Novell OPEN WORKGROUP SUITE SMALL BUSINESS EDITION 2.0 -... User manual

Novell
www.novell.com
novdocx (en) 11 December 2007
Novell Open Workgroup Suite Small Business Edition User Guide
Open Workgroup Suite Small
Business Edition
2.0
May 14, 2007
USER GUIDE

novdocx (en) 11 December 2007
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Contents 5
Contents
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About This Guide 7
1 Desktop Applications 9
1.1 Personal File Backup (iFolder) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.1.1 Key Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.1.2 Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
1.1.3 Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.1.4 Logging Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.1.5 Browsing Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.1.6 Managing Folders and Files in iFolder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.2 OpenOffice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.2.1 Starting OpenOffice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.2.2 Saving Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.2.3 Sharing Files with Microsoft Office Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
1.2.4 Helpful Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
1.3 Collaboration Groupware and Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
1.3.1 Understanding Groupwise Item Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.3.2 GroupWise Icon Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1.3.3 Sending Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.3.4 GroupWise Messenger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1.3.5 HelpFul Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1.4 HylaFAX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1.4.1 Faxing HylaFAX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
1.4.2 Helpful Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
1.5 OpenVPN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
1.5.1 Launch OpenVPN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
1.6 Helpdesk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.6.1 Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.6.2 Submitting Incidents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.6.3 Helpful Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

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About This Guide
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7
About This Guide
Novell®Open Workgroup Suite Small Business Edition is an all-inclusive solution that contains
several industry-leading Novell products such as iFolder®, GroupWise®, iPrint, and eDirectoryTM. It
also includes open source components for you to use. These components deliver the same
functionality and stability as their retail counterparts without the overhead cost. The open source
applications include a helpdesk system, antivirus services, and the OpenOffice Suite, as well as
desktop faxing.
Chapter 1, “Desktop Applications,” on page 9
Audience
This guide is intended for Novell Open Workgroup Suite Small Business Edition 2.0 users.
Feedback
We want to hear your comments and suggestions about this manual and the other documentation
included with this product. Please use the User Comments feature at the bottom of each page of the
online documentation, or go to www.novell.com/documentation/feedback.html and enter your
comments there.
Documentation Updates
For the most recent version of the Novell Open Workgroup Suite Small Business Edition User Guide,
visit the Novell Open Workgroup Suite Small Business Edition User Guide Web site (http://
www.novell.com/documentation/nows_sbe_20/index.html).
Additional Documentation
For documentation on Novell Open Workgroup Suite Small Business Edition, see the Novell Open
Workgroup Suite Small Business Edition Documentation site (http://www.novell.com/
documentation/nows_sbe_20/index.html).
Documentation Conventions
In Novell documentation, a greater-than symbol (>) is used to separate actions within a step and
items in a cross-reference path.
A trademark symbol (®, TM, etc.) denotes a Novell trademark. An asterisk (*) denotes a third-party
trademark.

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Desktop Applications
1
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9
1
Desktop Applications
Novell®Open Workgroup Suite Small Business Edition 2.0 is an all-inclusive solution that contains
several industry-leading Novell products such as iFolder®, GroupWise®, iPrint, and eDirectoryTM. It
also includes open source components for you to use. These components deliver the same
functionality and stability as their retail counterparts without the overhead cost. The open source
applications include a helpdesk system, antivirus services, and the OpenOffice Suite, as well as
desktop faxing.
These components are explained in detail in the following sections to assist you to meet your
business needs. Client software applicable to each of these services is available in the Desktop
Downloads section of the Novell Open Workgroup Suite Small Business Edition 2.0 Web interface.
Section 1.1, “Personal File Backup (iFolder),” on page 9
Section 1.2, “OpenOffice,” on page 12
Section 1.3, “Collaboration Groupware and Messaging,” on page 13
Section 1.4, “HylaFAX,” on page 17
Section 1.5, “OpenVPN,” on page 19
Section 1.6, “Helpdesk,” on page 19
1.1 Personal File Backup (iFolder)
Novell iFolder allows your files automatically to follow you everywhere online, offline, all the time.
It is a secure file storage solution that allows you to access your data from multiple workstations and
locations. Your work environment now revolves around you, and your data is with you, wherever
you are. You simply store your files in the iFolder directory on your workstation.
As you work, you can use iFolder to synchronize transparently changes through various
workstations and network connections you might use.
Section 1.1.1, “Key Features,” on page 9
Section 1.1.2, “Prerequisites,” on page 10
Section 1.1.3, “Logging In,” on page 10
Section 1.1.4, “Logging Out,” on page 11
Section 1.1.5, “Browsing Folders,” on page 11
Section 1.1.6, “Managing Folders and Files in iFolder,” on page 11
1.1.1 Key Features
iFolder Client: An iFolder is a local directory that selectively shares and synchronizes files via
a central computer with a user-specified group of users. The iFolder files are accessible to all
iFolder members and can be changed by those with the rights to do so.
For additional information on how to configure or install the iFolder Client, go to the iFolder
Client Documentation Web site (http://www.novell.com/documentation/ifolder3/
index.html?page=/documentation/ifolder3/user/data/prerequisites.html)

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File Synchronization and File Management
When you set up an iFolder account, you can enable Remember Password so that iFolder can
synchronize iFolder invitations and files in the background as you work.
You can configure the iFolder client to run automatically each time you log in to your computer’s
desktop environment. The session runs in the background as you work with files in your local
iFolders, tracking and logging any changes you make.
You can synchronize the files at specified intervals or on demand.
Shared Folders
You can access your iFolders across multiple workstations and share them with others.
You work with iFolders directly in your file manager or in the iFolders browser that is part of the
client. Within the iFolder, you can set up any subdirectory structure that suits your personal or
corporate work habits. The subdirectory structure is constant across all member iFolders. When you
share an iFolder, member users with the Write right can modify the directory structure, and those
changes apply to all copies of the iFolder.
iFolder Account
You must configure at least one iFolder services account before you create iFolders. An iFolder
session begins when you log in to an iFolder services account and ends when you log out, or when
you exit the iFolder client. Your iFolders synchronize files with other active iFolders only when
your session is active and you are working online. You can access data in your local iFolders at any
time, whether you are logged in to the account or not.
Synchronization Log
The synchronization log displays a log of your iFolder background activity, such as uploading and
downloading files for different iFolders.
1.1.2 Prerequisites
You need the following:
A connection to your network.
A supported browser (Mozilla* Firefox* 2.0, Microsoft* Internet Explorer 7).
The name of the server to which you will be connecting your iFolder client (see your
administrator for this information).
A link to iFolder Web Access (see your administrator for this information).
You, or your system administrator, need to install the client on your computer from Novell
Open Workgroup Suite Small Business Edition 2.0 administrator Web page under Desktop
Downloads.
1.1.3 Logging In
You log in to Novell iFolder 3.x Web Access to gain access to folders and files in any of your
iFolders available to you in your Novell iFolder enterprise server account. This includes iFolders

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that you participate in but have not set up on a local computer. The enterprise server specified in the
URL authenticates your username against the server’s LDAP directory services.
You can also specify which of the supported localized interfaces to use. This is typically the
language code of the iFolder enterprise server. Make sure to configure your browser’s Languages
setting to support the desired language.
1In a supported Web browser, enter the URL of the iFolder server where your iFolders reside.
For example: http://servername.example.com.
2In the left navigator of the welcome page, click iFolder 3.x to open the iFolder 3.x welcome
page.
3In iFolder Links, click the link to Web Access to open the login page.
4On the iFolder 3.x Web Access Login page, specify the username and password for your
account.
5Use the Languages drop-down list to specify which language you want to use to access your
files.
6Click OK.
1.1.4 Logging Out
To log out, click the red square icon to the left of You are logged in as in the header area, then close
your browser. If you do not log out, your session remains open until your session times out, which
can be a security risk.
If the system connection times out when you are working in your iFolders, Web Access returns you
to the login again to resume working without closing your browser.
1.1.5 Browsing Folders
The iFolders page lists all iFolders available to you in the current domain. Available iFolders include
those you own and those that others have made available to you. You can access iFolders through
Web Access even if you have not set up the iFolder on a local computer. To help you locate the
iFolder you seek, the Owner column identifies the name of the person who owns the iFolder. Click
the iFolder’s name to view a list of its folders and files, upload and download files, create folders,
and delete folders and files.
1.1.6 Managing Folders and Files in iFolder
Follow the instructions below to manage folders and files in iFolder.
Downloading a File
1Click Open or Save.
NOTE: iFolder 3.x Web Access does not support uploading and downloading of 10 MB or larger
files.
Open: Click Open to view the file's contents. You must have a compatible application on your
computer to open the file. The file is downloaded to a temporary folder where Internet files are
saved, such as Temporary Internet Files in Windows, and then opened with your local

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application. If you plan to work in the file, it is best to save the file locally, modify the file, and
then upload it.
Save: Click Save to save the file locally or to a mapped drive. Navigate to the location where
you want to place the file, then click Save. The file is downloaded to your computer.
Options on the page might differ slightly, depending on the Web browser you use.
Creating a New Folder
In the New Folder field, specify the name of the new folder, then click Create. Folder names are case
sensitive. When the page refreshes, the folder appears alphabetically in the list.
Deleting Folders or Files
Select the check box next to one or more folders or files you want to delete, then click Delete. Click
Confirm to confirm the deletion.
Uploading a File
In the Upload File field, click Browse, locate a local folder you want to upload, then click Open >
Upload. When the page refreshes, the file appears alphabetically in the list.
The maximum file size for the upload limit is configured by the administrator. By default, the limit
is set to 10 MB; the limit for your server might differ.
Helpful Links
For troubleshooting, see the iFolder Documentation Web site (http://www.novell.com/
documentation/ifolder3/user/data/front.html).
1.2 OpenOffice
OpenOffice is a cross-platform suite of office applications including a word processor, presentation
and spreadsheet applications, an HTML editor, and a drawing tool. This version of OpenOffice is
extensively compatible with Microsoft Office, allowing you to better share files between platforms.
It provides capabilities for creating, processing, reviewing, and revising the documents required in
daily business.
OpenOffice also exports documents in Adobe* portable document format (PDF) and allows font
matching when opening documents originally composed in Microsoft Office.
1.2.1 Starting OpenOffice
The OpenOffice Suite should be installed on your desktop.
You can access OpenOffice from the icon on your desktop or from the list of applications installed
on your computer. When the file is open, you can begin writing your document, spreadsheet, or
presentation.
OpenOffice Writer equivalent to Microsoft Word
OpenOffice Base equivalent to Microsoft Access
OpenOffice Impress equivalent to Microsoft PowerPoint*

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OpenOffice Calc equivalent to Microsoft Excel*
1.2.2 Saving Files
OpenOffice is much the same as other office applications. To save a file, you click File > Save.
OpenOffice saves files in the OpenDocument format by default unless you manually choose another
option. If you find that you consistently need to save in another format, such as MSWord (.doc),
you can change this default with the following procedure:
1Click Tools > Options > Load/Save > General.
2In the Default file format section, choose the Documentation type you will be working in, then
choose the document format you want to use from the Always save as drop-down menu.
3Click OK to save your changes.
1.2.3 Sharing Files with Microsoft Office Users
With OpenOffice, you can simply save your documents in the Microsoft Office format so that
Microsoft Office users can easily share documents.
1.2.4 Helpful Links
For further information on how to use the OpenOffice Suite, see OpenOffice documentation (http://
www.novell.com/documentation/sled10/userguide_kde_sp1/index.html?page=/documentation/
sled10/userguide_kde_sp1/data/b3feh4b.html).
1.3 Collaboration Groupware and Messaging
Novell GroupWise is an enterprise collaboration system that provides secure e-mail, calendaring,
scheduling, and instant messaging. GroupWise also includes task management, contact
management, document management, and other productivity tools. GroupWise can be used on your
desktop on Linux, Windows*, or Macintosh*; in a Web browser anywhere you have an Internet
connection; and even on mobile devices.
1.3.1 Understanding GroupWise Item Types
“Starting the GroupWise Client” on page 13
“Getting Acquainted with the GroupWise Main Window” on page 13
Starting the GroupWise Client
The GroupWise should be installed on your desktop. To launch the client, click the GroupWise icon.
Getting Acquainted with the GroupWise Main Window
Your main work area in GroupWise is called the Main Window, where you can read your messages,
schedule appointments, view your calendar, manage contacts, and more.
Nav Bar: Provides access to all commands and options that can be performed in GroupWise.
Tool bar: Provides quick access to common tasks such as composing a new mail message.

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Folder List: Shows the different objects and folders for your GroupWise account. Items listed
here would include your cabinet of saved e-mails, trash, a sent items folder, and your calendar.
Panels: Shows you the contents of the item that you have selected. The default is e-mail
messages.
Figure 1-1 GroupWise Work Area
1.3.2 GroupWise Icon Types
The icons that appear next to items in your mailbox, sent items folder, and the calendar show
information about the items. The following table explains what each icon means.
Table 1-1 Icon Descriptions
Icon Description
Next to an item you have sent in Remote or Caching mode, this icon indicates that the item
has been queued, but the queue has not been uploaded. After the item has been
uploaded, this icon indicates that status information has not been received about the item
being delivered to the destination post office or transferred to the Internet.
Next to the Sent Items folder, this icon indicates that there is at least one item that has
been queued but the queue has not been uploaded.
Nav Bar Toolbar Folder list Panels

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Appears next to an item you have sent. If the item has been opened by at least one
person, this icon appears until all recipients have 1) opened the mail, phone message, or
reminder note; 2) accepted the appointment; or 3) completed the task.
Appears next to an item you have sent. The item couldn’t be delivered to the destination
post office or it failed to transfer to the Internet.
Appears next to an item you have sent. Next to an appointment or task, this icon indicates
that at least one person has declined or deleted the item. Next to a mail message, phone
message, or reminder note, this icon indicates that at least one person has deleted the
item without opening it.
One or more attachments are included with the item.
One or more sound annotations are included with the item, or the item is a voice mail
message.
Draft item.
Appears next to an item you have sent.
Appears next to an item you have replied to.
Appears next to an item you have forwarded.
Appears next to an item you have delegated.
Appears next to an item you have replied to and forwarded.
Posted item.
Specific version of a document.
Official version of a document.
Unopened mail message with a low, standard, or high priority.
Opened mail message with a low, standard, or high priority.
Unopened or opened appointment with a low, standard, or high priority.
Unopened or opened task with a low, standard, or high priority.
Icon Description

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1.3.3 Sending Mail
A mail message has primary recipient, subject line, date, and can be carbon copied and blind copied
to other users. You can also attach files, document references, sounds, movies and other objects to
your mail messages.
1Click New Mail on the toolbar.
Unopened reminder note with a low, standard, or high priority.
Opened reminder note with a low, standard, or high priority.
Unopened phone message with a low, standard, or high priority.
Opened phone message with a low, standard, or high priority.
The sender has requested that you reply to this item. The item can be a low, standard, or
high priority.
This icon appears in a Busy Search. If it appears to the left of a username or resource, you
can click a scheduled time across from the username or resource on the Individual
Schedules tab to display more information about the appointment in the box below.
However, the user or resource owner must give you appointment Read rights in the
Access List before this icon appears.
An icon in your Calendar indicating that an alarm is set for the item.
This icon appears on your Calendar. The item is a group appointment, reminder note, or
task.
This icon appear on your Calendar. The item is marked private.
This icon appears on your Calendar. You declined the item but didn’t delete it.
Icon Description

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2In the To field, type a user name, then press Enter. Repeat for additional users. If necessary,
specify usernames in the CC and BC fields.
or
To select usernames from a list, click Address on the toolbar, double-click each user, then click
OK.
3Type a subject for your message.
4Type the text of your message
5To include attachments, click the paper clip icon on the toolbar.
6When you have completed your message and entered your addressees, click Send on the
toolbar.
1.3.4 GroupWise Messenger
Novell GroupWise Messenger is a corporate instant messaging product that uses eDirectory for its
user database.
You can create a Contact List, send instant messages, create an archive of messages, allow and block
others from seeing your availability, and more.
Menu Bar: Used to send e-mails and to configure your Messenger.
Status Bar: Shows logged-in users and their status on Messenger.
Contact List: The listing of people in your list of contacts. It also shows a status of sent and
received messages from each contact.
Action Menu: Enables you to send messages, add contacts, etc.
1.3.5 HelpFul Links
GroupWise 7 User Guide (http://www.novell.com/documentation/gw7/gw7_userwin/index.html)
GroupWise Web Access FAQs (http://www.novell.com/documentation/gw7/gw7_userfaq/
index.html?page=/documentation/gw7/gw7_userfaq/data/bwx4645.html)
GroupWise FAQs for the Windows Client (http://www.novell.com/documentation/gw7/
gw7_userfaq/index.html?page=/documentation/gw7/gw7_userfaq/data/bwx44i2.html)
GroupWise FAQs for More Help (http://www.novell.com/documentation/gw7/gw7_userfaq/
index.html?page=/documentation/gw7/gw7_userfaq/data/a20gkue.html)
1.4 HylaFAX
With the Novell Open Workgroup Suite, you have easy access to connect to a network printer. You
can also send and receive faxes directly from your desktop.
1.4.1 Faxing HylaFAX
HylaFAX is an open source desktop faxing system that enables you to send and receive faxes
without getting up and going to the fax machine. It also provides you with the security and
convenience of receiving faxes in a common location on your network. This means no more lost
faxes or sensitive faxes being delivered or seen by unauthorized personnel.

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Receiving a Fax
You need to set up HylaFAX to receive faxes.
The list of received faxes is the first screen you see when you open JHylaFAX to review received
faxes.
1Go to Settings and specify connection configuration settings. The port number is
preconfigured.
Host: IP address of your Novell Open Workgroup Suite Small Business Edition server.
Port: Preconfigured port number.
Username: Used to log in to the server.
2Click Next.
3Specify sender and notification settings.
Name: Specify your first and last name. This is used to identify you to fax recipients.
E-Mail: Address to receive notification when a fax has been sent or cancelled.
4Click Next.
5Configure external viewer programs to display received and sent faxes. Specify the path of a
program.
or
For HylaFAX to populate a list of all PDF files, click Search and specify $f. For example, xpdf
~/$f.pdf. $f is a placeholder for the path of the PDF file that the program displays.
Fax Viewer: Path of a program that can handle TIFF G3 files.
Document Viewer: Path of a program that can handle PostScript* files.
6Click Finish to complete your JHylaFAX configuration.
Sending a Fax
1To use JHylaFAX run the following command at the Linux command prompt: java -jar
jhylafax-1.3.10-app.jar.
To launch JHylaFAX in OS X or Windows click the icon on your desktop.
The following directions are applicable to Linux, OS X, and Windows.
2Click File > Send Fax.
3Specify the phone number, then click the folder icon to select a document to send.
4To send a fax, click OK.
1.4.2 Helpful Links
JHylaFAX Manual (http://jhylafax.sourceforge.net/manual.html)
JHylaFAX Client Information (http://jhylafax.sourceforge.net/)
HylaFAX Server Documentation (http://www.hylafax.org/content/Documentation)

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1.5 OpenVPN
To launch OpenVPN, follow these steps:
1Click the OpenVPN icon.
2Click Use OpenVPN Config-file Settings, then click OK.
3You are now connected to OpenVPN. To disconnect from OpenVPN, click Disconnect.
1.6 Helpdesk
Helpdesk provides an online resource for you to report problems, check the status of your submitted
Helpdesk tickets, and research previously submitted tickets. Helpdesk gives you the reassurance that
your incident has been received, and allows you to track the progress of your incidents.
1.6.1 Logging In
To log into the Helpdesk application, you must first have an account created in eDirectory. Contact
your system administrator to verify this access.
1Go to the Helpdesk Web site that has been specified by your system administrator. Specify your
username and password in the space provided. Your Helpdesk username and password are the
same as your eDirectory username and password.
2Click Login to access your Helpdesk page. After you log in, the you are directed to the Add
Incident page.
1.6.2 Submitting Incidents
A Helpdesk ticket can be submitted for a wide range of work-related problems you might encounter.
The ticket is an efficient way for you to notify your business of your problem.
1To begin reporting an incident, click Add.
2In the Problem field, specify a description of your error. Be sure to write a detailed and accurate
description of the problem to allow for a speedier solution to be provided.
3In the Queue field, select the appropriate category for your problem:
General: Miscellaneous problems. Port connectivity issues.
Network: Problems pertaining to account setup on the server.
Server: Problems pertaining to account setup on the server.
Workstation: Problems pertaining to your issued laptop or desktop.
4In the Priority field, select the appropriate rank for your problem:
Fatal: Lost capability to critical systems.
Critical: Lost capability to non-critical systems.
Urgent: Important conflict not pertaining to work.
High: Concerns relating to items needed for productivity.
Medium: Concerns relating to access needed.
Low: Nice to have, but not needed to accomplish tasks.

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Informational: A communication that does not need any action, such as Account
deactivation.
5If applicable, click Browse in the Attachment field and insert an attachment, such as a screen
shot of the error message you received, or a log file.
6Click Open Incident to submit Helpdesk ticket.