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Working with users
Adding multiple users
The custodian is able to add users one at a time to your Open Text Social Workplace system. If you need to add a large number of users at once, you as administrator can use FirstClass scripting.
 NoteWe only show you the command syntax here. For more detailed information on scripting, including how to run it, see FirstClass Scripting.
There are three steps involved in adding a user:
1 Create the user account.
2 Prompt the user to change their password on initial login.
3 Set the mail forwarding address.
For all users that you want to add, you must send three messages corresponding to the three steps above (the users can be combined in each message). The first message must be sent first, to create the user accounts, followed by the other scripts to set the new user and mail forwarding information.
Creating a user account
The syntax for adding a regular or remote (external) user to your system is almost identical. The only difference is in the keyword you use as part of the command. “NETWORK” creates a regular user and “TELECOM” creates a remote user.
The full syntax is:
ADD class userID first I last dept pw postaddr phone1 phone2 UG# UG1...UGn
Only the following elements of this syntax apply to Open Text Social Workplace, and only userID and last are required:
You must use empty double quotes (“”) for any elements you don’t put in the syntax.
Example of adding a user with a group
To create a regular user Susan J. Bram with a userID of sbram@otsw.com and add her to the group named otsw.com, the syntax would be:
ADD NETWORK abram@otsw.com Susan J Bram “” “” “” “” “” 1 otsw.com
Example of adding a user without a group
To create a remote user Mary Jane Smith with a user ID of mjsmith and not belonging to any groups, the syntax would be:
ADD TELECOM mjsmith “Mary Jane” “” Smith
Prompting the user to change their password
When you add a user with FirstClass scripting, you’ll also want them to verify their name and change their password. To do this, send this command to batch admin:
PUT PREFERENCES userID 1169 6 1
For example, for a user with user ID sbram@otsw.com, the syntax would be:
PUT PREFERENCES sbram@otsw.com 1169 6 1
NoteIf the account is created by the peer registration process or through the Custodian application, this field is automatically set.
Setting the mail forwarding address
If a user subscribes to a community or flags an item, Open Text Social Workplace will send notifications to the user’s email address for all new activity involving that community or item. For this to work, you need to both enable local and Internet mail for the user, and specify the user’s email address.
To do this, send this command to batch admin:
PUT PREFERENCES userID 4 0 address 1104 7 1 1111 7 1
For example, for a user with userID sbram@otsw.com and an email address that is also sbram@otsw.com, the syntax would be:
PUT PREFERENCES sbram@otsw.com 4 0 sbram@otsw.com 1104 7 1 1111 7 1
Changing user passwords
The custodian can change user passwords. This process creates a machine-generated password and emails the user with a link to log in using the new password.
There may be times that you as administrator will need to change the password of a user and not send an email notification. In this case, you must know what the password is and be able to communicate this password to the user.
Changing a user’s password this way will not prompt the user to change their password upon logging in. You should instruct the user to change their password as soon as they log in.
To change a user’s password without sending an email notification:
1 Click List Directory on the administrator’s Desktop.
2 List the user whose password you need to change.
3 Select the user and click Edit to open their User Information form.
4 Change the password at Password on the first tab.
NoteChanging a user's password this way will not prompt the user to change their password upon logging in. You should instruct the user to change their password upon logging in.
Sending broadcast messages to all connected users
You can send a broadcast message to every connected user. This message appears automatically on their screens. You might send a broadcast message, for example, if you want users to log off so you can do a backup.
To send a broadcast message:
1 Choose Admin > Broadcast from the administrator’s Desktop.
2 Type your message (maximum 100 characters).
3 Click Broadcast.
Setting the expiry period for peer-invited users
When users are invited to join a community through the peer invitation process, they are given a limited number of days to connect to the server. If they don't connect during this time, their accounts will expire and be deleted automatically.
This time period is controlled by a setting on the Pending Invite user group. The default is seven days. If you want to change this:
1 Open the Groups folder on the administrator's Desktop.
2 Open the Pending Invite group.
3 Type the new expiry period at Inactivity limit before deletion on the Limits tab.
Deleting user accounts
Normally, the custodian simply suspends accounts. This doesn't delete the account or any content that may be owned by that account. It just prevents the user from accessing the account.
The administrator can delete an account completely if desired. To do this, select the account using List Directory, then click Delete.
 CautionIf you use Open Text Social Workplace communities, you must make sure the account isn’t the owner of any communities before you delete it, or you will also be deleting community content for all users who are members of that community.
Checking the user's Desktop for owned communities
1 Log in as administrator.
2 Click List Directory.
3 List and select the user.
4 Click Desktop to open this user's Desktop.
5 Select the first community and choose File > Properties.
6 Check what it says in the top right corner of the info form.
If this community is owned by the user, you will see Original there.
 7 Repeat the previous two steps for all the communities on the user's Desktop.
For more information
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