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E-mail Administration Overview The Email Account Administration for OneNet Clients are administered by utilizing a web browser (like Netscape Navigator or Communicator) via a SECURE web connection. This will assure that all transactions are handled via secure transactions. The Email administrator's Username and Password will be given to you by a OneNet Representative. For security reasons, the Password for the mail administrator Username should be changed during initial setup session. Click on the following steps to view the procedures necessary in administering your site's mail accounts.
Connect to the Secure Server for Email Administration Clicking on the link above will connect you to the Secure Server for Email Administration. You will be prompted for the Administrator Username and Password.
The Administrator's Username and Password must be entered to gain access to the administration screen. For security reasons, the Password for the mail administrator should be changed during the initial setup session. Use the procedures documented in Changing Account Information section. Once the change is made, it will require you to log back into the system.
The accounts are administered through web pages. You can Add, Change or Remove accounts. The accounts can be administered individually or through batch processing. The account database contains: Username, Password, Full Name, and Phone Number. The Full Name and Phone Number fields are for your use only. The system does not require input for these fields. The only required field is the Username. If you leave the Password blank, the system will randomly generate a Password for the user. The system processes the requested actions on the hour and every ten minutes thereafter. Account Status codes will be displayed beside the accounts indicating the status of the requested action. The status codes are:
Table 1.1 The Password field requires the entry of 4 to 16 alpha-numeric characters, including spaces and punctuation marks except colon or double and single quotes. The Password can not be the same as the Username. If the Password is left blank, the system will generate a random password for the user. To view account information, select the desired account(s), Sort By field and click the LIST button. This will display the selected account(s) information in the desired Sorted order. You can sort the accounts by User name, Phone Number or Full Name. CAUTION: The password will be displayed in clear text form. The information can be displayed in various formats for your convenience. The available formats are: HTML, Table, ASCII, and Postscript. The default display type is HTML. The selected accounts will always be displayed in HTML. The ASCII option generates a colon delimited file of the selected account(s) to be generated. The ASCII option can be used to create a batch file if changes are going to be made to multiple accounts. The PostScript option generates the selected account(s) in postscript format. When the selected account(s) are displayed, a link to the generated file(s) will be created. Click on the generated link and that file will be displayed. The Netscape browser is configured to just display standard ASCII file data within the browser window. The Postscript data will also be displayed to the browser window. To save this file to your local disk, select File, then Save As. You can then select OK and accept the default local filename and location or enter a new location and filename. Click OK to continue.
The addition of accounts can be processed either individually or through batch processing. To add individual accounts, scroll down to the ADD section of the Account Administration screen. Enter the appropriate information for the user and click the ADD button. For detailed account information and restrictions, please see Account Administration. The Create Accounts screen will be displayed confirming either the user has been added or that the Username is already taken. If the Username is already taken, press your browsers BACK button and enter a different Username and resubmit the request or press the BACK TO MAIN button to return to the Current Accounts screen to restart the process. If the user has been added, click the BACK TO MAIN button. This will return you to the Current Accounts screen. This screen displays the accounts and their status. The system processes the requested actions on the hour and every ten minutes thereafter. The Account Status will be indicated to the right of the Username. To check on the current status of the account(s), click the REFRESH button to reload the account information.
Changing account information can be processed either individually, batch processing or by selecting multiple accounts from the Current Accounts screen. To select multiple accounts on this screen, utilize one of the following methods: Press and hold the mouse button down on the first account while dragging the mouse across the accounts you want to change. Click on the first account. Press and hold the Control Key while clicking on the other accounts you want to change. When the account(s) are selected, click the CHANGE button. The Account Changes screen will be displayed listing the selected accounts. This screen will allow you to change the Password, Full Name and the Phone fields for the selected accounts. The Username can not be changed. The only way to change the Username is to first remove the account for the old Username then add the account for the new Username. If you remove a user account, all data owned by the user including web pages and email information will be placed into an inaccessible holding area. When changing account information, every field must be entered even if you do not desire to change the information. Fields left blank will cause the fields for the account to be blanked out except the Password field. If the Password field is left blank, the system will generate a random password for that account. When the desired changes have been entered, click the CHANGE button. The Change Accounts screen will be displayed. This screen will display the accounts that have been changed with a status indicator. All account information will be displayed. CAUTION: This includes the password. If the system generated the password, you can print this screen and have a record of passwords generated by the system. The Status displayed indicates the status of the change request not the Account Status. The Change Request Status Indicators are listed below in Table 1.2. Remember, the system will process the requested actions on the hour and every ten minutes thereafter. The Account Status is displayed on the Current Accounts screen with the account status code listed beside the Username. See Table1.1 for the Account Status Codes.
Table 1.2
Removing accounts can be processed either individually, batch processing or by selecting multiple accounts from the Current Accounts screen. To select multiple accounts on this screen, utilize one of the following methods:
When the account(s) have been selected, click the REMOVE button. The Accounts To Remove screen will be displayed. This screen will display the account(s) that have been selected to be removed. All account information will be displayed. The Accounts To Remove screen will prompt for confirmation of your request to remove the account(s). Click the Yes button to continue with the removal request or click the No button to discontinue. If you discontinue the removal process, you will be returned to the Current Accounts screen. If you continue the removal process, the Remove Accounts screen will display the accounts with confirmation of their removal. Remember, the system will process the requested actions on the hour and every ten minutes thereafter. The Account Status is displayed on the Current Accounts screen with the account status code listed beside the Username. See Table1.1 for the Account Status Codes.
Batch Processing Account Information This Batch Process can be utilized to Add, Change and Remove multiple or individual accounts. Create a file containing the fields Username, Password, Full Name, Phone Number and Transaction Code utilizing a colon ( : ) as a delimiter between fields. The Transaction Code must be Upper Case. IMPORTANT: Some database and spreadsheet programs include quotation marks around text exported to a delimited file. Do not include quotation marks around the text. In addition, the file must be a plain ASCII text file. The Full Name and Phone Number are optional. The Transaction Type(s) are listed below.
Batch Processing Examples
Enter the file name in the filename box of the SEND FILE section of the Account Administration screen or find the file with the Browse button. To do this, click the BROWSE button to browse through the directories on your local machine. To select the located file, click on the file and then click OK. This will select that file. Click the SEND FILE button. The file will be uploaded to the system and processed. The Account File Status screen will be displayed. This screen will display the process status of each record in the file sent. During processing, the username is checked against the central database. If the username is already in use, the the message "Username already assigned." will be displayed. Record(s) displaying this error message will need to be resubmitted with a new username.
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