Provisioning users and mail files

If you transfer mail files to the service with help from a transfer manager who uses OPT and OTT, the transfer manager imports batches of users and mail files into the service. After a batch of users is imported, you can provision the users for IBM SmartCloud® Notes®.

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. Click User Provisioning with Mail File Transfer.

   A Control Document created by the transfer manager, who has the Data Transfer Manager role, is shown for each batch of users. Each Control Document shows the status for that batch of users. When all provisioning of users in a batch is either completed or cancelled, the Control Document shows the status Complete.

5. When any Control document shows the status Ready, click the Users tab to see a list of user names that are ready to be provisioned.
   Note: Each user's Internet mail address is shown. If a user is new to IBM Connections Cloud, the address is also the identity used to log in to the service from a browser at http://www.ibmcloud.com/social. If a user already has another Connections Cloud subscription, the log in identity is the current value of the Email field in the Account Login tab of the Connections Cloud user account.
6. Select one or more users whose status shows Ready to Provision
   Note: If a user status shows Error, work with your transfer manager to resolve the problem, and then wait for the status to change to Ready to Provision.
7. Optional: Click Provisioning Estimate to see an estimate of the time it will take to provision the selected users. The estimate is based on the size of the mail files in this request and on the number of requests in the queue.
8. Click Provision Selected.
9. 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.

10. 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.
11. 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.

12. 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.
13. 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.