Novell GROUPWISE 8 - USERS User manual

Users
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IV
Users
Chapter 13, “Creating GroupWise Accounts,” on page 213
Chapter 14, “Managing GroupWise Accounts and Users,” on page 227

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Creating GroupWise Accounts
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13
Creating GroupWise Accounts
For users to be able to use GroupWise®, you must give them GroupWise accounts. A GroupWise
account defines the user in the GroupWise system by providing the user with a GroupWise user ID
and GroupWise mailbox.
You can give GroupWise accounts to Novell®eDirectoryTM users during or after their creation in
eDirectory. You can also give GroupWise accounts to users who do not have eDirectory accounts.
Refer to the following sections for details:
Section 13.1, “Establishing a Default Password for All New GroupWise Accounts,” on
page 213
Section 13.2, “Creating GroupWise Accounts for eDirectory Users,” on page 214
Section 13.3, “Creating GroupWise Accounts for Non-eDirectory Users,” on page 224
Section 13.4, “Educating Your New Users,” on page 225
13.1 Establishing a Default Password for All New
GroupWise Accounts
To save time and energy when you are creating new GroupWise accounts, you can establish a
default password to use for all new accounts.
1In ConsoleOne®, click To ols > GroupWise System Operations > System Preferences > Default
Password.
2Type the password you want to use as the default, then click OK.
3Explain to users how to set their own passwords in the GroupWise client, as described in:
“Assigning a Password to Your Mailbox” in the GroupWise 8 Windows Client User Guide
“Assigning a Password to Your Mailbox” in the GroupWise 8 Linux/Mac Client User
Guide
“Changing Your Password” in the GroupWise 8 WebAccess Client User Guide

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13.2 Creating GroupWise Accounts for
eDirectory Users
Depending on your needs, you can choose from the following methods to create GroupWise
accounts for eDirectory users:
Creating a Single GroupWise Account: You can create a GroupWise account for a single
eDirectory user by editing the GroupWise information on his or her User object. This method
lets you create the GroupWise account on any post office, select the GroupWise user ID, and
configure optional GroupWise information. It provides the most flexibility in creating a user’s
GroupWise account.
Creating Multiple GroupWise Accounts: You can create GroupWise accounts for multiple
eDirectory users by editing the membership information on a Post Office object. This method
allows you to quickly add multiple users to the same post office at one time. However, you
cannot select the user’s GroupWise user ID; instead, the user’s eDirectory username is
automatically used as his or her GroupWise user ID. In addition, to configure other optional
GroupWise information for a user, you need to modify each User object.
Using a Template to Create GroupWise Accounts: You can create a template to apply to new
eDirectory User objects you create. The template can be configured to automatically assign the
user to a post office.
Creating GroupWise Accounts by Importing Users: You can import information from ASCII-
delimited text files.
13.2.1 Creating a Single GroupWise Account
To create a GroupWise account for an eDirectory user:
1In ConsoleOne, right-click the User object, then click Properties.
2Click GroupWise > Account to display the Account page.
3Fill in the following fields:

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Post Office: Select the post office where you want the user’s mailbox created.
Mailbox ID: The mailbox ID (also referred to as the GroupWise user ID or username) defaults
to the eDirectory username. You can change it if necessary.
Do not use any of the following invalid characters in the mailbox ID:
4Click Apply to create the account.
You must create the account by clicking Apply (or OK) before you can modify any of the other
fields, including the GroupWise password.
5If desired, modify any of the following optional fields:
Visibility: Select the level at which you want the user to be visible in the Address Book.
System enables the user to be visible to all users in your GroupWise system. Domain enables
the user to be visible to all users in the same domain as the user. Post Office enables the user to
be visible to all users on the same post office as the user. Setting the visibility level to None
means that no users can see the user in the Address Book. However, even if the user is not
displayed in the Address Book, other users can send messages to the user by typing the user’s
ID (mailbox ID) in a message’s To field.
External Sync Override: This option applies only if your GroupWise system links to and
synchronizes with an external system, as described in “Connecting to Other GroupWise
Systems” in the GroupWise 8 Multi-System Administration Guide.
Synchronize According to Visibility: The user information is synchronized to external
systems only if visibility is set to System.
Synchronize Regardless of Visibility: The user information is synchronized to external
systems regardless of the object visibility.
Don’t Synchronize Regardless of Visibility The user information is not synchronized to
external systems.
Account ID: This option applies only if you have a GroupWise gateway that supports
accounting. For more information about gateway accounting, see your GroupWise gateway
documentation (http://www.novell.com/documentation/gwgateways).
File ID: This three-letter ID is randomly generated and is non-editable. It is used for various
internal purposes within the GroupWise system, including ensuring that files associated with
the user have unique names.
Expiration Date: If you want the user’s GroupWise account to no longer work after a certain
date, specify the expiration date. This date applies to the user’s GroupWise account only; it is
independent of the eDirectory account expiration date (User object > Restrictions > Login
Restrictions). For more information, see Section 14.10.2, “Expiring a GroupWise Account,” on
page 255.
ASCII characters 0-31 Comma ,
Asterisk * Double quote “
At sign @ Extended ASCII characters that are graphical or typographical
symbols; accented characters in the extended range can be used
Backslash \ Parentheses ( )
Braces { } Period .
Colon :

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Gateway Access: This option applies only if you have GroupWise gateways that support
access restrictions. For more information, see your GroupWise gateway documentation (http://
www.novell.com/documentation/gwgateways).
Disable Logins: Select this option to prevent the user from accessing his or her GroupWise
mailbox. For more information, see Section 14.9, “Disabling and Enabling GroupWise
Accounts,” on page 252.
LDAP Authentication: This option applies only if you are using LDAP to authenticate users
to GroupWise, as described in Section 36.3.4, “Providing LDAP Authentication for GroupWise
Users,” on page 514, and if the LDAP server is not a Novell LDAP server. If this is the case,
specify the user’s LDAP authentication ID.
Restore Area: This field applies only if you are using the GroupWise backup and restore
features. If so, this field indicates the location where the user’s mailbox is being backed up. For
details, see Chapter 32, “Restoring GroupWise Databases from Backup,” on page 427.
View Client Options: Click View Client Options as a convenient shortcut for Tools >
GroupWise Utilities > Client Options in order to modify client options for the currently
selected user. For more information, see Chapter 69, “Setting Defaults for the GroupWise
Client Options,” on page 1085.
Change GroupWise Password: Click this option to assign a password to the user’s
GroupWise account or change the current password. The user is prompted for this password
each time he or she logs in to GroupWise.
To be able to skip this option by setting a default password, see Section 13.1, “Establishing a
Default Password for All New GroupWise Accounts,” on page 213.
Delete GroupWise Account: Click this option to delete the user’s GroupWise account. This
includes the user’s mailbox and all items in the mailbox. The user’s eDirectory account is not
affected. For more information, see Section 14.10, “Removing GroupWise Accounts,” on
page 253
E-Mail Address: Displays the default e-mail address for the user. Click the drop-down list to
specify a custom e-mail address.
GroupWise Resource objects and Distribution List objects have this field on their Identification
page. User objects have this GroupWise field on their General page along with other eDirectory
user information.
6Click Apply to save the changes.
7Click GroupWise > General > Identification to display the user’s current eDirectory
information.
This information appears in the GroupWise Address Book, as described in Chapter 6,
“GroupWise Address Book,” on page 91. If you keep private information in the Description
field of the User object, you can prevent this information from appearing the GroupWise
Address Book. See Section 6.1.6, “Preventing the User Description Field from Displaying in
the Address Book,” on page 96.
8Make sure that the user’s eDirectory information is current, then click OK.
13.2.2 Creating Multiple GroupWise Accounts
If you have multiple eDirectory users who will have GroupWise accounts on the same post office,
you can use the Post Office object’s Membership page to quickly add the users and create their
accounts. Each user’s GroupWise user ID will be the same as his or her eDirectory username.

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To create GroupWise accounts for multiple eDirectory users:
1In ConsoleOne, right-click the Post Office object, then click Properties.
2Click GroupWise > Membership to display the Membership page.
3Click Add, select the eDirectory user you want to add to the post office, then click OK to add
the user to the post office’s membership list.
By default, the user’s eDirectory username is used as the GroupWise ID.
A GroupWise user ID cannot contain any of the following invalid characters:
4Repeat Step 3 to create additional GroupWise accounts in the post office.
ASCII characters 0-31 Comma ,
Asterisk * Double quote “
At sign @ Extended ASCII characters that are graphical or typographical
symbols; accented characters in the extended range can be used
Backslash \ Parentheses ( )
Braces { } Period .
Colon :

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5When finished, click OK to save the changes.
13.2.3 Using a Template to Create GroupWise Accounts
If you frequently create new users, you might want to create Template objects with the necessary
GroupWise properties. This makes creating a new eDirectory user with GroupWise access a one-
step process. However, you cannot use a Template object to give GroupWise properties to existing
eDirectory users.
The steps to create a template with GroupWise properties include assigning the post office and
setting up directory rights. Because a user can have membership in only one post office, a different
template should be created for each existing post office. Further, for each post office, a template can
be created for different categories of users, such as secretarial, accounting, administrative, human
resources, development, sales, and manufacturing.
After one template has been created with eDirectory properties and post office directory rights, you
can use it to quickly create templates for subsequent post offices.
“Creating a Template” on page 218
“Creating a User Account from a Template” on page 219
Creating a Template
1In ConsoleOne, right-click the Organizational Unit object where you want to create the
Template object, then click New > Object to display the New Object dialog box.
Templates should be placed in the same organizational unit where they will be used because the
browser first lists any templates in the current context. The template also inherits rights from
the container the template is created in, further simplifying its setup.
2In the Class list, select Template, then click OK to display the New Template dialog box.
3Specify a name that describes the purpose for which the template will be used.
4If you want to base the template on another Template or User object, select Use Template or
User, then browse to and select the desired Template or User object.

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5Select Define Additional Properties.
6Click Create to display the properties pages for the Template object.
7Click GroupWise > Information.
8Fill in the following fields:
Post Office: Select the post office the user will be assigned to.
Visibility: Select the level at which the user will be visible in the Address Book. System
enables the user to be visible to all users in your GroupWise system. Domain enables the user
to be visible to all users in the same domain as the user. Post Office enables the user to be
visible to all users on the same post office as the user. Setting the visibility level to None means
that no users can see the user in the Address Book. However, even if the user is not displayed in
the Address Book, other users can send messages to the user by typing the user’s ID (mailbox
ID) in a message’s To field.
Account ID: This field supports accounting for GroupWise gateways. For more information
about gateway accounting, see your gateway documentation.
Expiration Date: Use this to set a date when the user’s account will expire. The user cannot
access the account after that date. For more information, see Section 14.10.2, “Expiring a
GroupWise Account,” on page 255.
Gateway Access: This is used to grant or restrict access to some GroupWise gateways. See
your GroupWise gateway documentation (http://www.novell.com/documentation/gwgateways)
to determine if this field applies.
9Modify information on any of the other tabs to configure the template, then click OK to save
the template changes.
Creating a User Account from a Template
1In ConsoleOne, right-click the container where you want to create a new eDirectory user, then
click New > User.
2Specify a Name, Surname, and Unique ID (all three are required).
3Select Use Template, then browse to and select the template you want applied to this user.
4Modify any of the other options you want.
5Click OK to create the user’s eDirectory and GroupWise accounts.
13.2.4 Creating GroupWise Accounts by Importing Users
You can use the GroupWise Import utility to quickly create multiple GroupWise users. The Import
utility reads an ASCII-delimited text file created by the GroupWise Export utility or by a third-party
export, and creates Novell eDirectory and GroupWise objects with attributes from the file. The
Import utility supports most eDirectory classes (including extensions) and GroupWise classes. You
can specify the delimiters, eDirectory contexts, and file field positions to use during import.

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IMPORTANT: The Import/Export utility is not included on the GroupWise DVD. You can
download the Import/Export utility from TID 2960897 in the Novell Support Knowledgebase (http:/
/www.novell.com/support). To install the Import/Export utility, follow the instructions provided
with the download. After you have installed the Import/Export utility, the Import and Export menu
items appear under Tools > GroupWise Utilities in ConsoleOne.
“Using the Import Utility” on page 220
“Using the Export Utility” on page 222
NOTE: The Import/Export utility is not available for use on Linux.
Using the Import Utility
In order to import objects into GroupWise, the following conditions must be met:
You must create an ASCII-delimited text file by using the GroupWise Export utility or another
export utility.
The destination context for each eDirectory object must already exist. The GroupWise Import
utility supports creating organizational units. If a large portion of a tree needs to be
reconstructed to support the objects, you can import organizational units before importing the
objects.
To import objects into GroupWise:
1In ConsoleOne, select the eDirectory tree to which the objects will be imported, then click
Tools > GroupWise Utilities > Import to display the GroupWise Import dialog box.
2If you have previously defined and saved a configuration file, click Load to fill in the fields
from the configuration files, then click Run to perform the import.
or
Fill in the fields in the Import Dialog box.
NDS/GroupWise Class: Select this option to import objects belonging to an eDirectory class
or to a GroupWise-related eDirectory class. Choose the class from the list.