Provisioning users in a hybrid environment 

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Provisioning a user adds an IBM SmartCloud™ Notes® subscription to a user account and creates a mail file for the user on a mail server in the service. You can also add optional subscriptions purchased by your company.

Before you begin

To be provisioned, a user must first be registered in an on-premises IBM® Lotus® Domino® directory and the Person document must replicate to the service during directory synchronization.

If your on-premises environment includes delegates who manage mail for other users, consider provisioning the delegates first. After delegates are provisioned, they can manage mail for both service users and on-premises users whose mail files are still on company servers. Users whose mail files are on company servers cannot manage the mail of a service user. For more information on planning mail file delegation, see the topic at the link below.

Note: To transfer mail files to the service during user provisioning, do not perform this procedure. Instead, refer to the procedure Provisioning users with existing mail files in a hybrid environment.

Procedure

1. Log on to http://www.ibmcloud.com/social using the email address and password of a service company administrator.
2. If your account also has the User role, click Administration -> Manage Organization. Otherwise, skip this step.
3. From the left navigation pane, click Lotus Notes.
4. In the Provisioning section of the SmartCloud Notes Administration window, click User Provisioning.
5. Select one user or multiple users to whom you want to assign the same subscriptions and mail template, and then click Provision Selected.
6. In the Select your subscription information section of the Provisioning Options window, specify the information described in the following table.
   
Some subscriptions described in the table are optional. An optional subscription is available for selection if your company has purchased it.

Table 1. Specifying subscription information in the Provisioning Options window

Field	Steps
Collaboration	(Optional) Select this option to allow users to use a collaboration service, for example, IBM SmartCloud Engage.
Mail	Select IBM SmartCloud Notes.
Other - SmartCloud Traveler for Notes	(Optional) Select this option to allow users to access the service through a mobile device supported by SmartCloud Traveler.
Other -SmartCloud Archiving Retention Data Feed for Notes	(Optional) Select this option to retain the email of users for later e-Discovery.
Other - SmartCloud Notes for Hosted BlackBerry Services or SmartCloud Notes for Hosted BlackBerry Services with MDS	(Optional) Select this option to allow users to access the service through a BlackBerry® smartphone.



7. In the Select a default mail template section of the Provisioning Options window, click Select next to the mail template to use for the user mail file.
   
• If users will connect to the service through the Lotus Notes client, select the template version that corresponds to the Lotus Notes client version they use. For example, if they use Lotus Notes 8.5.2, select an 8.5.2 version of the template in the appropriate language. Click Next to scroll through the list of available templates until you find the correct one.
• If users will not use the Lotus Notes client, select the latest template version available in the desired language.
• To see only custom mail templates that have been developed for your company, clear the Show Standard Mail Templates check box. If you select a custom mail file template, after provisioning is complete, any mail folders created by your company inherit the design of the Inbox folder.
  
  
8. In the Provide an initial password section of the Provisioning Options window, create a temporary password that complies with the requirements that are shown.
   
• Users provide this password the first time they log on to the service after being provisioned.
• If users currently have other service subscriptions, this password replaces their current passwords.
• After logging on, users are prompted to create a new password.
• This password is a different password than the Lotus Notes ID password.
  
  
9. Click Provision.
10. Review the provisioning options you have selected. Note the password shown in the Initial Password field because you must provide it to each user. Click Confirm to provision the selected users.
    

Results

The name and login email address of each user is shown in the User Provisioning window.

A user account is created or updated for each user. To see a user account:

1. Click Home.
2. In the navigation pane, click User Accounts to see the list of users.
3. The newly provisioned users show the status Pending, indicating that they have not yet logged on to the service.
   

Note: If a user account shows a status of Held, instead of Pending, wait for the status to resolve to Pending. The Held state occurs when the service is performing routine checks. It does not indicate that there is a problem. Do not delete and then re-add the account. Resolution often takes a few hours or less; however, on some occasions it may take a few days. If you are concerned that the Held state is not changing, contact customer support.

What to do next

Perform the procedure Providing account information to end users. In addition to providing account information, if the user will set up a Lotus Notes client to connect to the service, you might also need to provide the Lotus Notes ID file to the user. Providing the ID file is necessary only if the ID file is not available in an on-premises ID vault.

Parent topic: Adding new users in a hybrid environment
Previous topic: Registering a new user on-premises

Related concepts
Using administrative policies

Related tasks
Administering SmartCloud Traveler accounts and devices
Using email retention and e-Discovery
Administering BlackBerry smartphones and users