      • Data Center: The facility that the ticket applies to
      • Support Type:
        • Site Access
          • This is used to submit a ticket granting temporary data center access to one or more people. This can be used to grant access to an employee, or an individual not directly associated with your company, such as a hardware vendor.
        • Standard Support
          • Use this Support Type if you have questions or to request assistance for matters that are not critical in nature.
        • Service Trouble
          • This Support Type should only be used if you are experiencing problems related to your colocation and/or network services that must be resolved immediately.
        • Other fields (dependent on the selected Support Type):
          • Standard Support and Service Trouble:
            • Service Description – Additional categorization of the support ticket
          • Site Access:
            • Access Start Date
            • Start Time
            • Access End Date
            • End Time
            • Authorized Names
          • Subject: Summary of the problem or request
        • Shipping tickets
          • These tickets are created when expecting a delivery at any one of your data centers or when equipment is being shipped from one of your data centers. Available fields depend on whether the shipment is categorized as Inbound or Outbound:
            • Inbound
              • Courier
              • Tracking Number
              • Recipient
              • Expected Delivery Date
            • Outbound
              • Courier
              • Tracking Number
              • Recipient
              • Shipping Account Number
              • Requested Ship Date

Scheduling Support Tickets

To create a support ticket that will be submitted automatically on a schedule that you define, please take the following steps:

  1. Open the TICKETS area.
  2. Click Scheduled Tickets.
  3. Click New Schedule.
  4. Select the Company Contact who you would like to be associated with the tickets.
  5. Select the Data Center.
  6. Select the applicable Service Description.
  7. Enter a subject and comments related to the request.
  8. Select the frequency in which you would like the tickets to be created.
  9. Change the start date if needed.
  10. Select the time of day that the ticket should be created.
  11. Click Submit.

Your schedule will now appear in the list. If needed, you may disable or delete a schedule at any time. To view the history of tickets created by your schedules, click the Ticket History button.

Transactions

The TRANSACTIONS area allows those with permissions to view invoices, sales orders, and service orders. Open invoices can also be paid online.

 

  • Customizable and flexible grid view
    • Like the TICKETS module, the grid view allows you to filter, sort, group, search, and export any set of available records, and create custom Dashboard tiles to your specifications.
  • View service orders
    • Easily track the status of your orders along with the expected completion date
  • Pay Invoices
    • One or more open invoices can be paid online through a secure payment portal.
    • Any amount can be applied to any of the open invoices by clicking the values shown under the ‘Applied Amount’ column.

To pay one or more open invoices, please take the following steps:

  1. Click the Pay Invoices button to show the list of any open invoices with an outstanding balance. By default, the invoice(s) will show applied amounts that match the invoice balance.
  2. If you would like to change the applied amount, click the amount’s link under the ‘Applied Amount’ column and then enter the amount that you would like to pay. If more than one invoice has an outstanding balance, but you would only like to pay one of them, change the applied amounts for the other invoices to $0.00.
  3. Once you’ve verified that the applied amounts are correct, review the total amount to be paid and then click Next.
  4. On the Payment Method page, select an existing credit card on file and then click Next, or enter the information for a new card.
  5. Finally, verify that the payment summary information is correct and then click Submit.
  • Download and print
    • Sales orders, service orders, and invoices can be downloaded or printed

Compliance Reports

The Compliance Reports section allows authorized individuals to download company watermarked vXchnge compliance and security reports. These reports demonstrate vXchnge’s commitment to providing unparalleled physical and information security. All 14 vXchnge data centers are covered under the following industry standards:

 

ISO-27001-Certified-LogoISO 27001

The ISO/IEC 27001:2013 certification is the most widely-accepted certification for information security controls. Through a continuously improved risk management framework, ISO/IEC 27001:2013 ensures that the appropriate people, processes, policies, and technologies are in place to detect and defend against potential data system vulnerabilities.

 

 

SSAE-18_V1.2

SOC 1 Type II (SSAE 18)

The SOC 1 standard governs internal controls over financial reporting. The Type II report includes the design and testing of controls to report on the operational effectiveness of these controls over a period of time.

 

 

21972-312_SOC_NonCPA

SOC 2 Type II

The SOC 2 standard governs internal controls over operational controls such as physical and environmental security. It reports vXchnge’s controls relevant to security, availability, processing integrity, confidentiality, or privacy. A Type II report includes detail on vXchnge’s controls as well as the third-party auditor’s detailed test procedures and results.

 

 

 

hippa-logo

HIPAA/HITECH

The Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act set national standards for the privacy and security of electronically protected healthcare information. These standards insure that vXchnge implements and adheres to all physical, network, and process security measures related to protected healthcare information.

 

 

PCI DSS 3.2

PCI DSS 3.2

The Payment Card Industry Data Security Standard (PCI DSS) is a worldwide security standard assembled by the Payment Card Industry Security Standards Council. The standard was created to help payment card industry organizations that process credit card payments and prevent credit card fraud by creating controls around data and its exposure to risk.

 

Compliance Bridge Letter

In addition to the reports mentioned above, a compliance bridge letter can be downloaded, which certifies controls that were tested and documented in the compliance reports listed above are still in place and working properly.

Access Logs

DATA CENTER ACCESS LOG

This allows you to view up to 12 months of your users’ activities within the data center.

 

  • Log Update Frequency
    • User activities are updated nightly so you don’t have to wait for a static report to be generated
  • Customizable grid view
  • The grid allows you to search, filter, sort, group, and report on any of the data as needed. This activity can then be exported to an Excel file

IN\SITE ACCESS LOG

This allows you to view your users’ login activities to in\site itself.

  • Update Frequency
    • The information is logged in near real-time so you can immediately see who is accessing the system.
  • Customizable grid view
  • Like other grids, you can search, filter, sort, group, and report on any of the data as needed. This activity can then be exported to an Excel file.

Bandwidth Usage

This page allows you to see the network traffic associated with any of your IP services over a configurable length of time and displays the 95th percentile applicable to each complete month. You can also set up notifications to let you know if your IP service exceeds a configurable threshold based on a percentage of the service’s commit rate.

 

Bandwidth Monitoring and Reporting

To report on the bandwidth used by your IP service(s), select the service from the drop-down list. Once the initial data set is displayed, change the date range as needed by either selecting from one of the built in “zoom” values at the top, by entering specific dates, or by dragging the date range slider at the bottom. You can also simply “click and drag” or “loop” across an area of the chart to quickly focus in on that section of usage data.

Under the chart, you will find ‘Upload’ and ‘Download’ attributes related to your IP service. The names that appear next to these attributes (i.e. ‘cas1’, ‘er1’, etc.) are the names of the vXchnge switches or routers that are used to deliver the service. This information is provided in case you have a specific question about your service regarding these devices. If the chart includes multiple ‘Upload’ and ‘Download’ attributes, the service includes redundancy in its design. When multiple routers or switches are being used to deliver the service, you will see ‘Total Upload’ and ‘Total Download’ attributes, which are enabled by default when the Bandwidth Usage page is first opened. Each of the individual ‘Upload’ and ‘Download’ attributes can be enabled and disabled at any time by clicking them. In addition to showing the ‘Upload’ and ‘Download’ attributes, the 95th percentile associated with one or more completed months will be shown.

To view the bandwidth used at a specific point in time, simply point to the usage line at the desired point to see a pop-up displaying the usage information.

NOTE: When viewing the usage data over a period that is longer than a month, the individual data points that are collected at 5-minute intervals are combined into 2, 4, or 6-hour aggregate groups with the peak bandwidth being displayed. For this reason, views wider than one month are designed to show you usage trends. For the most accurate depiction of bandwidth data with the best resolution, view the data in a window of one month or less.

Once you’ve targeted the specific data that you are interested in, the graph and its related usage information can be printed or downloaded as a JPG, PNG, or PDF file. The data can also be downloaded as a CSV or XLS file.

  • Bandwidth information is shown in your workstation’s local time, and new readings are available every 5 minutes upon page refresh.
  • IP services are listed according to the type of service that you have (VRP2, DIA1, BGP2, etc.) and include the internal identifier if needed by Support.

Bandwidth Notifications

To view existing notification configurations and create new ones, click the Notifications button. This will display a list of any existing notifications that were previously created. To view the history of any notifications that had been sent, click ‘Notification History’. Otherwise, to create a new one, click ‘New Notification’.

Select the name of the IP service that you’d like to monitor, select the ‘Upload’ or ‘Download’ attribute that you are interested in, and enter a threshold as a percentage of the service’s commit rate. To specify a delivery address other than your own, enter one or more email addresses into the ‘Delivery Email Address’ field and then click ‘Submit’. You can create as many different threshold notifications as you like for your IP services.

If your IP service exceeds the threshold that you had set, a notification will be sent within 24 hours to inform you of the overage.

Power Usage

This page allows you to monitor and report on the kilowatts or amps of power being used by any of your individual or primary/redundant (A+B) power circuits over a configurable length of time. You can also see the total kilowatts of power being used by all circuits within a cabinet. You can also request a full power report that shows all your power circuits and their total power usage over a specified length of time. Once generated, this online report can be filtered, sorted, and grouped like other grid views to help you target the specific cabinets or circuits that you are most interested in.

 

Power Monitoring

To view the power being used by an individual or primary/redundant paired circuit, first select the power circuit from the drop-down list. By default, the kilowatt usage of the circuit(s) are displayed, however, you can elect to view the amps instead if desired. You can then filter the date range as needed by using the built-in “zoom” buttons, date fields in the upper right, or date range slider at the bottom. Like the Bandwidth Usage page, you can also simply “click and drag” or “loop” across an area of the chart to quickly focus in on that section of usage data.

Under the chart you will find minimum, maximum, and average readings over the applicable time. If power utilization starts to approach the individual or primary/redundant pair’s ‘Usable’ amount (80% of the circuit’s full rating per National Electric Code rules), or has exceeded it, a ‘Usable’ line will appear on the chart, making it easy to see if you are approaching the circuit’s usable capacity, or if it has already been exceeded.

After targeting a specific date range, you can generate a quick report by downloading the graph as a JPG, PNG, or PDF file, or you may elect to download the readings to CSV or XLS file. Alternatively, the graph and associated data can be printed.

  • Power information is shown in your workstation’s local time, and new readings are available every 5 minutes upon page refresh.
  • Circuits are listed according to the cabinets in which they are installed, and indicates whether they are ‘single’ or ‘paired’ depending on the configuration.
  • Each circuits’ Voltage and amperage ratings are also included, along with their internal identifiers if needed by Support.
  • If custom tags had been entered for the cabinets or power circuits in the DATA CENTER INVENTORY area, those names will appear as well; making it easy to identify the circuits that you’d like to view.

Power Usage Notifications

To view existing notification configurations and create new ones, click the Notifications button. This will display a list of any existing notifications that were previously created. To view the history of any notifications that had been sent, click ‘Notification History’. Otherwise, to create a new one, click ‘New Notification.

Select the name of the single or primary/redundant paired circuit that you’d like to monitor or select ‘Any Power Circuit’ to apply the threshold equally to all your installed power circuits.

Enter a threshold as a percentage of the circuit’s ‘Usable’ capacity. The National Electrical Code (NEC) specifies that a circuit’s ‘Usable’ capacity is 80% of the circuit’s rated capacity Therefore, if you’d like to simply monitor your circuit’s ‘Usable’ capacity, enter a threshold of 100%. To specify a delivery address other than your own, enter one or more email addresses into the ‘Delivery Email Address’ field and then click ‘Submit’. You can create as many different threshold notifications as you like for your power circuits.

If your power circuits exceed the threshold that you had set, a notification will be sent within 24 hours to inform you of the overage.

Power Reports

Reports that include all your power circuits can be generated online for a date range you specify (up to 90 days of information in each report). The reports show the cabinets in which your circuits are installed, and includes each single and primary/redundant circuit’s Average kW, Maximum kW, Total Average kW and % of Usable to help show where capacity may be available to add more equipment or when you may need to redistribute some of your loads to avoid overloading your circuits. The total average kW used by all circuits in your deployment is also included in the report. These reports can also be filtered to sub-divide the power utilization by cabinet, customer, or data center.

To generate a new power report, take the following steps:

  1. From the Power Usage page click the Power Reports button.
  2. Click the New Report.
  3. Specify the start and end date range for which you’d like to report on power usage, keeping in mind the specified date range should be limited to 90 days.
  4. Click Submit.

An email will be sent once your online report is ready. You can also click the refresh button above the grid view to watch for the report to become available.

  1. To view the report, click the report name to open it. From this view, you can filter the data as needed and export to .XLS if desired.

Data Center - Products & Services

 

CABINETS

The CABINETS view allows you to see a list of your company owned or vXchnge provided cabinets. Some of the columns of information available in this area include:

Data Center – The facility in which your cabinets reside

  • Cabinet Identifier – The vXchnge unique identifier given to each cabinet
  • Cabinet identifiers appear in the following format:

Site : Floor : Room :: POD, Cage, or Row : Cabinet ID (“CAB_” + X + Y floorplan grid location)

For example:

CA01:F01:DH0001::POD04:CAB_AK59 is read as Santa Clara, 1st floor, data hall 1, Pod 4, Cabinet AK59

  • Customer Tag – Custom cabinet names that can be defined by you.
  • kW - Near real-time total power (kw) utilization of all circuits within the cabinets.
  • New kW readings are available every 5 minutes.
  • Clicking the power readings opens the Power Usage page for further investigation of circuit usage if needed.
  • Create New – Provides a quick and easy way to submit support tickets related to a cabinet

CROSS CONNECTS

The CROSS CONNECTS view allows you to see a list of all your cross connects. Columns available include:

  • A-Side Termination Point – The demarcation point in your cabinet
  • Z-Side Termination Point – The service provider’s demarcation point
  • Provider Name – The name of the service provider
  • Media Type (i.e. Fiber or Copper a.k.a. Ethernet)
  • Customer Tag – Custom names that can be defined by you
  • Create New – Provides a quick and easy way to submit support tickets related to a cross connect

POWER CIRCUITS

The POWER CIRCUITS view allows you to see a list of all your power circuits. Columns available include:

  • Power Circuit Identifier – The vXchnge unique identifier given to each power circuit
  • Cabinet Assignment – The name of the cabinet where the power circuit is installed
  • Volts – The voltage of the circuit
  • kW - Near real-time total power (kw) utilization of each circuit
  • Amps – Near real-time amperage readings for each circuit
    • New kW readings are available every 5 minutes
  • Clicking the power readings opens the Power Usage page for further investigation of circuit usage if needed
  • Usable Amps – The name of the service provider
  • Usable kW (i.e. Fiber or Copper a.k.a. Ethernet)
  • Customer Tag – Custom names that can be defined by you
  • Create New – Provides a quick and easy way to submit support tickets related to a cross connect

IP BANDWIDTH SERVICES

The IP BANDWIDTH SERVICES view allows you to see a list of all your IP bandwidth services. Columns available include:

  • Company Name
  • Data Center
  • Name – vXchnge’s unique identifier for the IP service
  • Legacy ID
  • IP Block(s)
  • Commit Mbps
  • Peak Mbps
  • Interface(s)
  • Cross Connect(s)
  • Customer Tag – Allows you to enter your own identifier for the service
Create New – Provides a quick and easy way to submit support tickets related to one of your IP services

Asset Compliance

The ASSET COMPLIANCE area of in\site allows you to manage the information and location of your infrastructure assets within your cabinets.

 

For those granted ‘Modify’ access to this area, a bulk-upload capability also allows those users to import a spreadsheet list of devices if needed.

You may also quickly submit support tickets for any device listed, greatly minimizing the time needed by Operations to locate the device and resolve the issue.

With vX\guardian, vXchnge’s radio-frequency identification (RFID) solution, the location, movements and status of your infrastructure assets can be tracked in real-time. This provides historical compliance reporting on asset location and movements along with asset inventory.

  • Assets list
    • Complete list of all mounted and unmounted assets associated with your cabinets
    • ‘Support Ticket’ links are available for each asset, giving you the ability to quickly submit a support ticket regarding a specific piece of equipment within your cabinet
    • The Assets grid view can be searched, filtered, grouped, sorted, and exported to Excel
    • Saved views can be created for quick retrieval of often-used information
    • Clicking an asset name opens the Cabinet View; a virtual representation of your cabinet showing the locations of the assets within it.
      • It is possible to create new Support Tickets from this page as well. Simply select the device for which you would like to log a ticket and then click ‘Create Support Ticket’ in the upper right.

Bulk Importing Assets

NOTE: To bulk import assets, you must have ‘Modify’ authorizations for the ASSET COMPLIANCE area of in\site. The file containing the list of devices to import must be saved in .CSV format. If you already have a CSV file with your assets listed, please skip to step 10 below.

  1. Click the Download Import Template button to download a template in .xlsx format.
  2. Open the template file.
  3. DO NOT enter any information into the AssetID column as it is only meant to be an internal ID.
  4. For each row, under the ‘BaseAssetID’ column select the identifiers of the cabinets in which the assets will be uploaded.
  5. Enter the name of each asset.
  6. Select the manufacturer and model name.
  7. Enter the RU position that corresponds to the bottom of the asset within the cabinet.
  8. If desired, enter the serial number and description of each asset.
  9. Save the file in .csv format.
  10. Click the Bulk Import Assets button.
  11. Browse for the location of the .csv file containing the list of assets to be imported.
  12. Once the file has been selected, the import process will automatically start.

After the import is complete, the status window will indicate how many assets were processed and the number of problems found, if any. A result.csv file will be downloaded automatically to allow you to review the status of any assets that had failed to import. If any corrections must be made, you may address them directly in the result.csv file and then use that same file to attempt import again.

Cabinet View

After clicking on an asset name, a 2 dimensional view of the inside of the cabinet appears which allows you to see the location of all assets associated with it. You can see assets associated with the front or back of the cabinet as well as any assets that may be associated with the cabinet but not necessarily mounted in a certain RU position within it.

To look at another cabinet, select the name of the cabinet from the drop down list at the top.

Cabinet view-1-1


Adding, Editing, and Deleting Assets

If 'Modify' permissions are granted, users can add, edit or delete assets by clicking the Add Asset, Edit Asset or Delete Asset buttons.

Adding Assets

  1. Click the Add Asset button.
  2. Select the Manufacturer and Model Number of the device.

    NOTE: If the exact device isn't found, you can use the Generic manufacturer and applicable RU size for the model number.
  3. Enter a name for the device.
  4. Optionally, you may enter the serial number, description, Bar Code, Next Refresh Date, Warranty Expiration Date, Line of Business (LOB), and Estimated Power Usage.
  5. Select a Verification Status for the device.
  6. Enter the RU position of the device (the lowest RU position the device occupies within the cabinet).
  7. Select whether the asset is in the front or back of the cabinet, or identify it as non-mounted.
  8. Click Submit.

Editing Assets

  1. First select the device in the cabinet view by clicking on it.
  2. Next, click the Edit Asset button.
  3. Make any necessary changes to the device and then click Submit.

Deleting Assets

  1. First select the device in the cabinet view by clicking on it.
  2. Next, click the Delete Asset button.
  3. Click OK to confirm the removal and then click Submit.

Asset History

A audit trail of all changes made to an asset can be viewed by clicking the Asset History tab.

Warning and Error Summary 

A summary of warnings and errors appears at the top of the page (applicable only to the vX\guardian real-time RFID asset tracking solution)

  • Warnings: Assets with a status of ‘Not verified’
  • Errors will be counted in any of the following situations:
    • Assets with a status of ‘Missing in scan’
    • Assets with a status of ‘Tag missing’
    • When assets are referencing the same RU position within the cabinet (collisions)
    • When an asset’s vertical position is exceeding the maximum RU positions available within the cabinet
    • When an asset’s horizontal position is exceeding the width of the cabinet

Data Center Floorplan

The data center floorplan offers a virtual view of the facility and provides visual, color-coded guidance on the power utilization of the circuits installed within your cabinets. This allows you to see where capacity may be available to install additional equipment, or where it may be necessary to reconfigure or upgrade a circuit.

 

Cabinets are colored according to the following criteria:

Gray cabNo power circuits are installed in the cabinet or the site does not yet offer circuit monitoring

 

Green cabAll individual or primary/redundant (A+B) paired circuits installed within the cabinet are using less than 60% of their rated power capacity.

 

Yellow cabAt least one individual circuit or A+B circuit pair in the cabinet is using between 60% and 80% of its rated capacity.

 

Orange cabAt least one individual circuit or A+B circuit pair in the cabinet is using over 80% of its rated capacity.

 

After selecting a cabinet, a menu appears allowing you to view the Power Usage page, create a support ticket, or view the assets installed within the cabinet.

DNS Zone Management

The DNS Zone Management area allows network technicians to make changes to DNS records directly through in\site. They can also contact support for the creation of new zones, to make changes to existing zones or to remove zones.

 

Creating a DNS Record

To create a new DNS record through in\site, please take the following steps:

  1. Select the domain name in which the DNS record will be created by opening the DNS Zone drop-down in the upper left. After the domain is selected, all records currently associated with the domain will appear.
  2. Click Create DNS Record.
  3. Enter the necessary information to create the DNS record.
    NOTE: At this time, only the A, AAAA, CNAME, MX, and TXT record types are available. If you must create a record type not listed, please contact Support by submitting a new Support ticket.
  4. After entering the information, click Submit.
  5. Click OK to confirm the creation of the DNS record.

After creating the record, it will appear in the list of all records associated with the domain.

Editing a DNS Record

To make changes to an existing DNS record, please take the following steps:

  1. Select the domain name in which the DNS record is listed.
  2. Locate the record you would like to edit and then click the host name to open it.
  3. Make any changes necessary and then click Submit.

Removing a DNS Record

To remove an existing DNS record, please take the following steps:

  1. Select the domain name in which the DNS record is listed.
  2. Locate the record you would like to delete and then click the Delete link corresponding to the record.
  3. Click OK to confirm the removal of the record.

After the record has been removed, please allow up to one hour for replication to occur.

Creating, Editing, and Deleting DNS Zones

To create, make changes to, or remove DNS zones, please take the following steps:

  1. Click the Manage Zones button in the upper right.
  2. Select Add Zone, Edit Zone, or Delete Zone. This will generate a new Support Ticket form.
  3. Enter the request information into the Comments field of the ticket form and then click Submit.

Once submitted, vXchnge Support will be in communication with you to complete the request.

 

User Management

This area allows those assigned the Master Admin role to create, edit and remove custom roles, create, edit, and delete users, as well as adjust user authorizations. Those granted the ‘User Manager’ authorization can also add, edit, and delete users and adjust user authorizations, however, it is possible to limit their access, so they can only grant access to areas of in\site to which they have been granted access.

 

All users and vendors associated with the company are listed along with their access permissions and authorizations. These are represented in the grid as colored icons and numeric values, making it very easy to see who has access to your facilities and/or what areas of in\site they can view. The USER MANAGEMENT module allows users with the Master Admin role or User Manager authorization to:

  • Add, edit, and delete custom roles*
  • Add, edit, and delete users
  • Assign custom roles to users*
  • Make changes to user authorizations
  • Quickly retrieve a list of all users with in\site or data center access
  • See when users with data center access last accessed one of your facilities
  • View the last time users logged into in\site
  • View User History to see when changes were made to the user records. Each change log record shows when the changes were made and by whom, and shows each value that had been modified.

NOTE: Users who are not associated with the Master Admin role or User Manager authorization will only be able to see and edit their own user record’s contact information.

*Only users associated with the Master Admin role can add, edit, delete, and assign roles.

Data Center Activities

This option allows the user to receive notifications from the Operations Service Support Center regarding maintenance activities taking place within the data center, along with service, informational and weather advisories.

User can request Remote Hands assistance

Enabling this option authorizes the user to request Remote Hands assistance from vXchnge Operations Support via phone or email without needing access to in\site. Anyone who will be requesting assistance from vXchnge Support, whether it be via Support tickets through in\site, or via phone or email, should have this option enabled.

User can grant temporary site access to others

Enabling this option authorizes the user to grant temporary site access to other people. This temporary site access can be granted by submitting a new Support ticket with the ‘Site Access’ Support Type selected, or by escorting one of the authorized individuals into the data center. If a user does not have this option enabled, they will not be allowed to grant temporary site access to other individuals even if they create a new ‘Site Access’ support ticket.

in\site Access

Enabling this box gives the user the ability to login to the system. To complete the configuration, an email address must be entered in the user’s main contact information section.

If the ‘Send welcome email’ option exists, you have the option to have the system automatically send an email to the user, which provides a link that allows them to set their own password and specify a challenge question and answer for identity verification in the future. If you elect to disable the ‘Send welcome email’ option, the user will not be able to login to in\site until they receive the email and set their own password. The email can be sent later by clicking the ‘Send email to set/reset password’ link in the record of any user who already has in\site Access enabled.

If the ‘Send welcome email’ option does not exist on the user form, a password must be set for the user. The entered password must meet the following requirements:

  • Must be at least eight characters in length

                    AND

  • Must contain at least 2 different types of the following character classes:
    • Uppercase English (A, B, C, …
    • Lowercase English (a, b, c, …
    • Numbers (1, 2, 3, … )
    • Special characters (!, #, $, … )

User Role:

NOTE: Those associated with the Master Admin role can create new roles by clicking the New Role button on the User Management main page.

  • Master Admin: A user with this default role has access to all areas of the system. Those assigned the Master Admin role can also create and assign other roles as needed.
  • Custom Authorizations and Access: Selecting this “role” allows the Master Admin to set individual authorizations and access as needed.

NOTE: Those with the User Manager authorization, but who are not associated with the Master Admin role can only grant access to areas of in\site to which they have been given access.

Authorizations:

To give the user access to the TICKETS, TRANSACTIONS, and/or ASSET COMPLIANCE module and related records, authorizations must also be selected either through the selection of an existing role or by manually setting them. The following authorizations are available for users and roles:

  • Billing Transactions:
    • Hide - This selection hides all invoices from the TRANSACTIONS area.
    • View Only – This option allows the user to see all invoices but does not give them the ability to pay invoices online.
    • Modify – This allows the user to pay invoices online.
  • Order Transactions:
    • Hide - This selection hides all sales orders and service orders from the TRANSACTIONS area.
    • View Only – This allows the user to see all sales orders and service orders.
    • Modify – This selection is not currently used and functions the same as the ‘View Only’ option above.
  • Shipping Tickets:
    • Hide - This hides all shipping tickets from the TICKETS area.
    • View Only – This option allows the user to see all shipping tickets but does not allow them to create new shipping tickets or modify existing ones.
    • Modify – This allows the user to create new shipping tickets and modify existing tickets.
  • Support Tickets:
    • Hide - This hides all support tickets from the TICKETS area.
    • View Only – This option allows the user to see all support tickets but does not allow them to create new support tickets or modify existing ones.
    • Modify – This allows the user to create new support tickets and modify existing tickets.
  • Asset Compliance:
    • Hide – This hides the ASSET COMPLIANCE area from the user.
    • View Only – This allows the user to view the list of your IT assets and view their locations within the cabinets, but does not allow them to add, edit, or delete assets.
    • Modify – This authorization gives the user the ability to add (including bulk import), edit, and delete IT assets installed with your cabinets.

Data Center Management and Reporting Features:

  • Bandwidth Usage: This option authorizes the user to view and report on bandwidth usage for any installed IP services over a specified period. It also allows the user to setup threshold notifications.
  • Data Center Access Log: This option gives the user the ability to view up to 12 months of the company’s data center activity, and allows them to search, filter, and group the data as needed for reporting purposes.
  • Compliance Reports: Users with this option enabled can download any of vXchnge’s compliance and security reports, including compliance bridge letters.
  • IN\SITE Access Log: This option gives the user the ability to view the complete list of the company’s user login activity to in\site and allows them to search, filter, and group the data as needed for reporting purposes.
  • Power Usage: Allows users to view the kW or Amps of power being used by any of the company’s power circuits or cabinets. This also allows the user to generate power reports that include all your power circuits. Additionally, the user can setup threshold notifications.
  • Data Center Floorplan: This option allows the user to see a 2D model of the data center. Not only can they see the location of your company’s cabinets within the facility, it also allows them to see a summary of the power being used by the circuits installed within them using color codes.
  • Create Public Grid Views: This option allows the user to save views that are visible to anyone within your organization. This also authorizes them to delete or update saved public views.

Data Center Access

Enabling this option grants the user access to the data center on behalf of the company. If you have service in more than one vXchnge facility, the user can be granted access to multiple sites.

  • Data Centers – The data center(s) the user is authorized to access
  • Data Center Access Enable Date – The first day the user can enter the facility
  • Data Center Access Expiration Date – The day that the user’s access to the facility ends

How to create a new user

 

  1. Click the New User button located in the upper right.
  2. At a minimum, enter the user's First Name, Last Name, email address, and at least one phone number.
  3. If you'd like to grant the user access to in\site, scroll down and enable the in\site Access option.
    1. Select the authorizations and access options you'd like the user to have while working within in\site. If you're not sure of what a specific authorization or access option enables for the user, refer to the above information or simply "hover" over the option to see more.
    2. By default, once the user record is saved an email will be sent, which allows the user to setup a challenge question and answer and a new password. If you'd prefer not to send the user this email automatically, make sure to disable the Send welcome email option under in\site Access prior to saving the user. To disable the welcome email functionality, you must first open the Admin link at the top, disable the 'Send welcome email to new in\site users' option, and then click Save.
  4. If you'd like the user to have access to the data center(s), enable the Data Center Access option. From here, you can optionally enter a Data Center Access Enable Date and End Date to limit the user's access to the facility.
  5. Once the user's contact information and access has been configured, click Submit at the bottom of the page.

How to edit an existing user

  1. Click the green ID link next to the user you would like to update.
  2. Make any necessary changes to the user's contact information, in\site authorizations, and/or data center access.
  3. Click Submit at the bottom of the page.

How to remove a user

  1. Click the green ID link next to the user you would like to remove.
  2. Click the Disable User button in the upper right.
  3. Click OK to confirm you would like to remove the user from the company's user list.

Admin

The Admin link, found next to Help at the top of the page, is only visible to users associated with the Master Admin role. It is designed to provide access to company-wide configuration settings.

Notification of inactive users with data center access

When enabled, this feature generates a notification on a predefined schedule which shows the list of users with on site access who have not logged any data center activity since the previous notification. This serves as a reminder to periodically review the access given to the users in the USER MANAGEMENT module to ensure compliance with your company’s security policies.

  • The notification can be scheduled for monthly, bi-monthly, quarterly, semi-annual, or yearly delivery.
    • Monthly – The email is sent on the first of every month.
    • Bi-Monthly – 1st of every other month beginning in January (January, March, May, July, September, and November)
    • Quarterly – 1st of January, April, July, and October
    • Semiannually – 1st of January and July
    • Yearly – Every year on the 1st of January
  • To configure the notification, select a Frequency, enter one or more email addresses separated by a comma into the Delivery Email Address field, and then click Save.
  • To disable the notification, select “Notifications disabled” from the Frequency field and then click Save.

Send welcome email to new in\site users

When enabled, the system can automatically email users who are granted access to in\site. This email contains a link to allow the user to set their own password and specify a challenge question and answer.