Chapter 10   Organization Help Desk Administrators


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

• Logging In

• The Organization Help Desk Administration Page

• Using the Search Feature

• Changing a User's Password

• My Account

• Mail Lists

Logging In

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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.

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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.

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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 10-1    The Start Page

2. 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

3. 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 Help Desk Administration Page

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The Organization administrator page provides access to all features and functions you're allowed to access. Figure 10-2 provides a quick tour of the page.

Figure 10-2    The Organization Help Desk administration page.

Using the Search Feature

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Use the Search feature to locate a user or mail list in the top level of the Delegated Administrator tree.

To Locate a User or Mail List

1. Use the Search for drop-down list to indicate whether you're searching for a user or mail list.

2. Use the remaining drop-down lists to indicate your search criteria.

   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.

3. Click Search to generate a list of users or mail lists.

4. Once you locate a user or mail list:
   • Click the object's name to view and edit its settings or properties.

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

Exceeding the Search Results Size Limit

If you see the message regarding size limit (see Figure 10-3), 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 10-3    Size limit message.

Changing a User's Password

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You may need to change a user's password when the individual forgets it, or otherwise needs your help to reset it.

To Change a User's Password

1. Use the Search feature to generate a list of users within the Organization.

2. In the Search results, locate the user, and then choose Edit from the drop-down list.

3. In the Basic Account Information window, click Change Password.

4. In the Change Password window, enter the following:

   Password. Enter the new password.

   Retype the password. Enter the password again to confirm it

5. Click OK.

In the Basic Account Information window, you can view, but you cannot edit, the following information:

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

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

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

Organization. Displays the published name of the organization the user belongs to.

Title. Displays the user's job title as it appears on official company records.

Manager. Displays the distinguished name (DN) of the user's manager.

Email address. Displays the user's email address. .

Telephone number. Displays the user's phone number as it appears in company records.

Fax number. Displays the user's fax number as it appears in company records.

Mobile number. Displays the user's mobile or cell phone number as it appears in company records.

Pager number. Displays the user's pager number as it appears in company records.

Mailing address. Displays a street address where the user can receive print mail or packages.

Web Page URL. Displays the URL for a web page that contains more information about the user.

Description. Displays a word or phrase that describes the web page above.

Preferred Language. Displays the user's preferred language. The Delegated Administrator will use 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.

My Account

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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 to view your account information:

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

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

   Last name. Displays 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.

   Access domains: Lists the access domains from which you can retrieve mail.
   

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

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   Quota. Dispalys your own disk quotas. Disk quotas allow administrators to limit the amount of disk space allotted to each user.

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 the 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 the 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, contact your system administrator.

   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. If you want to create or manage mail lists, click Manage Mail Lists. Then skip to step 4 of To Create a New Mail List.

9. Click OK.

Mail Lists

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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.

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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.

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As a Help Desk administrator, by default, you have access permissions to create and manage mail lists.

Mail List Owners

A mail list may have one or more owners assigned to it. The owner can edit the properties of the mail list that he or she owns. The owner can perform all operations on the mail list except for creating new mail lists and assigning owners. 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 disapproves the messages, and then sends the only approved messages to all members of the mail list.

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 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, provide the following information:

   • 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 enter hr@siroe.com as an alternate address. This ensures that recipients will receive messages that are mistakenly addressed to "hr."

   • 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 Top-level and 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 Male 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.