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iPlanet Delegated Administrator 4.5 Deployment and Customization Guide



Chapter 9   Organization Administrators


This document provides step-by-step instructions that an Organization Administrator will need on a day-to-day basis. The topics included in this document are:



Logging In

The user ID and password you use to log in determines your administrator role and determines which branches of the directory you have access to. There are two ways you can log in to Delegated Administrator.

  • If you are using the default Delegated Administrator tree, and you are using the sample data that shipped with the product, you can use the Start Page to help you get started. See "The Start Page" on page 43 for more information. Once you're familiar with the product and with your administrator role, you can bypass the Start Page you go directly to the Login window to log in.

  • If you have modified the Delegated Administrator tree, or you are not using the sample data that shipped with the product, you will not see the Start Page. You must log in using the Login window. See Using the Login Window for more information.


Using the Start Page

The Start Page was designed to provide all the information you need to quickly begin using Delegated Administrator with sample data and the default organization Siroe.com.

Note If you installed Delegated Administrator against an existing directory, this sample data was not automatically installed. Skip to the next section, Using the Login Window.


You can access the Start Page at any time by pointing a web browser to http://<host_name>:<port>/nda/start.html

You can use the Start Page to log in as any level of administrator named in the page. The user ID and password you use to log in determines your administrator role and determines which branches of the directory you have access to.


To start Delegated Administrator from the Start Page

  1. Point a browser to the URL for the Delegated Administrator host using the form http://<host:webserver_port>/nda/start.html.

Figure 9-1    The Start Page

  1. Click Login.

    In the Delegated Administrator Login window, using the information on the Start Page, enter an administrator's system user ID and password. For example, to log in as the Service Administrator, Chris Bolton, enter the following:

    User ID. chris

    Password. bolton

  2. Click Login.

    Delegated Administrator displays the administration page that is appropriate for the User ID you entered. By default, your Delegated Administrator session will time out after thirty minutes of inactivity.


Using the Login Window

If you want to bypass the Start Page, or if the Start Page is not available to you, you can start Delegated Administrator and go directly to the Login window in one step.


To Start Delegated Administrator and Log In:

  1. Point a browser to the URL for the Delegated Administrator host. Example:

    http://<host_name>:<port>/nda/default/en/login.html

  2. In the Login window, enter your system user ID and password.

  3. Click Login.

    Delegated Administrator displays the administration page that is appropriate for your administrator role. By default, your Delegated Administrator session will time out after thirty minutes of inactivity.



The Organization Administration Page

The Organization administrator page provides access to all features and functions you're allowed to access. Figure 9-2 Figure 9-2 provides a quick tour of the page.

Figure 9-2    The Organization administration page.


Using the Location Bar

The Location Bar indicates you where you are in the directory tree. The last object listed indicates the object that is managed by the administration page. Objects are also represented by the following icons:



Base suffix. There is only one base suffix. This icon represents the top level of the Delegated Administrator tree.



Organization. This icon represents an organization or suborganization.



Group. This icon represents a group or subgroup.

To navigate to the administration page for a different organization or group, click its name or icon in the Location Bar.


Note

Do not use the Back and Forward buttons in your browser to navigate to administration pages in Delegated Administrator. If you use the Back and Forward buttons in your browser, the Location Bar will not properly display your location in the Delegated Administrator tree.



Using the Search Feature

You'll see two forms of the Search feature, but they work similarly. Figure 9-3 illustrates the Search feature embedded in the Items tab. Use the Search feature in the Items tab when you want to navigate further down in the tree, or when you want to edit or delete a user, group, or organization. Figure 9-4 shows a discrete Search window invoked when performing a task such as adding a new administrator from within the Properties Tab.

Figure 9-3    The Search feature embedded in the Items tab.


To Locate a Directory Object From the Items Tab

  1. Enter the following search criteria:

    Search for. Use the drop-down list to indicate whether you're searching for an organization, group, user, or mail list.

    Name. Enter the name of the directory object. Use the drop-down list to narrow your search criteria.

    Include Nested Organizations. If you want to search recursively through all suborganizations under the selected organization, select this option.

    Number of Items to Find. Enter the number of search results you want to see displayed. The default is 5, but you can enter a number up to 150.

  2. Once you locate a user, group, or organization in the results list, do one of the following:

    • Click the object's name to view and edit its settings or properties.

    • Choose an action from the corresponding Action drop-down list.


To Locate a User Using a Search Window

A Search window is automatically displayed when you want to add an existing user to a group.

Figure 9-4    A Search window is invoked when adding an administrator to a group.

  1. Enter one or more of the following, using the drop-down lists to narrow your search criteria.

    User ID. Enter the user's system user ID as assigned by a network administrator.

    First Name. Enter the user's given name as it appears in official records.

    Last name. Enter the user's surname as it appears in official records.
    Note If you do not enter information in any of these fields, Delegated Administrator will generate a list of all user entries within the level, organization, or group you've selected. If there are more than 5000 users within this scope, the search could take a long time.


    Display no more than. Enter the number of search results you want to see displayed. The default is 5, but you can enter a number up to 150.

  2. Click Search.

    Delegated Administrator generates a list of users within your scope of responsibility that match the criteria you've specified.


Exceeding the Search Results Size Limit

If you see the message regarding size limit (see Figure 9-5), the search operation found more results than the number you specified above, and cannot display all the results. When this happens, you can either enter a greater number in the Display no more than.... field above, or you can enter more specific search criteria and begin the search again.

Figure 9-5    Size limit message.



Managing Organizations


As an Organization Administrator, you can create and manage organizations, groups, user accounts, and mail lists. Use the Search feature to locate the organization you want to manage, and then navigate to its administration page.


Creating a New Organization

Create a new organization when you want to manage a large number of user accounts in one container in the directory. You can create an organization at the top level of the Delegated Administrator tree; you can create an organization within another organization. You cannot create an organization within a group. When you create a new organization, the new organization is located one level down in the directory. For example, see Figure 9-6. A company creates two levels of organizations. At the top level, a Top-level administrator creates two organizations, Hosted Company A and Hosted Company B. These are peer organizations because they are created at the same level in the directory tree. Under Hosted Company B, an Organization Administrator creates three new organizations, one level down in the directory: Eastern Region, Western Region, and Central Region. Each contains a separate People container.

Figure 9-6    Peer organizations.


Limiting the Number of Objects in an Organization

You can limit the number of suborganizations, groups, or user accounts that may be included in the new organization. Limits are useful for two reasons. First, they optimize Delegated Administrator performance. Searches performed on organizations with fewer than 5000 users, or fewer than 50 suborganizations, take less time to process.

Secondly, limits can help you comply with parameters set by your company. For example, the Siroe company's fee structure is based on the number of users in an organization; organizations with more than 5000 users are charged more for service than organizations with fewer than 5000 users. When creating new organizations, the Siroe administrator limits the number of organizations to 5000.


To Create a New Organization

  1. In the Organization administration page, in the task bar, click the New Organization icon.

  2. In the Create Organization window, enter the following:

    Organization name. Enter a name as you want it to appear in your company's official records. The name can include spaces and numbers.

    Suborganization limit. Enter the maximum number of suborganizations allowed in the organization.

    Group limit. Enter the maximum number of groups allowed in the organization.

    Mail list. Enter the maximum number of mail lists allowed in the organization.

    User account limit. Enter the maximum number of user accounts allowed in the organization.

  3. Click OK.

  4. In the Status window, click Continue.

    The new organization is created one level down in the directory tree.


To Edit Organization Limits

  1. Navigate to the top-level or organization administration page under which the organization was created.

  2. Use the Search feature to generate a list of organizations.

  3. In the Search results, in the right pane, click the name of the organization you want to edit.

  4. In the Organization administration page, click Properties.

  5. In the Properties tab, modify the following as necessary:

    Suborganizations. Indicates the number of suborganizations that currently exist under the organization.

    Suborganization limit. Enter the maximum number of suborganizations allowed in the organization.

    Groups. Indicates the number of groups that currently exist under the organization.

    Group limit.Enter the maximum number of groups allowed in the organization.

    User accounts.Indicates the number of user accounts that currently exist under the organization.

    User account limit. Enter the maximum number of user accounts allowed in the organization.

    Mail lists. Indicates the number of mail lists that currently exist under the organization.

    Mail list limit. Enter the maximum number of mail lists allowed in the organization.

  6. Click Save.


Creating a Suborganization

When you create an organization within another organization, the new object is called a suborganization.


To Create a Suborganization

  1. Navigate to the administration page of the organization under which the suborganization will be created.

  2. In the organization administration page, in the task bar, click the New Organization icon.

  3. In the Create Organization window, enter the following:

    Organization name. Enter a name as you want it to appear in your company's official records. The name can include spaces and numbers.

    Suborganization limit. Enter the maximum number of suborganizations allowed in the organization.

    Group limit. Enter the maximum number of groups allowed in the organization.

    User account limit. Enter the maximum number of user accounts allowed in the organization.

  4. Click OK.

  5. In the Status window, click Continue.


Adding Organization Administrators

Add an existing user to the Organization Administrators group if you want the user to share the administration duties at the organization level. When you add a user to the Organization Administrators group, you extend to that user all the access privileges accorded the group.


To Add an Organization Administrator

  1. Navigate to the organization under which the Organization Administrators group is located.

  2. In the Organization administration page, click the Properties tab.

  3. In the Properties tab, click the Add button beside the list of Organization Administrators.

  4. In the Add Existing User window, use the Search feature to locate and select the user you want to add to the Organization Administrator's group.

  5. In the UserID column, click the user you want to add to the Organization Administrators group.

  6. In the Status window, click Continue.

The user is added to the Organization Administrators group, and now has all access privileges accorded this group. The administrator's user ID is displayed in the Organization Administrators list.


Removing Organization Administrators

When you remove a member of the Organization Administrators group, that user no longer has access privileges accorded to the group. The user's account is not deleted from the user directory.


To Remove a Organization Administrator

  1. Navigate to the organization under which the Organization Administrators group is located.

  2. In the organization administrator page, click the Properties tab.

  3. In the Properties tab, in the Organization Administrators list, click the user ID of the administrator you want to remove.

  4. Click the Remove button beside the Organization Administrators list.

  5. In the Status window, click Continue.

The user is removed from the Organization Administrators list, and no longer has the access privileges accorded this group.


Adding Organization Help Desk Administrators

Add an existing user to the Organization Help Desk Administrators group if you want the user to be able to modify the passwords of other users in the organization. When you add a user to the Organization Help Desk Administrators group, you extend to that user all the access privileges accorded the group. Help Desk Administrators, by default, can modify only user passwords within their scope of access.


To Add a Organization Help Desk Administrator

  1. In the Organization administration page, click the Properties tab.

  2. In the Properties tab, click the Add button beside the list of Organization Help Desk Administrators.

  3. In the Add Existing User window, use the Search feature to locate and select the user you want to add to the Organization Help Desk Administrator's group.

  4. In the UserID column, click the user you want to add to the Organization Help Desk Administrators group.

  5. In the Status window, click Continue.

The user is added to the Organization Help Desk Administrators group, and now has all access privileges accorded this group. The administrator's user ID is displayed in the Organization Help Desk Administrators list.


Removing Organization Help Desk Administrators

When you remove a member of the Organization Help Desk Administrators group, that user no longer has access privileges accorded to the group. The user's account is not deleted from the user directory.


To Remove a Organization Help Desk Administrator

  1. Navigate to the organization under which the user is located.

  2. In the organization administration page, click the Properties tab.

  3. In the Properties tab, in the Organization Help Desk Administrators list, click the user ID of the administrator you want to remove.

  4. Click the Remove button beside the Organization Help Desk Administrators list.

  5. In the Status window, click Continue.

The user is removed from the Organization Help Desk Administrators list, and no longer has the access privileges accorded this group.


Deleting an Organization

When you delete an organization, its entry is deleted from the directory.


To Delete an Organization

  1. Navigate to the organization administration page that manages the organization you want to delete.

  2. Use the Search feature to locate the organization you want to delete.

  3. In the Search results list, in the right pane, find the organization you want to edit, and then from its drop-down list, choose Delete.

  4. When you see the confirmation message, click OK.



Managing Groups

As a Organization administrator, you can also perform any task that a Group administrator can perform.


Creating a New Group

Create a new group when you want to associate a number of users under one name. For example, in the Siroe company, all Sales employees are considered members of the Sales Department even though their user accounts might be stored in other parts of the organization. You can create a group within an organization; you can create a group within another group. You cannot create a new group at the top level of the Delegated Administrator tree.


Limiting the Number of Objects in an Group

You can limit the number of groups, or user accounts that may be included in the new groups. Limits are useful for two reasons. First, they optimize Delegated Administrator performance. Searches performed on groups with fewer users take less time to process.

Secondly, limits can help you comply with parameters set by your company. For example, the Siroe company's fee structure is based on the number of users in an group; groups with more than 5000 users are charged more for service than groups with fewer than 5000 users. When creating new groups, the Siroe administrator limits the number of users to 5000.


To Create a New Group

  1. Navigate to the administration page for the organization in which the group will be created.

  2. In the organization administration page, in the task bar, click New Group.

  3. In the Create Group window, enter the following:

    Group name. Enter a name as you want it to appear in your company's official records. The name can include spaces and numbers.

    Nested group limit. Enter the maximum number of subgroups allowed in the group.

    User account limit. Enter the maximum number of user accounts allowed in the group.

  4. Click OK.

  5. In the Status window, click Continue.


To Edit Group Limits

  1. Navigate to the organization administration page that manages the group you want to edit.

  2. In the organization administration page, use the Search feature to generate a list of groups within the organization.

  3. In the Search results, in the right pane, locate the group you want to edit, and then use its drop-down list to choose Edit.

  4. Modify the following as necessary:

    Nested groups. Indicates the number of subgroups that currently exist under the group.

    Nested group limit. Enter the maximum number of subgroups allowed in the group.

    User accounts. Indicates the number of user accounts that currently exist under the group.

    User account limit. Enter the maximum number of user accounts allowed in the group.

  5. Click Save.


Creating a Subgroup

When you create a group within another group, the new object is called a subgroup. Create a subgroup when you want to associate a number of users under one name.

  1. Navigate to the administration page for the group in which the subgroup will be created.

  2. In the group administration page, in the task bar, click New Group.

  3. In the Create Group window, enter the following:

    Group name. Enter a name as you want it to appear in your company's official records. The name can include spaces and numbers.

    Nested group limit. Enter the maximum number of subgroups allowed within the subgroup.

    User account limit. Enter the maximum number of user accounts allowed in the subgroup.

  4. Click OK.

  5. In the Status window, click Continue.


Adding a User to a Group

Group administrators add users to groups in one of two ways: by adding a new user to the group, or by adding an existing user to a group.


To Add an Existing User to a Group

  1. Navigate to the administration page for the organization under which the group was created.

  2. Use the Search feature to locate and select the group to which the user will belong.

  3. In the group administration page, in the task bar, click Add Existing User.

  4. In the "Search for user to add as Group Member" window, locate and click the User ID of the user you want to add to the group.

  5. Click OK.


To add a New User to a Group

  1. Navigate to the administration page for the organization under which the group was created.

  2. Use the Search feature to locate and select the group to which the new user will belong.

  3. In the group administration page, in the task bar, click New User.

  4. In the New User window, click Basic Account Information. Skip to step 3 of To Create a New User Account in the section "Managing User Accounts."


Adding Group Administrators

Add an existing user to the Group Administrators list if you want the user to be able to create new groups or modify the user accounts within a group. When you add a user to the Group Administrators list, you extend to that user all the access privileges accorded the group. Group Administrators, by default, can modify most information in the User Account Information window.


To Add a Group Administrator

  1. In the organization administration page, under the Items tab, search for the group to which the new Group Administrator will belong.

  2. In the Properties tab, click the Add button beside the list of Group Administrators.

  3. In the Add Existing User window, use the Search feature to locate and select the user you want to add to the Group Administrators list.

  4. In the UserID column, click the user you want to add to the Group Administrators list.

  5. In the Status window, click Continue.

The user is added to the Group Administrators list, and now has all access privileges accorded this group. The administrator's User ID is displayed in the Organization Administrators list.


Removing Group Administrators

When you remove a member of the Group Administrators group, that user no longer has access privileges accorded to the group. The user's account is not deleted from the user directory.


To Remove a Group Administrator

  1. In the Organization administration page, under the Items tab, search for the group to which the Group Administrator belongs.

  2. In the Properties tab, in the Group Administrators list, click the UserID of the administrator you want to remove.

  3. Click the Remove button beside the Group Administrators list.

  4. In the Status window, click Continue.

The user is removed from the Group Administrators list, and no longer has the access privileges accorded this group.


Removing a User from a Group

When you remove a user from a group, the individual's user ID is no longer associated with the group; the user entry remains in the directory. This is not the same as deleting a user account. When you delete a user account, the individual's entry is deleted from the user directory. (See Deleting a User Account.)


To Remove a User from a Group

  1. Navigate to the administration page for the organization under which the group was created.

  2. Use the Search feature to generate a list of groups within the organization.

  3. In the Search results, in the right pane, locate the name of the user you want to remove, and then use its drop-down list to choose Remove.

  4. When you see the confirmation message, click OK.


Deleting a Group

When you delete a group, its entry is deleted from the user directory.


To Delete a Group

  1. Navigate to the organization or group administration page that manages the group.

  2. Use the Search feature to generate a list of groups within the organization or group.

  3. In the Search results, in the left pane, locate the group you want to delete, and then use its drop-down list to choose Delete.



Managing User Accounts

As an Organization administrator, you can create user accounts at the organization or the group level.


Creating a New User Account

Create a new account when you want to add a user to the directory.


To Create a New User Account

  1. Navigate to administration page for the organization or group to which the user will belong.

  2. In organization or group administration page task bar, click New User.

  3. In the New User window, in the Basic Account Information pane, enter the following required information:

    Login ID. Enter the user's system user ID as assigned by a network administrator.

    First name. Enter the user's given name as it appears on official company records.

    Last name. Enter the user's surname as it appears in company records.

    Password. Enter the user's password.

    Confirm password. Enter the user's password again to confirm it.

    Organization. Enter the published name of the organization the user belongs to. Example: Sales Department.

    Title. Enter the user's job title as it appears on official company records. Example: Sales Associate.

    Manager. Enter the distinguished name (DN) of the user's manager. Example: uid=doris, ou=People, o=Siroe, o=ISP.

    Email address. Enter the user's email address. Example: ginac@siroe.com.

    Telephone number. Enter the user's phone number as it appears in company records. Example: 454-555-4444.

    Fax number. Enter the user's fax number as it appears in company records. Example: 454-555-4444.

    Mobile number. Enter the user's mobile or cell phone number as it appears in company records. Example: 454-555-4444.

    Pager number. Enter the user's pager number as it appears in company records. Example: 454-555-4444.

    Mailing address. Enter a street address where the user can receive print mail or packages. Example: 1234 Main Street, Anytown, AnyState.

    Web Page URL. Enter the URL for a web page that contains more information about the user. Example: http://www.siroe.com/sales/reps

    Description. Enter a word or phrase that describes the web page above. Example: Sales Reps.

    Preferred Language. Use the drop-down list to indicate the user's preferred language. Delegated Administrator will display the user interface localized for the preferred language. For example, the Siroe company has employees in Japan, and they have indicated they prefer to conduct business in Japanese. When the Siroe administrator sets this preference to Japanese for a user, Delegated Administrator displays the Japanese version of the user interface.

  4. If Class of Service is used, click it and enter the appropriate information.

  5. If Basic Mail Information is displayed, click it and then enter the following information:

    Mail host: Enter the Messaging Server host name. This is the machine hosting the Messaging Server that will process this user's mail. This must be the fully-qualified domain name (FQDN) known to the Messaging Server on that machine.

    Alternative email addresses: An alternate address is essentially an alias for the user's primary address. You can use this feature to:

    • Ensure proper delivery of frequently misspelled addresses (such as "Smith" as an alias for "Smithy").

    • Enable host name hiding in outgoing mail headers. To do so, supply an alternate address that includes the host name and do not include the host name in the primary email address (see step 3).

    • You can specify any number of alternate addresses for a particular user, as long as each address is unique. Messages that arrive for any of these aliases are directed to the primary address.

    Access domains: Lists the access domains from which the user can retrieve mail.
    Note If no access domains are specified in the Access domain field, the user can retrieve mail from any domain.


    To add an access domain:

    1. Click Add (next to the Access domains field) to open the Set Domain window, and then enter either a regular domain name or an IP address. You must enter only one access domain each time you open the Access Domain name window. If you specify a domain that does not exist, or enter none, you effectively block access for the user.

    2. Click OK.

    Allow following service(s): To enable mail services for a specific type of server, select one or more of the available options: IMAP, POP, and HTTP. Netscape Messaging Server supports the Post Office Protocol 3 (POP3), the Internet Mail Access Protocol 4 (IMAP4), and the HyperText Transfer Protocol (HTTP) for client access to mailboxes. IMAP and POP are both Internet-standard mailbox protocols. Messenger Express, a web-enabled electronic mail program, lets end users access their mailboxes using a browser running on an Internet-connected computer system using HTTP.

    Can Create E-mail Lists? This option applies only to Group administrators and individual users. All higher-level administrators, by default, have full mail list privileges regardless of whether this option is selected for them. When you select this option for a Group administrator or individual user, the Manage Mail Lists option is displayed when the individual edits his own account information.

  6. If Mail Delivery Options is displayed, click it and then enter the following information:

    Deliver incoming messages to:

    POP3/IMAP4 mailbox. Select this option if you want to configure delivery and access to an individual user's POP or IMAP mailboxes.

    Message store name. Enter the name (nickname, not pathname) of the message store partition to which the user's incoming mail should be delivered, if other than the current default primary partition. The name must represent an existing partition. For information on the message store and instructions for creating partition nicknames, see the Messaging Server Administrator's Guide.

    Mailbox disk quota. Specify an allocated storage limit for this user. Enter a number in the field and select the appropriate unit (KB or MB). The disk quota or allocated storage limit you specify applies to this user alone.

    Unix mailbox. Select this option if you want messages to be delivered to the user's designated Unix mailbox. Unix delivery is available only to users whose Messaging Server runs on a Unix host machine.

    Process incoming messages through one or more programs:

    By default, incoming messages are put in the inbox of the mail account the message is addressed to. Accounts can be configured to perform various operations with the messages it receives. Examples include putting incoming messages in particular mail folders, forwarding them somewhere else, or generating an automatic response. For detailed information, see Chapter 12, "Program Delivery" in Netscape Messaging Server Administrator's Guide.

    Enable the following programs: If you want to specify a mechanism for forwarding messages to an external application for processing before delivery to the user, select this option. Then enter the external application command(s) to be used for processing this user's mail.

    Forward a copy of each message to: Enter another address instead of or in addition to the primary address for the user. This enables mail to automatically be forwarded to the specified address.

  7. Click OK.


To Edit a User Account

  1. Navigate to the administration page of the organization or group under which the user account was created.

  2. Use the Search feature to generate a list of user accounts within the organization or group.

  3. In the Search results, in the right pane, locate the user ID of the account you want to modify, and then use the drop-down list to choose Edit.

  4. Modify the user account information as necessary. See Creating a New User Account for detailed information about each of the fields in this window.

  5. Click OK.


Deleting a User Account

Before you can delete a user account, you must navigate to the administration page for the organization or group under which the user account was created. When you delete a user account, the individual's entry is deleted from the user directory.


To Delete a User Account

  1. Navigate to the administration page for the organization or group under which the user account was created.

  2. Use the Search feature to generate a list of users within the organization or group.

  3. In the Search results, in the right pane, locate the name of the user name for the account you want to delete, and then use its drop-down list to choose Delete.

  4. When you see the confirmation message, click OK.



My Account

When an end user logs in using their his ID and password, an administration page for the individual's user account is usually displayed. When you log in, however, because you belong to an administrator group, an administration page is displayed. The My Account icon allows you play the role of an end user and modify your own user account information.


To Modify Information in Your Own User Account

  1. Click My Account in the upper banner of any administration page.

  2. In the My Account window, click Account Information, and make changes as necessary:

    Login ID. Displays your system user ID as assigned by a network administrator.

    First name. Enter your given name as it appears on official company records.

    Last name. Enter your surname as it appears on official company records.

    Email addresses:

    Alternate Email Addresses. This field displays a list of your alternate email addresses, or aliases to the primary email address. Click Add to modify the information in this field. Then, in the Set Mail Address window, provide the following:

    • Enter an alternate address. This is essentially an alias for your primary address. For example, if a user's primary address is smythe@siore.com, he enters smith@siroe.com as an alternate address. This ensures that he will receive messages that are mistakenly addressed to "smith."

    • You can specify any number of alternate addresses, as long as each address is unique. Messages that arrive for any of these aliases are directed to the primary address.

    Access domains: Lists the access domains from which you can retrieve mail.
    Note If no access domains are specified in the Access domain field, the user can retrieve mail from any domain.


    To add an access domain:

    1. Click Add (next to the Access domains field) to open the Set Domain window, and then enter either a regular domain name or an IP address. You must enter only one access domain each time you open the Access Domain name window. If you specify a domain that does not exist, or enter none, you effectively block email access.

    2. Click OK.

    Quota. Enter a number to limit your own disk quotas. Disk quotas allow administrators to limit the amount of disk space allotted to each user. For detailed information, see Chapter 5, "Managing Messaging Store" in Netscape Messaging Server Administrator's Guide.

  3. If Class of Service is used, click it to modify its settings.

  4. To change your password, click Change Password, and then enter the following:

    Current Password. Enter the password you currently use to log into your network.

    New Password. Enter a password that is different from the current password.

    Retype New Password. Type the new password again to confirm it.

  5. To modify telephone and mail information, click Personal Information and then modify the following as necessary:

    Telephone number. Enter your phone number as it appears in company records. Example: 454-555-4444.

    Fax number. Enter your fax number as it appears in company records. Example: 454-555-4444.

    Mobile number. Enter your mobile or cell phone number as it appears in company records. Example: 454-555-4444.

    Pager number. Enter your pager number as it appears in company records. Example: 454-555-4444.

    Mailing address. Enter a street address where you can receive print mail or packages. Example: 1234 Main Street, Anytown, AnyState.

    Web Page URL. Enter the URL for a web page that contains more information about you. Example: http://www.siroe.com/sales/reps

    Description. Enter a description for the web page that contains more information about you.

    Preferred Language. Use the drop-down list to indicate your preferred language. Delegated Administrator will display the user interface localized for the preferred language. For example, the Siroe company has employees in Japan, and they have indicated they prefer to conduct business in Japanese. When the Siroe administrator sets this preference to Japanese for a user, Delegated Administrator displays the Japanese version of the user interface.

  6. If Mail Delivery Options is displayed, click it and then modify the following information as necessary:

    Deliver incoming messages to:

    POP3/IMAP4 mailbox. To enable mail delivery to regular POP3 or IMAP4 mailboxes, select this option.

    Unix mailbox. To allow messages to be delivered to a designated Unix mailbox, select this option. Unix delivery is available only to users whose Messaging Server runs on a Unix host machine.

    Process incoming messages through one or more programs:

    By default, incoming messages are put in the inbox of the mail account the message is addressed to. Accounts can be configured to perform various operations with the messages it receives. Examples include putting incoming messages in particular mail folders, forwarding them somewhere else, or generating an automatic response. For detailed information, see Chapter 12, "Program Delivery" in Netscape Messaging Server Administrator's Guide.

    Enable the following programs: If you want to specify a mechanism for forwarding messages to an external application for processing before delivery to you, select this option. Then enter the external application command(s) to be used for processing this user's mail

    Forward a copy of each message to: Enter another address instead of or in addition to your primary address. This enables mail to automatically be forwarded to the specified address.

  7. If Vacation Auto-Responder Rule is displayed, enter the following:

    Auto-responder mode. Use the drop-down list to select one of the following:

    • Off. Disables auto-reply.

    • Echo. An automatic reply is sent for each received message and the received message appended as a MIME attachment to the reply. If you select this mode, you can enter a reply message in the Message field.

    • Vacation. The first message received by you from a given sender generates an automatic response; subsequent messages from that sender do not generate a response. If you select this mode, use the Vacation start/ end date options and enter a reply message in the Reply text field.

    • Auto-reply. Every incoming message received by you generates the specified automatic response. (The received message is not attached to the reply.) If you select this mode, you can enter a reply message in the Message field.

    If you selected vacation mode, supply dates and times to determine when the auto-reply message should start and end:

    • Vacation Start Date. If your vacation begins immediately, choose Now. If you want to specify a date, choose Date and then use the drop-down lists to indicate the date.

    • Vacation Start Time. Enter the start time using the 24-hour format.

    • Vacation End Date. If you don't have a specific end date, choose Never. If you want to specify a date, choose Date and then use the drop-down lists to indicate the date.

    • Vacation End Time. Enter the end time using the 24-hour format.

    Message text. If you selected echo, vacation, or auto-reply mode, type a reply message to be returned to the sender. When the Vacation Auto-Responder is activated, Delegated Administrator will send the following default messages unless a specific text message is created:

    Echo mode:

    "This account has been configured to echo all mail, with no added text"

    Vacation:

    This person is currently on vacation.

    Auto-Reply:

    This account has been configured to reply to all mail, with no text.

  8. Click OK.



Modifying Configuration Information

As an Organization administrator, you have access permissions to modify the Delegated Administrator configuration in the directory. The configuration parameters effect the way the Delegated Administrator user interface is displayed, the information it captures, and the way it processes the information. Changing the configuration changes the way Delegated Administrator works for you. You'll find detailed information about modifying Delegated Administrator configuration in Chapter 11 of the Installation and Customization Guide.



Mail Lists


Mail lists make it possible for a user to send the same message to a number of users at one time. A mail list specifies the email addresses (users) that receive all messages sent to a single email address. For example, in the Siroe company, if you send one email to the address sales@Siroe.com, each employee in the Sales Department will receive the email.
Note You cannot use Delegated Administrator to manage mail lists unless Netscape Messaging Server 4.x is installed and properly configured. The following mail list features and functionality will not be available to you until a higher-level administrator enables them for you.



Mail List Owners

A mail list may have one or more owners assigned to it. The owner can perform all operations on the mail list including creating new mail lists and assigning owners. The owner can edit the properties of any mail list that he or she owns. If the owner is a properly authorized administrator or user, he or she can create mail lists and assign owners to the lists.


Moderated Mail Lists

You can assign a moderator to filter messages sent to the mail list. This is useful in preventing unrelated messages from being distributed to members of the mail list. When you designate a moderator, the mail list is known as a moderated list. In a moderated mail list, all messages sent by members of the mail list are sent to the moderator. The moderator either approves or rejects the messages, and then sends only approved messages to all members of the mail list.


Managing Mail Lists

By default, the following administrators have access privileges for managing mail lists:

  • Organization

  • Top-level Help Desk

  • Organization Help Desk

Their access privileges allow them to create and delete mail lists, subscribe to mail lists, or unsubscribe from them. In contrast, Group administrators and individual users cannot create or manage mail lists until they are granted sufficient privileges by a Top-level or Organization administrator. There are three different paths to managing your mail lists. Your role as administrator or as an individual user determines which path you should use. Table 9-1 provides a summary of administrator mail management privileges and the paths they must take to manage mail lists.


Table 9-1    Accessing Mail List Management Options

Administrator  

Default Mail List Privileges  

Go To  

Organization  

Can create, edit, delete lists; subscribe to or unsubscribe from lists.  

Organization administration page  

Help Desk  

Can create, edit, delete lists; subscribe to or unsubscribe from lists.  

My Account page  

Group  

Can subscribe to or unsubscribe from mail lists. Cannot create or edit mail lists until granted privileges by Organization administrator.  

My Account page  

User Account  

Can subscribe to or unsubscribe from mail lists. Cannot create or edit mail lists until granted privileges by Organization administrator.  

User Account administration page  


Organization Administrators' Mail Lists

Organization administrates use organization administration pages to manage their mail lists.


To Create a New Mail List

  1. Navigate to the administration page of the organization in which the mail list will be created.

  2. In the task bar, click New Mail List.

  3. In the New Mail List window, enter Mail List information. Skip to step 4 of To Create a New Mail List in the section "Managing Mail Lists."


To Edit a Mail List

  1. Navigate to the administration page for the organization in which the mail list was created.

  2. Use the Search feature to generate a list of mail lists in the organization.

  3. In the Search results, in the right pane, locate the mail list you want to edit. In the drop-down list, choose Edit.

  4. In the Edit Mail List window, make changes as necessary. For detailed information about each field, see step 4 of To Create a New Mail List in the section "Managing Mail Lists."

  5. Click OK.


To Subscribe to a Mail List

  1. Navigate to the administration page for the organization in which the mail list was created.

  2. Use the Search feature to generate a list of mail lists in the organization.

  3. In the Search results, in the right pane, locate the mail list you want to subscribe to. Use the drop-down list to choose Edit.

  4. In the Edit Mail List window, click the Add button beside the Members list.

  5. In the Add Members window, use the Search feature to locate your own user ID, and then click it. Your user ID is added to the Members list.

  6. In the Edit Mail List window, click OK.


To Unsubscribe from a mail list

  1. Navigate to the administration page for the organization in which the mail list was created.

  2. Use the Search feature to generate a list of mail lists in the organization.

  3. In the Search results, in the right pane, locate the mail list you want to unsubscribe from. Use the drop-down list to choose Edit.

  4. In the Edit Mail List window, locate your user ID in the Members list, and then click it to select it.

  5. Click the Remove button beside the Members list. Your user ID is deleted from the Members list.

  6. In the Edit Mail List window, click OK.


To Delete a mail list

  1. Navigate to the administration page for the organization in which the mail list was created.

  2. Use the Search feature to generate a list of mail lists in the organization.

  3. In the Search results, in the right pane, locate the mail list you want to delete. In the drop-down list, choose Delete.

  4. When you see a confirmation message, click OK.


Help Desk Administrators' Mail Lists

Organization Help Desk Administrators manage mail lists through the My Account page.


To Create a New Mail List

  1. Click My Account in the upper banner of your administration page.

  2. In the My Account window, click Manage Mail Lists.

  3. In the My Account Mail window, click Create Mail List.

  4. In the New Mail List window, provide the following mail list information:

    Mail List Name. Enter a name that describes the mail list. Example: Sales

    Description. Enter a description of the purpose or nature of the mail list. You can use this field to enter a URL to an HTML page providing additional information about the mail list. This is for informational purposes only; the URL is not used by Messaging Server or by Delegated Administrator.

    Primary Email Address. Enter the publicized address to which mail for the mail list can be. There can be only one primary address, which must be a valid, correctly formatted SMTP address conforming to RFC 821 specifications.

    Alternate Email Addresses. This field displays a list of alternate email addresses, or aliases to the primary email address. Click Add to modify the information in this field. Then, in the Set Mail Address window, provide the following information:

    • Enter an alternate addres. This is essentially an alias for the user's primary address. For example, if a user's primary address is smythe@siore.com, he enters smith@siroe.com as an alternate address. This ensures that he will receive messages that are mistakenly addressed to "smith."

    • You can specify any number of alternate addresses as long as each address is unique. Messages that arrive for any of these aliases are directed to the primary address.

    Owners. To add an existing user to the Owners list, click the corresponding Add button. Then use the Search for User window to locate and select the user.

    Members. To add a user to the mail list, click the corresponding Add button. Then use the Add Member window to locate and select the user.

    Person for Bounced Messages. Use the search feature to locate and select the person, possibly a list owner or system administrator, to whom error messages should be sent when mail sent to the list can not be delivered.

    Allow users to join. If you want to allow users to add themselves to the mail list, choose Yes. If you want to restrict users from adding themselves to the mail list, choose No.

    Show Members of List To. If you want the owners and members of this list to be able to view the members' names, choose All. If you want no owners or members to be able to view members' names, choose None.

    Hide Mail List. If you want to make a mail list visible to all users for subscription purposes, choose No. To make the mail list visible to only Organization Administrators, choose Yes.

    Authorized Senders to List. Enter information regarding users, groups of users or specific domains that are allowed to post messages to the mail list:

    Anyone. Any user may contribute to the mail list.

    Anyone in the mail list. Only users included in the mail list may contribute to the mail list.

    Anyone in the following list. If you want to allow specific individuals or groups of individuals to be able to post messages to the mail list, click the associated radio button. Then specify the following:

    Users and Groups. This fields displays the list of individual users and groups from which messages will be accepted for posting to this mail list. To Add a user or group to the list, click the corresponding Add button. If no user or group is specified, there is no sender-user restriction.

    DNS Domains. This fields displays the list of domains from which messages will be accepted for posting to this mail list. To Add a domain name to the list, click the corresponding Add button. If no domain is specified, there is no sender-domain restriction.

    When Message to this List is rejected:

    Send message to Moderator(s). If you want to automatically forward rejected messages to the mailing-list moderator or moderators for further action, select this option. If you select this option, you must add at least one entry in the List moderators field. To add a user to the moderator list, click the corresponding Add button. Then use the Add Moderator window to locate and select a user.

  5. Click OK.


To Edit a mail list

  1. Click My Accounts in the upper banner of your administration page.

  2. In the My Account window, click Manage Mail Lists.

  3. In the Manage Mail Lists window, click Owned Mail Lists.

  4. Use the Search feature to generate a list of your mail lists.

  5. In the Search results, locate the mail list you want to edit, and click its name.

  6. In the Edit Mail List window, make changes as necessary, and then click OK.


To Subscribe to a mail list

  1. Click My Account in the upper banner of your administration page.

  2. Use the Search feature to generate a list of mail lists in the organization.

    1. Select Subscribe to generate a list of mail lists that you currently subscribe to.

    2. Select Unsubscribe to generate a list of available mail lists that you can subscribe to.

  3. In the Search results, locate the mail list you want to subscribe to, and then click Subscribe.

  4. In the Subscribe Mail List window, click Subscribe.

  5. In the Status window, click Continue.


To Unsubscribe from a mail list

  1. Click My Account in the upper banner of your administration page.

  2. Use the Search feature to generate a list of mail lists in the organization.

    1. Select Subscribe to generate a list of mail lists that you currently subscribe to.

    2. Select Unsubscribe to generate a list of available mail lists that you can subscribe to.

  3. In the Search results, locate the mail list you want to unsubscribe from, and then click Unsubscribe.

  4. In the Unsubscribe Mail List window, click Unsubscribe.

  5. In the Status window, click Continue.


To Delete a mail list

  1. In your administration page, use the Search feature to generate a list of Mail Lists.

  2. In the Search results, in the right pane, locate the mail list you want to delete. In the drop-down list, choose Delete.

  3. When you see a confirmation message, click Continue.


Group and User Account Administrators

Group administrators and individual users can create and manage mail lists only if they are granted mail list privileges from an Organization Administrator. Once a user is granted mail list privileges, the Manage Mail Lists option is displayed in their account information window.


To Create a New Mail List

  1. In the top of Help Desk administration page, click My Account.

  2. In the My Account window, click Manage Mail Lists.

  3. In the My Account Mail window, click Create Mail List.

  4. In the New Mail List window, provide the following mail list information:

    Mail List Name. Enter a name that describes the mail list. Example: Sales

    Description. Enter a description of the purpose or nature of the mail list. You can use this field to enter a URL to an HTML page providing additional information about the mail list. This is for informational purposes only; the URL is not used by Messaging Server or by Delegated Administrator.

    Primary Email Address. Enter the publicized address to which mail for the mail list can be sent. There can be only one primary address, which must be a valid, correctly formatted SMTP address conforming to RFC 821 specifications.

    Alternate Email Addresses. This field displays a list of alternate email addresses, or aliases to the primary email address. Click Add to modify the information in this field. Then, in the Set Mail Address window, the following the following:

    • Enter an alternate address. This is essentially an alias for the primary address. For example, if a primary address is humanresources@siore.com, you can enters hr@siroe.com as an alternate address. This ensures that he will receive messages that are mistakenly addressed to "hr."

    • You can specify any number of alternate addresses for a particular user, as long as each address is unique. Messages that arrive for any of these aliases are directed to the primary address.

    Owners. To add an existing user to the Owners list, click the corresponding Add button. Then use the Search for User window to locate and select the user.

    Members. To add a user to the mail list, click the corresponding Add button. Then use the Add Member window to locate and select the user.

    Person for Bounced Messages. Enter the email address of the person, possibly a list owner or system administrator, to whom error messages should be sent when mail sent to the list bounces. The address you enter in this field must be a correctly-formatted, valid SMTP address conforming to RFC 821 specifications.

    Allow users to join. If you want to allow users to add themselves to the mail list, choose Yes. If you want to restrict users from adding themselves to the mail list, choose No.

    Show Members of List To. If you want the owners and members of this list to be able to view the members' names, choose All. If you want no owners or members to be able to view members' names, choose None.

    Hide Mail List. If you want to make a mail list visible to all users for subscription purposes, choose No. To make the mail list visible to only Organization Administrators, choose Yes.

    Authorized Senders to List. Enter information regarding users, groups of users or specific domains that are allowed to post messages to the mail list:

    Anyone. Any user may contribute to the mail list.

    Anyone in the mail list. Only users included in the mail list may contribute to the mail list.

    Anyone in the following list. If you want to allow specific individuals or groups of individuals to be able to post messages to the mail list, click the associated radio button. Then specify the following:

    Users and Groups. This fields displays the list of individual users and groups from which messages will be accepted for posting to this mail list. To Add a user or group to the list, click the corresponding Add button. If no user or group is specified, there is no sender-user restriction.

    DNS Domains. This fields displays the list of domains from which messages will be accepted for posting to this mail list. To Add a domain name to the list, click the corresponding Add button. If no domain is specified, there is no sender-domain restriction.

    When Message to this List is rejected:

    Send message to Moderator(s). If you want to automatically forward rejected messages to the mailing-list moderator or moderators for further action, select this option. If you select this option, you must add at least one entry in the List moderators field. To add a user to the moderator list, click the corresponding Add button. Then use the Add Moderator window to locate and select a user.

  5. Click OK.


To Edit a Mail List

  1. Click My Accounts in the upper banner of your administration page.

  2. In the My Account window, click Manage Mail Lists.

  3. In the Manage Mail Lists window, click Owned Mail Lists.

  4. Use the Search feature to generate a list of your mail lists.

  5. In the Search results, locate the mail list you want to edit, and click its name.

  6. In the Edit Mail List window, make changes as necessary, and then click OK.


To Subscribe to a Mail List

  1. Click My Account in the upper banner of your administration page.

  2. Use the Search feature to generate a list of mail lists in the organization.

    1. Select Subscribe to generate a list of mail lists that you currently subscribe to.

    2. Select Unsubscribe to generate a list of available mail lists that you can subscribe to.

  3. In the Search results, locate the mail list you want to subscribe to, and then click Subscribe.

  4. In the Subscribe Mail List window, click Subscribe.

  5. In the Status window, click Continue.


To Unsubscribe from a Mail List

  1. Click My Account in the upper banner of your administration page.

  2. In the My Account window, click Manage Mail Lists.

  3. Use the Search feature to generate a list of mail lists in the organization.

    1. Select Subscribe to generate a list of mail lists that you currently subscribe to.

    2. Select Unsubscribe to generate a list of available mail lists that you can subscribe to.

  4. In the Search results, locate the mail list you want to unsubscribe from, and then click Unsubscribe.

  5. In the Unsubscribe Mail List window, click Unsubscribe.

  6. In the Status window, click Continue.


To Delete a Mail List

  1. In your administration page, use the Search feature to generate a list of Mail Lists.

  2. In the Search results, in the right pane, locate the mail list you want to delete. In the drop-down list, choose Delete.

  3. When you see a confirmation message, click Continue.


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Copyright © 2000 Sun Microsystems, Inc. Some preexisting portions Copyright © 2000 Netscape Communications Corp. All rights reserved.

Last Updated May 24, 2001