Provisioning users with new mail files

This procedure adds an IBM SmartCloud® Notes® subscription to a user account and creates a new mail file for the user on a mail server in the cloud. You can also add optional subscriptions purchased by your company.

Before you begin

Your company might purchase a bundled subscription that allows you to enable services independently. For example, you might be able to enable Connections and Meetings services for users before you enable the IBM SmartCloud Notes (Email) service. To enable other services separately, create the user accounts through the IBM Connections™ Cloud User Accounts page. When you complete the procedure in this topic, all bundled services are enabled.

About this task

If your on-premises environment includes delegates who manage mail for other users, consider provisioning the delegates first. After delegates are provisioned, they can manage mail for both service users and on-premises users whose mail files are still on company servers. Users whose mail files are on company servers cannot manage the mail of a service user.

The first step in provisioning users is searching the service directory for the names of the users that you want to provision. To provision users, you select their names from the search results. If you are provisioning many users, it is likely that you will repeat this search-then-provision step.

As an alternative to this procedure, you can use the Connections Cloud integration server to provision many users at once.

Note: If you are transferring mail files to the service during user provisioning, do not perform this procedure. Instead, refer to the procedure Provisioning users and mail files.

Procedure

  1. Log on to the service as an administrator.
  2. If your account also has the User role, click Admin > Manage Organization.
  3. In the System Settings section of the navigation pane, click IBM SmartCloud Notes.
  4. In the Provisioning section of the SmartCloud Notes Administration window, click User Provisioning.
    Note: Do not click User Provisioning with Mail File Transfer.
  5. Display the names of the users to provision. In the Search box, type the beginning characters of any of the following user values:
    • Distinguished name, for example, Samantha Daryn/Renovations.
    • Internet email address, for example, sdaryn@renovations.
    • Last name, for example, Daryn.
    A "starts with" search matches values for names that begin with letters you specify. It does not include results where the specified letters are simply included in the name. For example, the results of a search on ma might include masmith@renovations and Kristin MacGyver, but would not include tamado@renovations. Search results can include a maximum of 1000 names. You cannot use the wildcard character (*) when you search.
  6. Select one user or multiple users to whom you want to assign the same subscription settings. Optionally, search again and select additional names. The previously selected names remain selected.
  7. Click Provision Selected.
  8. In the Provisioning Options window, select subscriptions for the user. You must select a SmartCloud Notes subscription. Other optional subscriptions may be available. When you are done, click Next.
    Table 1. Subscription fields
    Subscription field Description
    Mail Select a SmartCloud Notes subscription. Alternatively, select a bundled subscription, if available.
    Collaboration If available, optionally select a collaboration subscription . Alternatively, select a bundled subscription, if available.
    Bundled If available, select a bundled subscription that includes both a SmartCloud Notes subscription and a collaboration subscription.
    Other If available, optionally select add-on subscriptions.
  9. Select an optional extension forms file for the web client and a mail template for the IBM Notes client:
    1. Optional: If an extension forms file is available for your company, you see the Select Extension Forms File option. To apply an extension forms file to web clients, select a forms file.

      An extension forms files provides a customized experience for the web client. Extension form files are available only if your company implements them.

    2. In the Select Mail Template section, the default mail template is selected. If you want to apply a different template to the user mail files, click Select next to the template name.
      • If the Notes client is used, select a template version that is compatible with the Notes client version that is used. Click Next to scroll through the list of available templates until you find the correct one.
      • If the Notes client is not used, select the latest template version in the language that you want to use.
      • To see only custom mail templates developed for your company, click Hide Standard Mail Templates. If you select a custom mail file template, after provisioning is complete, the design of the Inbox folder is applied to any custom mail folders created by your company.
    3. Click Next.
  10. In the Provide an initial password section, provide a temporary password that complies with the requirements that are shown.

    Users provide this password when they log in to the service for the first time with a web browser. After logging in, they are prompted to create new passwords. This password is a different password than the one associated with a Notes client ID file or any on-premises HTTP password.

    If users you are provisioning already use the service through another subscription, they continue to use their current passwords, and do not use this password.

    If your company uses federated identity management, users do not provide this password. Instead, they use the Use My Organization's Login page to provide a password that allows them to authenticate using a company security application.

  11. Click Next and review your selections. Note the password that is shown in the Initial Password field because you must provide it to each user who is new to the service.
  12. Click Confirm to open the User Provisioning Requests page. Review the list of users again, and when you are ready to provision them, click Request Provisioning.
    • As users are added to the provisioning queue, the User Provisioning Requests page removes their names from the list.
    • The page shows the percentage of requests that are complete because they are added to the provisioning queue and the number that remain to be processed.
    • The names of any users who cannot be added to the provisioning queue are listed with error messages. Resolve errors and repeat the steps to provision the users. Missing user Internet addresses and directory synchronization problems are examples of errors that can prevent a user from being added to the provisioning queue.

    To cancel provisioning of any users that are not yet processed, click Cancel.

  13. When the provisioning request is complete, click Return to User Provisioning.

What to do next

After users are successfully added to the provisioning queue, check user provisioning status to determine when provisioning is complete or if any provisioning errors occur.

When users are listed in the Provisioning Status page as Done and in the Pending state, help users get started with the service.