For the original or accessible version of this article, see
Lotus
Foundations Start Administration Guide - All available languages (1.1).
User
& Team management
Service
integration
User and team management is integrated with a number of
other Lotus(R) Foundations services. It is important that you
understand how user and team management relates to these other functions
before creating, editing, and deleting users and teams. Read the following
section carefully.
Lotus Foundations email, file, Web, and FTP services are
tightly integrated. Every user and team account that is created has instant
and automatic access to all of these services. When a user is created,
a number of things happen in the background:
- A login account is created and the password defined by
the administrator is assigned to that account.
- A personal User directory is created on the server. This
directory is accessible in Windows' Network Neighborhood or on Macintosh's
AppleShare drive. If NFS is enabled, UNIX(R) and similar systems
can use the path /export/home/USERNAME
to access this directory. For example, the path for someone with the username
janedoe would be /export/home/janedoe.
- A WWW directory is created within the user's personal
directory. Any file stored in this directory is automatically published
on the user's personal web page. This is only valid if you have the option
for 'Users Personal Home Page:' set to Enabled or Only Trusted
Hosts. See Web Server in WebConfig for additional information.
- An FTP account (which points directly to the user's personal
directory) is created for the user. If the user logs in to the FTP server
using the proper username and password, they can access the files in their
personal directory.
- An email account is created for the user. Email is available
through either POP3, IMAP, or the Domino(R) email protocol.
Similarly,
when a team is created, a number of things happen in the background:
- A team login account is created and the password defined
by the administrator is assigned to that account.
The
default configuration is to have no password. Remember, assigning a password
to a team takes up one user license.
- A Team directory is created. This directory is accessible
to all Team members in Windows' Network Neighborhood or on Macintosh's
AppleShare drive. If NFS is enabled, UNIX and similar systems can use the
path /export/home/TEAMNAME
to access this directory. For example, the path for a Team named sales
would be /export/home/sales.
- A WWW directory is created within the team directory.
Any file stored in this directory is automatically published on the team's
web page.
- An FTP account (which points directly to the team directory)
is created for the team. If a team member logs into the FTP server using
the proper team name and password, they can access the files in the team
directory.
- An email distribution account is created for members of
the team. Team email can be accessed through either POP3 or IMAP mailboxes.
Email received by the Team email account can be set to be automatically
forwarded to all members of the Team.
Note:
All Lotus Foundations user and team accounts with a password
require a Lotus Foundations user license. Lotus Foundations user licenses
are not required for team accounts without a password; team members can
still access team data/services using their personal User account passwords.
Users who do not need to access Lotus Foundations se rvices (such as email,
file, print, MySQL, and FTP services), do not require a user license. One
additional "free" Lotus Foundations user license is allocated
for a Lotus Foundations administrator. See
User
licenses for more information.
User
accounts
Browsing users
Users are listed in the Users section of the WebConfig
console. You can search for users and teams by user ID, Team ID or full
name.
Disabled users are displayed in this list with '(disabled)'
appended to the Full Name field. Users are considered disabled when
they have no password set.
Creating users
Follow these steps to create users:
1. Select
Users from the left-side menu of WebConfig.
2. Click
the Users tab.
3. Click
Add User.
Figure 14. Creating a user in the WebConfig console
4. Enter
the User ID (also known as a "username") that serves as the User's
login and personal directory name.
Note:
User IDs cannot contain spaces or any punctuation other
than hyphens, periods, and underscores, for example, jane-doe, jane.doe,
jane_doe are all acceptable user IDs.
- With Lotus Foundations Start installed, this user ID becomes
part of the user's email address. For example, if the username janedoe
is created on a Lotus Foundations server that resides in the example.com
domain, Jane's email address is janedoe@example.com.
5.
Enter the user's
full name. This full name must be unique to all other names when running
Lotus Foundations Start.
6. Enter
a password for the user. User passwords should also be unique to help maximize
security and access controls.
7. Re-enter
the password to ensure that it has been entered correctly. If the passwords
do not match, you are asked to re-enter the password in both fields.
8. Select
a preferred language for the user. This determines the language for the
email template and for the Lotus Notes
(R) client through the
one-click installation.
9. Indicate
whether or not this user has administrative privileges.
- Administration privileges means that this user has unrestricted
access to all configuration functions of Lotus Foundations. If you give
a user administrative privileges, disk and email quota values are not configurable.
Administrative users automatically have unlimited quotas.
10.
Indicate whether
or not this user has FTP access to his or her private directory.
- The FTP file server has to be enabled before the user
can have FTP access. If FTP is enabled in Trusted Hosts Only mode, the
user can access files from a trusted, internal network or from a VPN. If
FTP is enabled in open mode, the user can access files using FTP from anywhere
on the Internet.
11.
Indicate whether or not the user
is allowed to establish a remote VPN (PPTP) or dial-in modem connection
to the internal network.
- For security reasons, most users should not be able to
establish a remote connection. VPN services must be enabled before a user
can establish a VPN co nnection. Similarly, dial-in for a specific modem
has to be enabled before a user can establish a dial-in connection on that
modem. See Remote
access services for more information.
12.
If the domain controller
is enabled, choose a drive that the user's files can be automatically mounted
to when logged into a domain workstation. The
default drive is X:.
- Be sure to choose a drive that is not already in use.
For more information, see NT
domain services.
13.
Select a quota value
for this user. For more information, see
Disk
quotas.
14. Select
an email quota value for this user. This is the total amount of disk space
a user's email file can occupy.
15. Enter
any nicknames that are required for this user. Email sent to any of these
nicknames are delivered to this user.
16. Under
Join Teams, select the team(s) from the
Available Teams list
that this user is a part of. Click
Join. The teams are displayed
in the
Member of Teams box.
Note:
Team membership gives users full access to the team's
shared directory. If one of the joined teams is a member of any other team(s),
when it is added to the Member of Teams list it has (# inherited) listed
after it. The user has "inherited" team membership to those other
team(s).
17. Click
Save Changes. This returns you to the main User Setup page, and
the user is displayed in the list of previously created users.
Editing users
Follow these step to edit users:
1. On
the User Setup page, click the Users tab. Click the appropriate
user's edit icon
.
The Modify User screen is displayed.
Note:
While running Lotus Foundations Start, user and team names
are not modifiable.
2. Change
the user's information as necessary. Refer to the previous section, Creating
users for a description of the fields on this screen.
3. Click
Save Changes.
Other Actions
- Remove a user's password to disable the account.
- Enter a password for a disabled user to re-enable him
or her.
Deleting Users
Note:
Deleting a user means that all of the user's personal
files, email settings, mailbox, and any undelivered email in the mailbox
is deleted. Once this is done, none of the above can be recovered (unless
you restore the data from a previous backup).
To delete an individual user:
1. On
the User Setup page, click the Users tab. Click the appropriate
user's delete icon
.
2. An
"Are you sure you want to delete user" confirmation box is displayed.
Click OK to continue and delete the user.
To delete multiple users
To delete multiple users, you can use pre-existing pwdump2
or spreadsheet data using the following syntax:
username1, username2 , username3, username4.
User names should be separated by new lines or commas.
Fields other than the username field are optional and should
use the following syntax:
username[,user2,user3(...)]:password:full_name
The ":" (colon) separator can be replaced by
";" (semi-colon) or [TAB].
1. In
WebConfig, click Users in the menu.
2. Click
the Users tab. Click Import Users. The Import Users screen
is displayed.
3. In
the Action field, select Delete Users.
4. Right-click
the field called Import Users Info. Select Copy. This copies
the contents of the file.
5. Click
Save Changes.
Import users from Windows(R)
Follow these steps to upload user information from a Windows
2000 or NT server:
1. You
need to download an executable file called pwdump2.
The program is freely available online and can be found at various locations
on the Internet.
2. Download
the file called pwdump2.zip
and unzip the contents to its own folder. For example, extract the contents
to a folder called pwdump2
on your C drive.
3. Click
Start, and select Run.
4. Enter
cmd, then click OK.
5. Type
the following, then press Enter:
cd pwdump2
6. This
changes the directory to the folder you created on your C drive that contains
the contents to the file pwdump2.zip.
7. Type
the following, then press Enter:
pwdump2 > list.txt
8. This
runs the file called pwdump2.exe
and generates a text file called list.txt
in the same folder.
9. Open
the file called list.txt.
This contains a list of Windows users. Highlight the users that you wish
to import, right-click and choose Copy.
10. In
WebConfig, click Users in the menu. Click the Users tab.
11. Click
Import Users.
12. Right-click
the field labeled Import Users Info. Select Paste. This copies the contents
of the file called list.txt
into this space.
13. When
importing users, you can specify each user's quota value as small,
medium, or large by using the following syntax:
username[,user2,user3(...)]:password:full_name:quota.
14. Click
Save Changes. The Import Users screen is displayed.
15. Click
Save Changes.
For more information on quota values, see Disk
quotas.
Because Windows uses a one-way hash algorithm for storage
of passwords, the passwords are not easily recovered. The administrator
needs to create new passwords for each imported user from the Modify User
screen.
You can only import either a block of pwdump2-generated
data or a block of spreadsheet-generated data at one time. If you need
to import both, import each type separately.
Modifying
user email settings
1. Click
Users from the left-side menu of WebConfig.
Click the Users tab. The main User Setup screen is displayed.
2. Click
the appropriate user's edit action button. The Modify User screen is displayed.
3. Click
User Email Settings located at the bottom of the screen.
The following fields are displayed on the user email page:
- Ret rieve Mail from POP Server:
- Used to pull POP mail from one account from a mail provider
or a third party POP mail provider, for example, Yahoo/Hotmail.
- Configure by entering the full server name used to pull
mail down from your ISP, for example, pop1.isp_server.com.
- Remote POP Username:
- Enter the appropriate account credentials for the mail
service you are retrieving from.
- Remote POP Password:
- Enter the password for the POP account.
- Re-enter POP Password:
- Re-enter the password for the POP account to ensure that
it was typed correctly.
For more information about
the following Spam related fields, see
Spam
scanner.
Team
accounts
Creating teams
Follow these steps to create teams:
1. Select
Users from left-side menu of WebConfig. Click the Teams tab.
The main User Setup screen is displayed.
2. Click
Add Team. The Create New Team screen is displayed.
Figure 15. Creating a team in the WebConfig console
3. Enter
a team ID.
- This ID serves as the name of the team's shared directory
and as the team's FTP login name, which gives team members FTP access to
the shared directory and the WWW directory. Team IDs cannot contain spaces
or any punctuation other than hyphens, periods, or underscores.
4.
Enter a descriptive
name for the team in the Full Name field. This descriptive name must be
unique.
5. Enter
a login password for the team. Team passwords should be unique.
6. Re-enter
the password to ensure it was entered correctly. If the passwords do not
match, you are asked to re-enter the password in both fields.
7. Select
a preferred language.
8. Indicate
whether or not the team has FTP access to the team directory.
- The FTP file service has to be enabled before the team
can have FTP access. If FTP is enabled in Trusted Hosts Only mode, the
team can access files from the internal network or from a VPN. If FTP is
enabled in open mode, the team can access files using FTP from anywhere
on the Internet.
9.
Indicate whether or not team members
are allowed to establish a remote VPN (PPTP) or dial-in modem connection
to the internal network. For security reasons, most teams should not be
able to establish a remote connection.
- VPN services and dial-in services have to be enabled before
a team member can establish a VPN or dial-in connection. See Remote
access services for more information.
10. Select
the team type to create this team as:
- Normal Team
- Room
- Resource
Teams created as a room
or a resource can be reserved by users using Lotus Notes.
11. If
you chose to create the team as a room, select the capacity of the room
referred to.
12. Select
a quota value for this team. For more information, see
Disk
quotas.
13. Enter
any nicknames required by thi s team. Emails sent to any of these nicknames
are delivered to the team.
14. Under
Team Members, select the user(s) from the
Users list who are a part
of this team. Click
Add. The user(s) is displayed in the
Team
Members box.
- Team membership gives users full access to the team's
shared directory.
- If one of the members is a team, when it is added to the
Team Members list it has (# members) listed after it. That team's
members have inherited team membership.
15.
Click
Save Changes.
This returns you to the main User Setup page, and the team is displayed
in the list of previously created teams.
Editing Teams
Follow these steps to edit teams:
1. On
the User Setup screen, click the Teams tab. Click the appropriate
team's edit icon
.
2. The
Modify Team screen is displayed.
Note:
While running Lotus Foundations Start, the team name and
the team type are not modifiable. If you created a team as a room you cannot
convert it to a resource, but you can modify the capacity of the room.
Similarly if you created a team as a normal team or a resource, you cannot
convert it to another team type.
3. Change
team information as necessary. Refer to the previous section, Creating
teams for a description of the fields on this screen.
4. Click
Save Changes.
Testing email
When modifying a team, click Send on the Test
Email row to send a test email to the team.
Deleting teams
Note:
Deleting a team means that the team's shared network directory
and all of the files contained within the directory are deleted. Once this
is done, none of the above can be recovered unless you restore the data
from a previous backup.
Follow these steps to delete teams:
1. On
the main User Setup screen, click the Teams tab. Click the appropriate
team's delete icon
.
2. In
the confirmation dialog that displays, click OK.
Searching for teams
The User Setup screen restricts the number of entries that
are displayed by default. If there are a large number of teams, only the
first 10 teams are displayed in the User Setup section. At the bottom of
the section there are links to a series of teams. For example, if you have
43 teams, the screen displays: [show all] [a - o] [p - y]. Clicking on
the [p - y] link displays all teams with team names beginning P through
Y. To help administrators to easily locate teams' records, there is a Team
Search field at the top of the User Setup screen. To search for a team,
type in that team's ID (or portion thereof) and click Search.
Password
policy
The password policy feature helps an administrator to set
restrictions on the format of passwords chosen by users. For example, the
administrator can specify that uppercase and lowercase letters must be
i ncluded in the password and/or that passwords must be of a particular
minimum length.
Creating a password policy
Follow these steps to create a password policy:
1. Select
Users from the left-side menu of WebConfig.
2. Click
the Password Policy tab.
3. Choose
whether or not to enforce the password policy on passwords set by administrators.
- The password policy settings are always enforced for passwords
chosen by users. If this option is enabled, the password policy settings
are also enforced for passwords chosen by administrators, including their
own passwords.
4.
Select which password policy criteria
should be enforced by checking the appropriate boxes.
- The "Passwords must contain letters" and "Passwords
must contain both uppercase and lowercase letters" rules are tied
to each other. Therefore, enabling the latter settings automatically enables
the former.
5.
If you want to enforce a minimum password
length, enter the number of characters in the Password minimum length text
box. Use 0 for no minimum.
6. Click
Save Changes.
Illegal passwords
When a password that does not conform to the policy as
specified by the administrator is entered for a user, that user receives
an email notifying them that they need to change their password to one
that conforms to the policy. The email also includes instructions on how
to perform this password change.
If a user changes their password in their personal WebConfig
to one that does not meet the policy criteria, they get a pop-up error
message.
An error message is also displayed in WebConfig's Notices
box telling them that their password was not changed.
If the "Enforce password policy on passwords set by
admins" option is set to No, Administrators are able to change a user's
password to one that does not meet the policy criteria. This helps administrators
to set an easy-to-remember temporary password for a new user, until that
user can set his or her own password.
The administrator receives a warning message in WebConfig's
Notices box informing him or her that the password does not meet the policy
criteria, but that the password has been changed.
If a user is already set up and the administrator creates
or changes a password policy, that user's password is valid - even if it
does not meet the policy criteria - until the next time he or she logs
onto WebConfig.
Return to the Table
of Contents for the Lotus Foundations Start
V1.1 Administration Guide.