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Novell GROUPWISE 8 - USERS Manual

Pages 211-258
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IV
Users
I V
Chapter 13, "Creating GroupWise Accounts," on page 213
Chapter 14, "Managing GroupWise Accounts and Users," on page 227
Users
211

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Summary of Contents for Novell GROUPWISE 8 - USERS

  • Page 1 Users Chapter 13, “Creating GroupWise Accounts,” on page 213 Chapter 14, “Managing GroupWise Accounts and Users,” on page 227 Users...
  • Page 2 212 GroupWise 8 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 514, 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 To create GroupWise accounts for multiple eDirectory users: 1 In ConsoleOne, right-click the Post Office object, then click Properties. 2 Click GroupWise > Membership to display the Membership page. 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.

  • 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 Import/Export utility from TID 2960897 in the Novell Support Knowledgebase (http:/ /www.novell.com/support). To install the Import/Export utility, follow the 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.
  • Page 11 GroupWise Class: Select this option to import objects belonging to a GroupWise class not represented in eDirectory. Choose external user, external domain, external post office, > Document-Version, or Lookup Entry from the list 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.
  • Page 12 IMPORTANT: The Export utility is not included on the GroupWise DVD. You can download the Import/Export utility from TID 2960897 in the Novell Support Knowledgebase (http:// www.novell.com/support). 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 222. 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

    External Network ID: Specify the user’s network ID for the network that he or she logs in to. 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: Windows Client

    Click Help to learn to perform common GroupWise tasks. Click Help > What’s New in GroupWise 8 to learn about the latest new GroupWise features. Click Help > Novell GroupWise 8 Documentation Web Site to access the GroupWise 8 WebAccess Client User Guide.

  • Page 17: Adding A User To A Distribution List

    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 227 Section 14.2, “Allowing Users to Modify Distribution Lists,” on page 228 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

    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 Windows Client Users

    3 Under Default Global Signature to Insert in Outbound Messages, select Override, then select the global signature that you want this Internet Agent to append to messages. 4 Click OK to save the setting. 14.3.4 Assigning Global Signatures to Windows Client Users For Windows client users, you can assign different global signatures to different sets of users by domain, post office, and individual user.

  • 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 233 Section 14.4.3, “Moves Between GroupWise 6.x or Later and GroupWise 5.x Post Offices,” on page 233 Section 14.4.4, “Preparing for a User Move,” on page 234 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

    (Optional) To reduce the number of mailbox items that must be moved, consider asking the user to clean up his or her mailbox by deleting or archiving items. (Optional) Have the user exit the GroupWise client and GroupWise Notify before you initiate the move.
  • Page 26 Resolving Addressing Issues Caused By Moving an Account The user’s new address information is immediately replicated to each post office throughout your system so that the GroupWise Address Book contains the user’s updated address. Any user who selects the moved user from the GroupWise Address Book can successfully send messages to the user.
  • Page 27 4 Select a new owner for the resource, then click OK. 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 238.

  • Page 28: Monitoring User Move Status

    However, some users might have the moved user’s old address (GroupWise user ID) in their Frequent Contacts Address Book. In this case, if the sender types the moved user’s name in the To field instead of selecting it from the Address Book, GroupWise uses the old address stored in the Frequent Contacts Address Book instead of the new address in the GroupWise Address Book.
  • 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 The User Move Status utility cannot gather status information for destination post offices that are running POAs older than GroupWise 6.5. Status information for users moving to older post offices displays as Unavailable. 5 If something disrupts the user move process, select the problem user or resource, then click Retry/Restart.

  • Page 31: Renaming Users And Their Groupwise Accounts

    You can determine the record type (item, folder, Address Book contact, and so on), the item type (mail, appointment, task, and so on), how old the item is, the sender of the item, and the Subject line of the item. Not all columns in the Pending Items dialog box apply to all record types and item types, so some columns might be empty.

  • Page 32: Managing Mailbox Passwords

    However, some users might have the user’s old address (GroupWise user ID) in their Frequent Contacts Address Books. In this case, if the sender types the renamed user’s name in the To field instead of selecting it from the Address Book, GroupWise uses the old address stored in the Frequent Contacts Address Book instead of the new address in the GroupWise Address Book.

  • Page 33: Removing A Mailbox Password

    3 Click Change GroupWise Password to display the Security Options dialog box. 4 Enter and reenter a new password. 5 Click OK. 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.

  • Page 34: Bypassing The Groupwise Password

    3 Click Change GroupWise Password to display the Security Options dialog box. 4 Select the Clear User’s Password option. 5 Click OK. NOTE: A mailbox with no password cannot be accessed using the WebAccess client. 14.6.3 Bypassing the GroupWise Password By default, if a user must enter a password when logging in to GroupWise, he or she is prompted for the password.
  • Page 35 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 36: Managing E-Mail Addresses

    Section 11.2.11, “Selecting a Post Office Security Level,” on page 174. 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. 7 Select Use Collaboration Single Sign-On (CASA) if you want users of Novell collaboration products (GroupWise, Messenger, iFolder, and iPrint) to be able to use the same password for all collaboration products.

  • Page 37: 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 38 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 39: Changing A User's Visibility In The Address Book

    Internet Domain Name: The Internet domain name, along with the preferred address format, is used when constructing the e-mail address that is displayed in the GroupWise Address Book and in the To field of sent messages. Only the Internet domain names that have been defined are displayed in the list. Internet domain names must be defined at the system level (Tools >...

  • Page 40: Creating A Nickname For A User

    3 In the Visibility field, select the desired visibility level. System (Default): All users in your GroupWise system can see the user’s information in the Address Book. Domain: Only users in the same domain as the user can see the user’s information in the Address Book.
  • Page 41 3 Click Add to display the Create Nickname dialog box. 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.

  • Page 42: Checking Groupwise Account Usage

    Given Name: Specify the user’s given (first) name. Last Name: Specify the user’s last name. Expiration Date: If you want the nickname to be removed by the Expire Records feature after a certain date, as described in Section 14.10.3, “Managing Expired or Expiring GroupWise Accounts,”...

  • Page 43: 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 44 5 In the GroupWise Account box, select Delete. 6 In the eDirectory Account box, deselect Delete. 7 Click OK to delete the eDirectory user’s GroupWise account. If you selected multiple User objects, click OK to All to apply the same deletion options to all accounts.

  • Page 45: Expiring A Groupwise Account

    Ensuring that a User’s Library Documents Remain Accessible When you delete a user’s GroupWise account, GroupWise does not delete any library documents to which the user has Author or Creator status. These documents remain in the library as “orphaned” documents, meaning that no one can access the documents. If you or other users need access to the documents, you have the following choices: Rather than deleting the user, change the user’s GroupWise mailbox password so that he or she can’t log in.

  • Page 46: 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 47 3 To change the date in the Expired As Of field, click View Date. 4 Click the calendar icon, select the desired date and time, then click OK. For example, in the dialog box shown above, the current date is 1/18/2009 (January 1, 2009). To see what accounts will expire by June 30, 2009, you would change the Expired As Of date to 6/30/2009.
  • Page 48 3 In the Expiration Date field, deselect the Enable check box to turn off the option. 4 Click OK. 258 GroupWise 8 Administration Guide...

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