Novell GROUPWISE 8 - USERS User manual

Users

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Users

Chapter 13, “Creating GroupWise Accounts,” on page 213

Chapter 14, “Managing GroupWise Accounts and Users,” on page 227

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Creating GroupWise Accounts

213

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Creating GroupWise Accounts

For users to be able to use GroupWise®, you must give them GroupWise accounts. A GroupWise

account defines the user in the GroupWise system by providing the user with a GroupWise user ID

and GroupWise mailbox.

You can give GroupWise accounts to Novell®eDirectoryTM users during or after their creation in

eDirectory. You can also give GroupWise accounts to users who do not have eDirectory accounts.

Refer to the following sections for details:

Section 13.1, “Establishing a Default Password for All New GroupWise Accounts,” on

page 213

Section 13.2, “Creating GroupWise Accounts for eDirectory Users,” on page 214

Section 13.3, “Creating GroupWise Accounts for Non-eDirectory Users,” on page 224

Section 13.4, “Educating Your New Users,” on page 225

13.1 Establishing a Default Password for All New

GroupWise Accounts

To save time and energy when you are creating new GroupWise accounts, you can establish a

default password to use for all new accounts.

1In ConsoleOne®, click To ols > GroupWise System Operations > System Preferences > Default

Password.

2Type the password you want to use as the default, then click OK.

3Explain to users how to set their own passwords in the GroupWise client, as described in:

“Assigning a Password to Your Mailbox” in the GroupWise 8 Windows Client User Guide

“Assigning a Password to Your Mailbox” in the GroupWise 8 Linux/Mac Client User

Guide

“Changing Your Password” in the GroupWise 8 WebAccess Client User Guide

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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. It provides the most flexibility in creating a user’s

GroupWise account.

Creating Multiple GroupWise Accounts: You can create GroupWise accounts for multiple

eDirectory users by editing the membership information on a Post Office object. This method

allows you to quickly add multiple users to the same post office at one time. However, you

cannot select the user’s GroupWise user ID; instead, the user’s eDirectory username is

automatically used as his or her GroupWise user ID. In addition, to configure other optional

GroupWise information for a user, you need to modify each User object.

Using a Template to Create GroupWise Accounts: You can create a template to apply to new

eDirectory User objects you create. The template can be configured to automatically assign the

user to a post office.

Creating GroupWise Accounts by Importing Users: You can import information from ASCII-

delimited text files.

13.2.1 Creating a Single GroupWise Account

To create a GroupWise account for an eDirectory user:

1In ConsoleOne, right-click the User object, then click Properties.

2Click GroupWise > Account to display the Account page.

3Fill in the following fields:

Creating GroupWise Accounts 215

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Post Office: Select the post office where you want the user’s mailbox created.

Mailbox ID: The mailbox ID (also referred to as the GroupWise user ID or username) defaults

to the eDirectory username. You can change it if necessary.

Do not use any of the following invalid characters in the mailbox ID:

4Click Apply to create the account.

You must create the account by clicking Apply (or OK) before you can modify any of the other

fields, including the GroupWise password.

5If desired, modify any of the following optional fields:

Visibility: Select the level at which you want the user to be visible in the Address Book.

System enables the user to be visible to all users in your GroupWise system. Domain enables

the user to be visible to all users in the same domain as the user. Post Office enables the user to

be visible to all users on the same post office as the user. Setting the visibility level to None

means that no users can see the user in the Address Book. However, even if the user is not

displayed in the Address Book, other users can send messages to the user by typing the user’s

ID (mailbox ID) in a message’s To field.

External Sync Override: This option applies only if your GroupWise system links to and

synchronizes with an external system, as described in “Connecting to Other GroupWise

Systems” in the GroupWise 8 Multi-System Administration Guide.

Synchronize According to Visibility: The user information is synchronized to external

systems only if visibility is set to System.

Synchronize Regardless of Visibility: The user information is synchronized to external

systems regardless of the object visibility.

Don’t Synchronize Regardless of Visibility The user information is not synchronized to

external systems.

Account ID: This option applies only if you have a GroupWise gateway that supports

accounting. 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.

Expiration Date: If you want the user’s GroupWise account to no longer work after a certain

date, specify the expiration date. This date applies to the user’s GroupWise account only; it is

independent of the eDirectory account expiration date (User object > Restrictions > Login

Restrictions). For more information, see Section 14.10.2, “Expiring a GroupWise Account,” on

page 255.

ASCII characters 0-31 Comma ,

Asterisk * Double quote “

At sign @ Extended ASCII characters that are graphical or typographical

symbols; accented characters in the extended range can be used

Backslash \ Parentheses ( )

Braces { } Period .

Colon :

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Gateway Access: This option applies only if you have GroupWise gateways that support

access restrictions. For more information, see your GroupWise gateway documentation (http://

www.novell.com/documentation/gwgateways).

Disable Logins: Select this option to prevent the user from accessing his or her GroupWise

mailbox. For more information, see Section 14.9, “Disabling and Enabling GroupWise

Accounts,” on page 252.

LDAP Authentication: This option applies only if you are using LDAP to authenticate users

to GroupWise, as described in 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. If so, this field indicates the location where the user’s mailbox is being backed up. For

details, see Chapter 32, “Restoring GroupWise Databases from Backup,” on page 427.

View Client Options: Click View Client Options as a convenient shortcut for Tools >

GroupWise Utilities > Client Options in order to modify client options for the currently

selected user. For more information, see Chapter 69, “Setting Defaults for the GroupWise

Client Options,” on page 1085.

Change GroupWise Password: Click this option to assign a password to the user’s

GroupWise account or change the current password. The user is prompted for this password

each time he or she logs in to GroupWise.

To be able to skip this option by setting a default password, see Section 13.1, “Establishing a

Default Password for All New GroupWise Accounts,” on page 213.

Delete GroupWise Account: Click this option to delete the user’s GroupWise account. This

includes the user’s mailbox and all items in the mailbox. The user’s eDirectory account is not

affected. For more information, see Section 14.10, “Removing GroupWise Accounts,” on

page 253

E-Mail Address: Displays the default e-mail address for the user. Click the drop-down list to

specify a custom e-mail address.

GroupWise Resource objects and Distribution List objects have this field on their Identification

page. User objects have this GroupWise field on their General page along with other eDirectory

user information.

6Click Apply to save the changes.

7Click GroupWise > General > Identification to display the user’s current eDirectory

information.

This information appears in the GroupWise Address Book, as described in Chapter 6,

“GroupWise Address Book,” on page 91. If you keep private information in the Description

field of the User object, you can prevent this information from appearing the GroupWise

Address Book. See Section 6.1.6, “Preventing the User Description Field from Displaying in

the Address Book,” on page 96.

8Make sure that the user’s eDirectory information is current, then click OK.

13.2.2 Creating Multiple GroupWise Accounts

If you have multiple eDirectory users who will have GroupWise accounts on the same post office,

you can use the Post Office object’s Membership page to quickly add the users and create their

accounts. Each user’s GroupWise user ID will be the same as his or her eDirectory username.

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To create GroupWise accounts for multiple eDirectory users:

1In ConsoleOne, right-click the Post Office object, then click Properties.

2Click GroupWise > Membership to display the Membership page.

3Click 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:

4Repeat Step 3 to create additional GroupWise accounts in the post office.

ASCII characters 0-31 Comma ,

Asterisk * Double quote “

At sign @ Extended ASCII characters that are graphical or typographical

symbols; accented characters in the extended range can be used

Backslash \ Parentheses ( )

Braces { } Period .

Colon :

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5When 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. However, you cannot use a Template object to give GroupWise properties to existing

eDirectory users.

The steps to create a template with GroupWise properties include assigning the post office and

setting up directory rights. Because a user can have membership in only one post office, a different

template should be created for each existing post office. Further, for each post office, a template can

be created for different categories of users, such as secretarial, accounting, administrative, human

resources, development, sales, and manufacturing.

After one template has been created with eDirectory properties and post office directory rights, you

can use it to quickly create templates for subsequent post offices.

“Creating a Template” on page 218

“Creating a User Account from a Template” on page 219

Creating a Template

1In ConsoleOne, right-click the Organizational Unit object where you want to create the

Template object, then click New > Object to display the New Object dialog box.

Templates should be placed in the same organizational unit where they will be used because the

browser first lists any templates in the current context. The template also inherits rights from

the container the template is created in, further simplifying its setup.

2In the Class list, select Template, then click OK to display the New Template dialog box.

3Specify a name that describes the purpose for which the template will be used.

4If you want to base the template on another Template or User object, select Use Template or

User, then browse to and select the desired Template or User object.

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5Select Define Additional Properties.

6Click Create to display the properties pages for the Template object.

7Click GroupWise > Information.

8Fill in the following fields:

Post Office: Select the post office the user will be assigned to.

Visibility: Select the level at which the user will be visible in the Address Book. System

enables the user to be visible to all users in your GroupWise system. Domain enables the user

to be visible to all users in the same domain as the user. Post Office enables the user to be

visible to all users on the same post office as the user. Setting the visibility level to None means

that no users can see the user in the Address Book. However, even if the user is not displayed in

the Address Book, other users can send messages to the user by typing the user’s ID (mailbox

ID) in a message’s To field.

Account ID: This field supports accounting for GroupWise gateways. For more information

about gateway accounting, see your gateway documentation.

Expiration Date: Use this to set a date when the user’s account will expire. The user cannot

access the account after that date. For more information, see Section 14.10.2, “Expiring a

GroupWise Account,” on page 255.

Gateway Access: This is used to grant or restrict access to some GroupWise gateways. See

your GroupWise gateway documentation (http://www.novell.com/documentation/gwgateways)

to determine if this field applies.

9Modify information on any of the other tabs to configure the template, then click OK to save

the template changes.

Creating a User Account from a Template

1In ConsoleOne, right-click the container where you want to create a new eDirectory user, then

click New > User.

2Specify a Name, Surname, and Unique ID (all three are required).

3Select Use Template, then browse to and select the template you want applied to this user.

4Modify any of the other options you want.

5Click OK to create the user’s eDirectory and GroupWise accounts.

13.2.4 Creating GroupWise Accounts by Importing Users

You can use the GroupWise Import utility to quickly create multiple GroupWise users. The Import

utility reads an 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.

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IMPORTANT: The Import/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. 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 220

“Using the Export Utility” on page 222

NOTE: The Import/Export utility is not available for use on Linux.

Using the Import Utility

In order to import objects into GroupWise, the following conditions must be met:

You must create an ASCII-delimited text file by using the GroupWise Export utility or another

export utility.

The destination context for each eDirectory object must already exist. The GroupWise Import

utility supports creating organizational units. If a large portion of a tree needs to be

reconstructed to support the objects, you can import organizational units before importing the

objects.

To import objects into GroupWise:

1In ConsoleOne, select the eDirectory tree to which the objects will be imported, then click

Tools > GroupWise Utilities > Import to display the GroupWise Import dialog box.

2If you have previously defined and saved a configuration file, click Load to fill in the fields

from the configuration files, then click Run to perform the import.

Fill in the fields in the Import Dialog box.

NDS/GroupWise Class: Select this option to import objects belonging to an eDirectory class

or to a GroupWise-related eDirectory class. Choose the class from the list.

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