Novell OPEN WORKGROUP SUITE SMALL BUSINESS EDITION 9.3 - ADMINISTRATION... User manual

Novell
www.novell.com
novdocx (en) 26 August 2007
Helpdesk Administration Guide
Open Workgroup Suite Small
Business Edition Helpdesk
9.3
October 2007
ADMINISTRATION GUIDE

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Contents 5
Contents
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About This Guide 7
1 Getting Started 9
1.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.2 Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.3 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.3.1 Basic Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.3.2 Advanced Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.3.3 Uninstalling Helpdesk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2 Administration 19
2.1 Helpdesk User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.1.1 User Directions for Submitting a Helpdesk Ticket . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.1.2 User Directions for Searching for a Helpdesk Ticket. . . . . . . . . . . . . . . . . . . . . . . . . 21
2.2 Technician Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.2.1 Technician Add New Incident . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.2.2 Technician Directions for Lookup Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.2.3 Technician Directions for Knowledge Base . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.3 Reporter Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.3.1 Customizing a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.4 Administrator Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2.4.1 Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2.4.2 Creating and Assigning Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.4.3 Event Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.4.4 Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2.4.5 Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

6Helpdesk Administration Guide
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About This Guide
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7
About This Guide
Helpdesk provides an online resource for administrators to monitor incidents, check the status
incident tickets, allocate work, and personalize settings to best fit their company’s needs. This
allows Helpdesk users the reassurance that their incidents have been received by support teams.
Chapter 1, “Getting Started,” on page 9
Chapter 2, “Administration,” on page 19
Audience
This guide is intended for Helpdesk administrators.
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 Helpdesk Administration Guide and additional documentation,
visit the Novell Open Workgroup Suite Small Business Edition Web site (http://www.novell.com/
documentation/nows/).
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.

8Helpdesk Administration Guide
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Getting Started
1
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9
1
Getting Started
Section 1.1, “Overview,” on page 9
Section 1.2, “Requirements,” on page 9
Section 1.3, “Installation,” on page 9
1.1 Overview
Helpdesk provides an online resource for administrators to monitor incidents, check the status
incident tickets, allocate work, and personalize settings to best fit their company’s needs. This
allows Helpdesk users the reassurance that their incidents have been received by support teams.
1.2 Requirements
When you choose to install the Helpdesk component on your NOWS-SBE server, all requirements
necessary to run Helpdesk are included in the installation. However, the eDirectoryTM and iManager
components need to be installed prior to the Helpdesk component.
1.3 Installation
After you have installed your NOWS-SBE server operating system and the base component,
eDirectory, you can install the Helpdesk application from the NOWS Admin GUI.
1Log in to the NOWSBE Admin GUI with the sbsadmin login name and password.
2Click the Add/Remove link.
3Locate the Helpdesk application in the list of components to install.
4Click the Install button.
5Choose to install the Basic or Advanced option.
Basic: Minimal configuration required by the administrator. Default settings are used.
Advanced: Options available to change configurations such as ports and logging levels.
1.3.1 Basic Installation
The Basic installation is a five-step process that configures your Helpdesk application with the
default recommended settings.
1Select the Basic option on the Installation Type page 2. Specify the settings for your LDAP
services. (LDAP is used for the user authentication and authorization.)
2After you have provided the information, click Next to continue your Helpdesk installation.
3Specify the settings for your LDAP services.

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LDAP Host: Specify the IP address for your eDirectory server. In most cases this is the
same as the server which you are installing Helpdesk
LDAP Port: The default port for LDAP services is 389. However, this is a non-secure
port and all authentication should use a secure connection. Change this to port number
636, which is for LDAP over SSL.
LDAP SSL: The default is set at 0 because LDAP is not secure over port 389. If you have
chosen to use LDAP over SSL and changed the port to 636, then specify a 1 here to enable
SSL.
LDAP Bind DN: The fully distinguished name for the proxy user to be used for your
LDAP services. The proper format is to use commas and not periods to separate the login
ID and its context information.
LDAP Base Organization: The base context your Helpdesk application uses to
authenticate users. Typically it is the top of the eDirectory tree.
LDAP Password: The password to be used by the LDAP proxy user.
Helpdesk Object: The eDirectory Helpdesk object's fully distinguished name.
Admin FDN: The fully distinguished name of the eDirectory tree's admin user.
Admin User Password: The password you use for your eDirectory tree's admin user.
4Click Next to continue your Helpdesk installation.
5Specify the settings for your Helpdesk environment.
Admin User Password: The password you use for your eDirectory tree's admin user.
MySQL User: The user that will manage the database. It needs full privileges.

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6Click Next to continue your Helpdesk installation.
7Specify the settings for your Helpdesk environment.
Helpdesk Administrator User Name: The login ID for the default administrator of your
Helpdesk application.

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Password for Helpdesk Admin: The password to which the default administrator login
is linked.
Helpdesk Tree: Name of your eDirectory tree.
Helpdesk Download Path: The path from which all Helpdesk downloads occur. Keep the
default to that ensure you receive updates from Novell.
Helpdesk Upload Path: The path from which all Helpdesk uploads occur. Keep the
default to ensure that you receive updates from Novell.
Helpdesk Title: The name you want your employees to see when they log in to your
Helpdesk application.
Helpdesk Admin E-Mail: The address to be used when users submit tickets and from
which responses from Helpdesk are addressed. An example of this e-mail address would
be [e-mail]
Helpdesk Database User Name: The name of the user on your database server that will
have full access to this database instance.
Helpdesk Database Password: The password to which the Database User Name is
linked.
Helpdesk Mail Password: The password used to log into the Helpdesk support e-mail
account.
Helpdesk Mail User Name: The login name of the Helpdesk support e-mail account.
8Review the settings you have chosen. If they are correct, click Next to complete your Helpdesk
installation.
9After the installation has completed, click the Finish button.
1.3.2 Advanced Installation
The Advanced installation allows you to configure your Helpdesk application with settings unique
to your environment and procedures.
1Select the Advanced option on the Installation Type page.
2Specify the settings for your LDAP services, then click Next. (LDAP is used for user
authentication and security.)

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LDAP Host: Specify the IP address for your eDirectory server. In most cases this will be
the same as the server on which you are installing Helpdesk.
LDAP Port: The default port for LDAP services is 389. However, this is a non-secure
port and all authentication should use a secure connection. Please change this to port 636,
which is for LDAP over SSL.
LDAP SSL: The default is set at 0 because LDAP is not secure over port 389. If you have
chosen to LDAP over SSL and changed the port to 636, then enter a 1 here to enable SSL.
LDAP Bind DN: The fully distinguished name for the proxy user that will be used for
your LDAP services. The proper format is to use commas and not periods to separate the
login ID and its context information.
LDAP Base Organization: The base context your Helpdesk application uses to
authenticate users. Typically it is the top of the eDirectory tree.
LDAP Password: The password to be used by the LDAP proxy user.
Helpdesk Object: The eDirectory Helpdesk object's fully distinguished name.
Admin FDN: The fully distinguished name of the eDirectory tree's admin user.
Admin User Password: The password you use for your eDirectory tree's admin user.
3Specify the settings for your database instance.

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MySQL User: The user that will be used to manage the database. It needs full privileges.
MySQL User Password: The password to which the MySQL User is linked.
4Click Next to continue your Helpdesk installation.
5Specify the settings for your Helpdesk environment.

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Helpdesk Administrator User Name: The login ID for the default administrator of your
Helpdesk application.
Password for Helpdesk Admin: The password to which the default administrator login
is linked.
Helpdesk Tree: Name of your eDirectory tree.
Helpdesk Download Path: The path from which all Helpdesk downloads occur. Keep the
default to ensure that you receive updates from Novell appropriately.
Helpdesk Upload Path: This is the path from which all Helpdesk uploads occur. Keep
the default to ensure that you receive updates from Novell appropriately.
Helpdesk Title: The name you want your employees to see when they log into your
Helpdesk application.
Helpdesk Admin E-Mail: The address to be used when users submit tickets and from
which responses from Helpdesk are addressed. An example of this e-mail address is
[e-mail]
Helpdesk Database User Name: The name of the user on your database server that will
have full access to this database instance. This can be the same password to which the
Database User Name is linked.
Helpdesk Data Password: The password to which the Database User Name is linked.
Helpdesk Mail Password: The password used to log in to the Helpdesk support e-mail
account.
Helpdesk Mail User Name: The login name of the Helpdesk support e-mail account.
6Click Next to continue your Helpdesk installation.
7Specify the settings for Advanced Helpdesk configurations, then click Next.

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Helpdesk Send User Queue Change: Keep the default of 0 to not notify users of a
change in their queue association. Change to 1 to turn on notification.
Helpdesk Send User Priority Change: Keep the default of 0 to not notify users of a
change in the priority of their incident. Change to 1 to turn on notification.
Helpdesk Send User Tech Change: Keep the default of 1 to activate notification.
Change to 0 to not notify users of a change to the technician assigned to their incident.
Helpdesk Send User Status Change: Keep the default of 1 to activate notification.
Change to 0 to not notify users of a change in their incident's status.
Helpdesk Send User Close: Keep the default of 1 to activate notification. Change to 0 to
not notify users of a change in their incident's status to Close.
Helpdesk Web Helpdesk Page: The address your Helpdesk users go to access your
Helpdesk services.
E-Mail Address of Queue Changes: Specify the e-mail address to be used to send
notifications of reassignments of queues.
Helpdesk Technician Change E-Mail: Specify the e-mail address to be used to send
notifications of reassignments of technicians.
Helpdesk Solution Change E-Mail: Specify the e-mail address to be used to send
notifications of incident solutions.
Helpdesk Status Change E-Mail: Specify the e-mail address to be used to send
notifications of change to incident status.
Helpdesk Priority Change E-Mail: Specify the e-mail address to be used to send
notifications of a change to incident priority.

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Helpdesk Default Technician: Specify the default technician name for unassigned
Helpdesk incidents.
Helpdesk Technician Change E-Mail: Specify the e-mail address to be used to send
notifications of reassignments of technicians
Helpdesk Auto Helpdesk Auto Assign: Keep the default of 0 to not automatically assign
incidents. Change to 1 to enable this feature.
Helpdesk Allow Technician Assign: Keep the default of 0 to not allow technicians to
assign incidents. Change to 1 to enable this feature.
Helpdesk Check Sleep Time: The interval in seconds that the system uses to poll for
incidents submitted by e-mail.
Helpdesk Ticket Sleep Time: The interval in seconds the system polls for new incidents
submitted through the Helpdesk interface.
8Specify the additional Advanced Helpdesk configurations.
Helpdesk Log Location: Directory location for log files on the server.
Helpdesk Log Level: FINE, NORMAL, VERBOSE. FINE is the default.
Helpdesk Report Closure: Keep the default of 0 to not report on closed reports. Change
to 1 to activate notification.
Helpdesk Mail Digest: Keep the default of 0 to not send out a report of all incidents daily.
Change to 1 to activate this notification.
Helpdesk Send Notification: Keep the default of 1 to send out notifications. Change to 0
to deactivate this notification.
Helpdesk Mail Password: The password used to log into the designated helpdesk mail
account.

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Helpdesk Mail User Name: The user name of the designated helpdesk mail account.
Helpdesk Return Address: The e-mail address used by the helpdesk for responding to
user inquiries.
Helpdesk Mail Provider: The type of mail service used by your company.
Helpdesk Incoming Mail Port: The port that the server is listening on for incoming mail.
Helpdesk Incoming Mail Server: The address of your mail server.
Helpdesk Outgoing Mail Server: The address of your mail server.
Helpdesk Database Port: The port the database uses.
Helpdesk Database Password: The password of the database admin account.
Helpdesk Database User Name: The login name of the database admin account.
Helpdesk Use SSL: Keep default of 0 if you will not be using SSL. Change to 1 if you
have chosen to enable security.
9Click Next to continue your Helpdesk installation.
10 Review the settings you have chosen. If they are correct, click Next to complete your Helpdesk
installation.
11 After the installation has completed, click the Finish button.
1.3.3 Uninstalling Helpdesk
1Log in to your NOWSBE server administration GUI with the sbsadmin login and password.
2Click the Add/Remove link, then locate and select the Helpdesk component from the list of
installed components.
3Click the Uninstall button. Confirm that you want to uninstall the component from your
NOWSBE server.
4If you do not plan to reinstall the Helpdesk application, you can clean up your user accounts by
deleting the role information from the employeetype field in eDirectory.

Administration
2
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19
2
Administration
There are four types of access that can be granted in the Helpdesk application. The role that is
assigned dictates what a user can able to view. The four role types are:
Helpdesk User: This role allows users to submit incidents and track them through completion.
Technician: This role is for system engineers and technicians. People assigned to this role can
submit incidents, track incidents assigned to them and to their designated queue, and consult
the knowledge base for solutions to previously diagnosed incidents.
Reporter: This role is for the technician’s managerial staff. It enables managers to report on
the efficiency of their technical staff.
Administrator: This role allows network administrator to set up new users, new queues, and
modify system configurations as needed.
NOTE: You can assign combinations of the roles above to grant the access your staff needs. For
example, you can grant an administrator the Administrator role and the Reporter role so he or she
can add users and track the technical staff's efficiency.
Section 2.1, “Helpdesk User,” on page 19
Section 2.2, “Technician Role,” on page 22
Section 2.3, “Reporter Role,” on page 24
Section 2.4, “Administrator Role,” on page 26
2.1 Helpdesk User
Helpdesk provides an online resource for employees to report problems and to check the status of
their submitted incident tickets. This allows Helpdesk users the reassurance that their incidents have
been received by support teams.
A Helpdesk user has the most basic access in Helpdesk application. A user only has access to the
Incident menu panel. From this panel, users have access to add or look up a Helpdesk ticket. After
they are logged in, the Helpdesk users are directed to the Add New Incident page.

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Figure 2-1 Add New Incident page
2.1.1 User Directions for Submitting a Helpdesk Ticket
1On the Add New Incident page, click Add. In the Problem field, specify a description of your
error. Be sure to write a detailed and accurate description of the problem. This allows for a
speedier solution to be provided.
2In the Queue field, select the appropriate category for your problem:
General: Miscellaneous problems.
Network: Port connectivity issues.
Server: Problems pertaining to account setup on the server.
Workstation: Problems pertaining to your issued laptop or desktop.
3In 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.
Informational: A communication that does not need any action, such as Account
deactivation.
4(Optional) In the Attachment field, click Browse to browse to and insert an appropriate
attachment, such as a log file or screen shot.