This guide will be a jump start to setting up your Hudu instance. As an Admin, you have access to a complete set of tools to best design and organize your documentation structure.
By the end of the guide, you'll have learned about these essential items.
- Building your first space and creating an example of each core tool
- Building an Asset Layout and creating your first Asset
- Relating your documentation
- Securing your instance & profile
Setting Up Your Hudu Environment
To begin setting up your Hudu instance, let’s start by building your first environment [space]. Each of your spaces has the same set of core tools and utilities [passwords, KB, processes, photos, websites, and expirations] and will have a similar structure [standardized asset layouts] but contain the documentation dedicated to the particular space. Spaces typically refer to separate companies but can be termed anything you'd like.
By the end of this section, you’ll have built an example company with an understanding of how they work and the features available per company.
Creating a Sample Company
Why Start with a Sample Company? Starting with a sample company lets you explore the core features of Hudu, as well as serves as an excellent opportunity to set up an example that your team can emulate later. You can always archive this company later to declutter your environment and search results.
- Create a New Company:
- Go to the Company tab on your Hudu Toolbar.
- Click '+ New Company.
- Companies could be changed to divisions, locations, schools, etc. Choose a structure that suits your particular documentation needs. Want to learn how to change the name of each space? Read the linked article to learn more.
- Input Company Details:
- Provide the basic details of the company.
- Save Your Company Space:
- Click 'Create Company' to finalize.
- This action establishes a unique company space, unlocking features and tools tailored to this company.
Creating a Password
Hudu allows you to create, organize, and manage credentials specific to each company. Quick access buttons give technicians the ability to copy credentials directly to their clipboard. Let’s start by creating a new password in Hudu, and for more information on password capabilities, read our Password Management article.
- Create a user's credential as an example.
- To start creating a new password, navigate to the Password tool section, and select + New Password.
- You'll be prompted to fill in the required fields [Name and Password].
- When creating your first password, consider adding more than the required fields.
- For this example, we’ll fill fields, like the username, and secret key for OTP.
- Upon saving, you'll now have stored your first password inside your company:
Building a KB Article
KB articles in Hudu allow users to create and organize how-to guides or additional tutorials. KBs can be organized Globally or at the company level. They are also capable of being shared freely with users outside of your Hudu instance. For more information on KB articles, read our Knowledge Base article.
We’ll build a KB article, detailing editing toolsets and key features to know to provide further clarity for readers.
- Navigate to the KB tab under the core tools section.
- Select + New.
- Select New Blank Article from the top tabs and provide the article with a title.
- Explore the tools by testing:
- WYSIWYG editor
- Automated table of contents created from Headers (1, 2, and 3)
- Callouts (Info, Success, Warning, and Danger)
- Formatted code blocks for supported language types
Monitoring a Website
Website monitoring automatically tracks details like SSL, domain, and the status of addresses. Users are able to disable those tracking features and can choose what Hudu pulls in.
- In the Websites tab, select + New.
- Add your desired URL and configure the tracking options.
- Consider adding additional notes relevant to the site.
- After creation, examine the items coming in, and make a note of the expirations found. Hudu will also pull these expirations to be seen in the next section, Expirations.
Expirations can track SSL and Domain expirations but, can also be connected to custom alerts to let your team know when an expiration is approaching and notify you. These linked articles on Expirations and Alerts will expand on their capabilities.
- Navigate to the Expirations section under core tools.
- Explore the tools by testing:
- Filter by time frame.
- Choose the type of expiration.
- Navigate to tracked entities by selecting their Name.
Creating Company Structure
Assets are the building blocks of your documentation structure. To design your structure, layouts can be created from scratch or by a template. We will begin by creating one from a template and adding an asset to it within your existing company. Our goal in this section is to familiarize the structure of asset layouts, and how an individual entity will look in your instance.
Building an Asset Layout
Asset layouts are customizable categories designed to store information, guaranteeing that your technicians consistently obtain relevant and accurate data for your company’s IT infrastructure. Asset layouts are created at a global level, the same structure is used across companies to ensure a standardized yet adaptable format for information.
- Navigate to Admin, then the Asset Layouts section.
- Select New Asset Layout.
- Choose one of the existing templates.
- For this guide, we’ll choose the People Asset example.
- After creating the template, make sure the Asset Layout is active, for it to appear in each company.
Creating Your First Asset
Now that we’ve created an Asset Layout, we can navigate back to the company we initially created, and begin filling out our first asset.
We will start by making one now.
- In this example, let’s build an entry for the asset layout of the person connected to the password credential you created.
- Navigate to the previously created company.
- Choose the Asset Layout we are looking to add, in our case, People.
- Fill out the required and additional fields to complete.
- As your first example, think about which critical details you'll need for the particular asset [these would be the fields you'd require your technicians to input every time they create an asset in this layout].
- It is up to the admin to show a good example.
- Consider adding additional context to the note section, so users can see what a helpful note will look like.
- Happy with how this looks? As an extra step, navigate to the More Options, marked by the 3 dots.
- Consider marking this asset as a Gold Standard, that way users can see what a good example looks like.
Now that we have created the first company, core documentation items, and your first asset, we can use Hudu’s powerful relationship features to connect documentation. Relating documentation gives your users a clearer picture of relevant documentation and efficiently connects them together.
In this example, we’ll create a relationship between your asset and the existing credential.
- Navigate to your created People asset entity.
- Let’s connect their existing password so new users viewing this entity, can see what documentation is dependent on this individual.
- On the right-hand margin, select the + Add under Related Items.
- Note: In the same margin, + Password can be found, this will create a "child credential" to this asset with a direct relationship. For this example, we will stay in the relationships section.
- Relationships can be created between nearly any entity stored inside Hudu. Since we’re adding a credential, choose 'password' from the drop-down menu.
- Relationships in Hudu can connect Companies, Assets, Passwords, and Websites. Users also have the option of relating documentation outside their current company.
- Search the name of the password, and select add.
- This will create a 2-way connection between the two entities. View your newly created relationship on the right-hand sidebar.
Securing Your Instance
- Personal 2FA can be set up by navigating to your profile, found on the top right, indicated by a figure icon.
- Click Edit Profile.
- Select the Configure button under 2FA.
- When setting up individual 2FA, Hudu will prompt for the type of application or code being used. Authy and Google Authenticator are recommended but not necessary when setting up 2FA. A unique key will also be generated for OTP codes if the provided QR code is incompatible with your solution.
- Scan the QR code or input the secret key into your preferred authentication app.
- Enter the provided code into Hudu and 2FA will be configured.
Admin Security Control
Admin security can be found by navigating to the admin tab and selecting Security, within the Basic Setup section. Under Authentication, you are able to configure 2FA or SAML/SSO.
- It is a best practice to set up global security for your users even if you're just trialing Hudu. As an admin, you can enable 2FA to be enforced for all users. When users enter Hudu for the first time they'll be prompted to add 2FA to their personal profile.
- Alternatively, Duo can be set up in this section following the specific setup instructions for Duo.
- Note: To globally enforce 2FA, you must have it set on your own account.
- For additional information, read our MFA: App-Based article.
- SSO is another other option for securing your instance. Hudu has specific guides for certain providers but is able to support most SAML/SSO (must support SAML 2.0) if they are able to meet the field requirements. For additional walkthroughs on each of these configurations, read our Understanding SAML/SSO article.
- As an Admin, you'll be able to configure the settings as you choose, with additional options like disabling Password access to non-admins to force SSO utilization.
This completes the basic setup of a company and asset in Hudu! You're ready to start documenting, building knowledge, and collaborating with other users. We recommend taking some time to build additional asset layouts and get familiar with the related tools we mentioned above.
When you're ready to explore more of Hudu's capabilities, here are some next steps that can help you further customize and build out your Hudu instance.