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Novell GROUPWISE 7 - USERS Manual

Creating groupwise accounts; managing groupwise accounts and users
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Users
I V
Chapter 13, "Creating GroupWise Accounts," on page 203
Chapter 14, "Managing GroupWise Accounts and Users," on page 217
IV
Users
201

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Summary of Contents for Novell GROUPWISE 7 - USERS

  • Page 1 Users Chapter 13, “Creating GroupWise Accounts,” on page 203 Chapter 14, “Managing GroupWise Accounts and Users,” on page 217 Users...
  • Page 2 202 GroupWise 7 Administration Guide...

  • Page 3: Creating Groupwise Accounts

    GroupWise system by providing the user with a GroupWise user ID and GroupWise mailbox. ® You can give GroupWise accounts to Novell eDirectory users during or after their creation in eDirectory. You can also give GroupWise accounts to users who do not have eDirectory accounts.

  • Page 4: Creating Groupwise Accounts For Edirectory Users

    13.2 Creating GroupWise Accounts for eDirectory Users Depending on your needs, you can choose from the following methods to create GroupWise accounts for eDirectory users: Creating a Single GroupWise Account: You can create a GroupWise account for a single eDirectory user by editing the GroupWise information on his or her User object. This method lets you create the GroupWise account on any post office, select the GroupWise user ID, and configure optional GroupWise information.
  • Page 5 For more information about gateway accounting, see your GroupWise gateway documentation (http://www.novell.com/documentation/gwgateways). File ID: This three-letter ID is randomly generated and is non-editable. It is used for various internal purposes within the GroupWise system, including ensuring that files associated with the user have unique names.

  • Page 6: Creating Multiple Groupwise Accounts

    Section 36.3.4, “Providing LDAP Authentication for GroupWise Users,” on page 501, and if the LDAP server is not a Novell LDAP server. If this is the case, specify the user’s LDAP authentication ID. Restore Area: This field applies only if you are using the GroupWise backup and restore features.
  • Page 7 3 Click Add, select the eDirectory user you want to add to the post office, then click OK to add the user to the post office’s membership list. By default, the user’s eDirectory username is used as the GroupWise ID. A GroupWise user ID cannot contain any of the following invalid characters: ASCII characters 0-13 Comma ,...

  • Page 8: Using A Template To Create Groupwise Accounts

    5 When finished, click OK to save the changes. 13.2.3 Using a Template to Create GroupWise Accounts If you frequently create new users, you might want to create Template objects with the necessary GroupWise properties. This makes creating a new eDirectory user with GroupWise access a one- step process.

  • Page 9: Creating Groupwise Accounts By Importing Users

    ASCII-delimited text file created by the GroupWise Export utility or by a third-party export, and creates Novell eDirectory and GroupWise objects with attributes from the file. The Import utility supports most eDirectory classes (including extensions) and GroupWise classes. You can specify the delimiters, eDirectory contexts, and file field positions to use during import.
  • Page 10 instructions provided with the download. After you have installed the Import/Export utility, the Import and Export menu items appear under Tools > GroupWise Utilities in ConsoleOne. “Using the Import Utility” on page 210 “Using the Export Utility” on page 212 NOTE: The Import/Export utility is not available for use on Linux.
  • Page 11 Parent: If you are importing objects that belong to a GroupWise-related eDirectory class or a GroupWise-only class, the parent attribute is required unless: The class is the eDirectory User class, in which case the object can be optionally associated with GroupWise by specifying a value here. The value is in the import file and is explicitly imported by your positioning the NGW: Post Office attribute in the File Fields list box, explained below.
  • Page 12 IMPORTANT: The Export utility is not included on the GroupWise CDs. You can download the Import/Export utility from TID 2960897 in the Novell Support Knowledgebase (http:// www.novell.com/support/supportcentral). To install the Import/Export utility, follow the instructions provided with the download. The Import/Export utility is not available for use on Linux. To export objects from GroupWise: 1 In ConsoleOne, select the eDirectory tree that contains the GroupWise objects you want to export, click Tools >...
  • Page 13 2 If you have previously defined and saved a configuration, click Load to fill in the fields from the configuration file, then click Run to perform the export. Fill in the fields in the Export dialog box. NDS/GroupWise Class: Select this option to export objects belonging to an eDirectory class or to a GroupWise-related eDirectory class.

  • Page 14: Creating Groupwise Accounts For Non- Edirectory Users

    Delimiters: Accept the defaults shown or change the delimiters. For more information, see “Delimiters” on page 212. 3 Click Run to perform the export. 13.3 Creating GroupWise Accounts for Non- eDirectory Users If you have users who do not have eDirectory accounts, you can still assign them GroupWise accounts by defining them as GroupWise external entities in eDirectory.

  • Page 15: Educating Your New Users

    4 Select Define Additional Properties, then click OK to display the GroupWise Identification page. 5 If desired, fill in any of the fields on the Identification page. This information appears in the GroupWise Address Book, as described in Section 6.1, “Customizing Address Book Fields,”...
  • Page 16 Refer to the GroupWise 7 Client Frequently Asked Questions (FAQ) as needed For convenience in printing, the GroupWise 7 Windows Client User Guide is available in PDF format at the GroupWise 7 Documentation Web site (http://www.novell.com/documentation/gw7). 216 GroupWise 7 Administration Guide...

  • Page 17: Managing Groupwise Accounts And Users

    Managing GroupWise Accounts and Users ® As your GroupWise system grows, you will need to add users and manage their GroupWise accounts. Section 14.1, “Adding a User to a Distribution List,” on page 217 Section 14.2, “Allowing Users to Modify Distribution Lists,” on page 218 Section 14.3, “Adding a Global Signature to Users’...

  • Page 18: Allowing Users To Modify Distribution Lists

    3 Click Add, select the distribution list that you want to add the user to, then click OK. By default, the user is added as a primary recipient (To: recipient). 4 If you want to change the resource’s recipient type, select the distribution list, click Participation, then click To, CC, or BC.

  • Page 19: Adding A Global Signature To Users' Messages

    14.3 Adding a Global Signature to Users’ Messages You can build a list of globally available signatures to be automatically appended to messages sent by GroupWise client users. Global signatures are created in HTML format. For users who prefer the Plain Text compose view in the GroupWise client, a plain text version of the signature is appended instead of the HTML version.

  • Page 20: Selecting A Default Global Signature For All Outgoing Messages

    2 Click Create to create a new global signature. 3 Specify a descriptive name for the signature. 4 Compose the signature using the using the basic HTML editing tools provided, then click OK to add the new signature to the list in the Global Signatures dialog box. 5 If you want to check or edit the text version of the signature that was automatically generated: 5a Select the new signature, then click Edit.

  • Page 21: Assigning Global Signatures To Internet Agents

    3 In the drop-down list, select the default global signature, then click OK. 14.3.3 Assigning Global Signatures to Internet Agents If your organization needs more than one global signature on outgoing messages, you can assign different global signatures to Internet Agents as needed. 1 Browse to and right-click an Internet Agent object, then click Properties.

  • Page 22: Excluding Global Signatures

    GroupWise accounts from one post office to another. When you move a GroupWise account, the user’s mailbox is physically moved from one post office ® directory to another. The user’s Novell eDirectory object, including the GroupWise account information, remains in the same eDirectory container.
  • Page 23 Section 14.4.2, “Moves Between GroupWise 6.x or Later Post Offices,” on page 223 Section 14.4.3, “Moves Between GroupWise 6.x or Later and GroupWise 5.x Post Offices,” on page 223 Section 14.4.4, “Preparing for a User Move,” on page 224 Section 14.4.5, “Moving a GroupWise Account to Another Post Office in the Same eDirectory Tree,”...

  • Page 24: Preparing For A User Move

    Shared folders and personal address books received from others are no longer available. They must be shared again. Proxy rights to other mailboxes are lost. The rights must be reestablished. Folders’ sort order and column settings are lost. They must be reset. Query folders no longer work.

  • Page 25: Moving A Groupwise Account To Another Post Office In The Same Edirectory Tree

    information in the user’s mailbox. This inventory list is sent to the new post office’s POA so that it can verify when all items have been received. If the user has not exited when the move begins, the user is automatically logged out so that the inventory list can be built. However, after the move has been initiated, the user can log in to his or her new mailbox even if the move is not complete.
  • Page 26 Contacts Address Book instead of the new address in the GroupWise Address Book. This results in the message being undeliverable. The POA automatically resolves this issue when it performs its nightly user upkeep (see Section 36.4.3, “Performing Nightly User Upkeep,” on page 513).
  • Page 27 5 Keep track of the user move process by using the User Move utility to determine when the user has been successfully moved. See Section 14.4.7, “Monitoring User Move Status,” on page 228. 6 In the destination eDirectory tree, right-click the User object or GroupWise External Entity object where the GroupWise account will be assigned.

  • Page 28: Monitoring User Move Status

    If you want to ensure that messages sent to the user’s old address are delivered even before the POA cleans up the Frequent Contacts Address Book, you can create a nickname using the old GroupWise user ID. For information about creating a nickname, see Section 14.7.4, “Creating a Nickname for a User,”...
  • Page 29 3 To restrict the number of users and resources in the list, type distinguishing information in any of the Filter fields, then press Enter to filter the list. 4 During the move, click Refresh to update the status information. IMPORTANT: The list does not refresh automatically. During the move, you might observe some of the following statuses: Destination post office updated: The destination POA has updated the destination post office database with the user’s account information.
  • Page 30 6 Select the option appropriate to the problem you are having, then click OK. Retry the Last Step of the Mailbox Move: Select this option to retry whatever step the user move process has stopped on. This is equivalent to performing one of the POA’s automatic retries manually and immediately.

  • Page 31: Renaming Users And Their Groupwise Accounts

    7d If you and the user whose mailbox is being moved decide that the pending items are expendable, click Force Complete to finish the move process. 14.5 Renaming Users and Their GroupWise Accounts When you rename a user, the user’s GroupWise user ID (mailbox ID) changes but the user remains in the same post office.

  • Page 32: Creating Or Changing A Mailbox Password

    Section 14.6.2, “Removing a Mailbox Password,” on page 233 Section 14.6.3, “Bypassing the GroupWise Password,” on page 233 For background information about GroupWise passwords, see Chapter 70, “GroupWise Passwords,” on page 1111. 14.6.1 Creating or Changing a Mailbox Password As administrator, you can use ConsoleOne to create a user’s mailbox password or change a user’s existing password.

  • Page 33: Removing A Mailbox Password

    14.6.2 Removing a Mailbox Password If you want to remove a user’s mailbox password but not assign a new password, you can clear the password. 1 In ConsoleOne, right-click the User object (or GroupWise External Entity object), then click Properties. 2 Click GroupWise >...
  • Page 34 As shown in the table, these options appear only if certain conditions are met, such as the user running on a Windows 95/98 workstation or having Novell Single Sign-on or SecureLogin installed. If you don’t want the option available to users even if the condition is met, you can disable the option.

  • Page 35: Managing E-Mail Addresses

    GroupWise client’s No Password Required with eDirectory option. 6 Deselect Allow Novell Single Sign-on if you don’t want Single Sign-on or SecureLogin users to be able to use the GroupWise client’s Use Novell Single Sign-on option.

  • Page 36: Ensuring Unique E-Mail Addresses

    Address Lookup dialog box. 2 In the Email Address field, specify the e-mail address. You can specify the user ID only (for example, jsmith) or the entire address (for example, jsmith@novell.com). 3 Click Search. All objects whose e-mail address match the one you specified are displayed.
  • Page 37 For example, using John Peterson as the user, Research as the post office, and novell.com as the Internet domain, if you select all five formats, John Peterson would receive messages sent using any of the following addresses: jpeterson.research@novell.com...

  • Page 38: Changing A User's Visibility In The Address Book

    Internet Addressing). For more information, see Section 45, “Configuring Internet Addressing,” on page 703. If you override the Internet domain name, the For Incoming Mail, Recipients are Known Exclusively by This Internet Domain Name option becomes available. Enable this option if you only want the user to be able to receive messages addressed with this Internet domain name.

  • Page 39: Creating A Nickname For A User

    None: No users can see the user’s information in the Address Book. Users need to know the user’s GroupWise user ID to send items to him or her. 4 Click OK to save your changes. 14.7.4 Creating a Nickname for a User Each user has a specific GroupWise address consisting of the user’s ID, post office, and domain (user_ID.post_office.domain).

  • Page 40: Checking Groupwise Account Usage

    4 Fill in the following fields: Domain.PO: Select the post office where you want to assign the nickname. This can be any post office in your GroupWise system; it does not have to be the user’s post office. Object ID: Specify the name to use as the user_ID portion of the nickname. The nickname must be unique.

  • Page 41: Removing Groupwise Accounts

    3 Select Disable Logins, then click OK. 4 To enable the user’s account when access is again permitted, deselect Disable Logins, then click OK. While a user’s account is disabled, other users to whom proxy rights have been granted can still access the mailbox.
  • Page 42 Documents Remain Accessible” on page 243 before deleting the user. Otherwise, refer to one of the following sections: “Deleting an eDirectory User’s GroupWise Account” on page 242 “Deleting a Non-eDirectory User’s GroupWise Account” on page 242 Deleting an eDirectory User’s GroupWise Account 1 Make sure the user has exited the GroupWise client and GroupWise Notify.

  • Page 43: Expiring A Groupwise Account

    NOTE: Remember that external entities do have eDirectory objects, but they are not considered eDirectory users for licensing purposes. As with eDirectory users, when you remove a non-eDirectory user’s GroupWise account, the user’s mailbox is deleted and the user is removed from the GroupWise system. To delete a non-eDirectory user’s GroupWise account: 1 Make sure the user has exited the GroupWise client and GroupWise Notify.

  • Page 44: Managing Expired Or Expiring Groupwise Accounts

    4 In the Expiration Date field, select the Enable check box to turn on the option. 5 If you want the account to expire immediately, leave the date and time set to the current date and time. If you want the account to expire at a later date, select the desired date and time. 6 Click OK.
  • Page 45 2 Click Tools > GroupWise Utilities > Expired Records to display the Expired Records dialog box. The Expired As Of field defaults to the current date. Only accounts that have expired as of this date are displayed in the list. To see accounts that will expire in the future, you need to change the date in the Expired As Of field.
  • Page 46 3 In the Expiration Date field, change the time and date. 4 Click OK. Reactivating an Expired Account 1 In ConsoleOne, right-click the User object or GroupWise External Entity object with the expired GroupWise account, then click Properties. 2 Click GroupWise > Account to display the Account page. 3 In the Expiration Date field, deselect the Enable check box to turn off the option.

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