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
- Log on to the service as an administrator.
- If your account also has the
User role, click .
- In the System Settings section
of the navigation pane, click IBM SmartCloud Notes.
- In the Provisioning section of the SmartCloud Notes Administration
window, click User Provisioning.
Note: Do
not click User Provisioning with Mail File Transfer.
- 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.
- 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.
- Click Provision Selected.
- 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
fieldsSubscription 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. |
- Select an optional extension forms
file for the web client and a mail template for the IBM Notes client:
- 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.
- 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.
- Click Next.
- 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.
- 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.
- 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.
- 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.