Extranet User Manager User Guide

Extranet User Manager User Guide Version 3.1 April 15, 2015 Envision IT 7145 West Credit Avenue Suite 100, Building 3 Mississauga, ON L5N 6J7 www.envisionit.com/eum

TABLE OF CONTENTS NOTICE... 1 INTENDED AUDIENCE... 1 INTRODUCTION... 2 EXTRANET USER MANAGER FOR SHAREPOINT OVERVIEW... 2 ABOUT THIS GUIDE... 2 DOCUMENTATION... 3 THE VISITOR EXPERIENCE... 4 WELCOME EMAIL... 5 SET YOUR PASSWORD... 6 SITE DIRECTORY PAGE... 7 LOGIN PAGE... 8 FORGOT PASSWORD... 10 CHANGE A PASSWORD... 12 CREATE EXTRANET USERS AND GROUPS... 14 INTRODUCTION... 14 ACCESSING THE EXTRANET USER MANAGER... 14 THE HOME PAGE... 15 ADD GROUPS... 16 ADD USERS... 18 IMPORT USERS... 20 APPROVE USERS... 22 MANAGE USERS AND GROUPS... 23 SEARCH FOR USERS AND GROUPS... 23 SET STATUS FOR MULTIPLE USERS... 25 EXPORT USERS AND GROUPS... 26 EDIT USERS OR GROUPS... 27 EMAIL USERS... 28 VIEW USER OR GROUP SITES... 28 RESET A USER S FORGOTTEN PASSWORD... 29 APPENDIX A: SECURITY... 30

Notice 1 NOTICE For over 20 Years, Envision IT has helped our clients fully realize the potential they can gain by bringing their processes to life on the Internet. Through customized business solutions involving Business Intelligence, Business Process Automation, and Portals, we enable our clients to see more. For more information, please visit our web site or contact us: Envision IT 7145 West Credit Avenue Suite 100, Building 3 Mississauga, ON Canada L5N 6J7 905.812.3009 inquiry@envisionit.com No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, for any purpose other than the purchaser s personal use, without the expressed permission of Envision IT. INTENDED AUDIENCE This guide is intended for business users that will be creating and managing extranet user accounts as well as configuring the Extranet User Manager. Users should be familiar with the fundamentals of how to manage groups and permissions in SharePoint.

2 Extranet User Manager User Guide INTRODUCTION Extranet User Manager for SharePoint Overview The Extranet User Manager for SharePoint provides a simple and effective method for organizations to create SharePoint sites that are accessible by people from outside of the organization and who are not a part of the corporate network. The Extranet User Manager gives business users the ability to manage the users of the site without having to involve an IT administrator. Designated people who are responsible for a SharePoint site can add new users, remove users, control their permissions and reset passwords. The Extranet User Manager also provides features that allow extranet users to change their passwords or reset passwords which is not normally possible with SharePoint s out-of-the-box features. About this Guide This guide provides instructions on how to create and manage the extranet users and groups, as well as manage some of the configuration options. It is intended to provide instructions for the typical deployments. Customized deployments may require additional information and/or configuration.

Documentation 3 DOCUMENTATION This document is part of the following set of documents available at www.envisionit.com/eum. Document Extranet User Manager Deployment and Configuration Guide Extranet User Manager Branding Guidelines Extranet User Manager Developer Guide Extranet User Manager User Guide Extranet User Manager Upgrade Guide Description Installation and configuration guide for the current release of EUM Business document for gathering requirements for the branding of the end user pages, customization of the registration pages, and configuration of the email templates Developer guide for implementing the branding of the end user pages, customization of the registration pages, and configuration of application text changes User guide for the end user and admin sections of EUM Guide for upgrading from a previously installed version of EUM

4 Extranet User Manager User Guide THE VISITOR EXPERIENCE This section will provide an overview of how an extranet user can use the Extranet User Manager to access a SharePoint site, change their password, or reset a lost password. For an extranet user to access a SharePoint site, they need an account with a username (email address) and password. The extranet user typically has an account created in one of the following ways: An authorized person uses the Extranet User Manager to create an account for the extranet user who is then sent a welcome email with a username (email address) and a link to set their password. An extranet user completes an on-line form to request an account. An authorised person then reviews the user account and approves it. The welcome email is then sent to the extranet user.

The Visitor Experience 5 Welcome Email When an extranet user account is created to access a SharePoint site, the extranet user will receive a welcome email. The email contains their username (email address) and a link to set their password. The email may contain additional information or instructions. A sample email is shown below: The email may be customized for different needs. For security purposes, passwords are never sent in an email. Instead, a secured link is provided that the user clicks in order to set their password. The secured link will have an expiry date, after which time the user can request another password reset email.

6 Extranet User Manager User Guide Set Your Password When a user clicks the Click here to set your password link in the Welcome email, they are presented with the following page: The extranet user enters their password in the New Password field, enters it again in the Confirm New Password field, and then clicks the Change Password button. A message is then displayed that the password has been successfully changed. Passwords may require a minimum or maximum number of characters or a minimum level of complexity. If the password does not meet the requirements, an error message and explanation is provided and the user must re-enter the password.

The Visitor Experience 7 Site Directory Page After the password has been set, a user can click the link in the email to access the Site Directory page. The Site Directory page displays all of the SharePoint sites that a user can access. A sample Site Directory page is shown in the figure below: An extranet user may click on the names of the sites in the Site Directory page to open a site. Alternatively, a site manager may also email the extranet users links to specific sites in SharePoint, especially if there is only a single site they will be accessing. In some cases, an extranet user may never use the site directory. For example, if the Extranet User Manager is being used for a public web site to limit access to private areas, an extranet user will simply go to the public site s URL and login to the site.

8 Extranet User Manager User Guide Login Page Once a user account is created and a password has been set, the login page will be used each time an extranet site is accessed in order for the extranet user to provide their email address and password. If an extranet user has access to more than one site, they only need to be authenticated once and they can then access all of the sites on the same extranet without having to re-enter their credentials. The login page can vary greatly in terms of appearance; depending if the SharePoint site is a public facing site or a collaboration site, the branding that has been applied, and the authentication method being used. A sample login page is shown in the figure below: The login page will typically have the following: Email: The extranet user enters their email address, provided in the welcome email, in this location. Password: The extranet user enters their password. Passwords are case sensitive.

The Visitor Experience 9 Forgotten Password Link: A link is provided in case the user has forgotten their password. A user submits their email address and an email is sent to the user with a secure link to reset their password. In the login page above, the link is Forgot Password? if you have forgotten your password. The actual text may vary. Remember Me: A checkbox may be provided to allow users to choose to remember their email address for future visits to the extranet. This is stored as a permanent login cookie. Register Here: An optional add-on that allows for extranet users to self-register for an account by filling out a customizable registration form.

10 Extranet User Manager User Guide Forgot Password If an extranet user forgets their password, they can click the forgot password link on the login page. The user will then be brought to a page similar to the one in the figure below: The user enters their email address and clicks the Request New Password Email button. The user then receives an email similar to the one below: The Forgot Password email contains a link to reset the password. The extranet user clicks this link and is brought to the Change Password page to enter a new password. This is the same page that was used to set the password when the user received their welcome email.

The Visitor Experience 11 Password Reset Link Expiry: The password reset link will expire after 2 hours by default. The expiry time may be adjusted by an administrator. While the password link is active, the user cannot request another password reset email. They must wait for it to expire. After the password reset link has expired, the user can request another password reset email by returning to the login page and clicking the forgot password link.

12 Extranet User Manager User Guide Change a Password One a user has successfully logged into a SharePoint site, they can change their password if desired. This is ususally done via a link within the SharePoint site that points to the ChangePassword.aspx page within the Extranet User Manager application. The user is then brought to the Change Password page where they enter their old password, new password, confirm their new password and click the Change Password button.

The Visitor Experience 13 After changing their password, a user receives a confirmation message that the password was successfully changed. Click on the Continue button to return to the /Landing Home page.

14 Extranet User Manager User Guide CREATE EXTRANET USERS AND GROUPS Introduction This section provides detailed instructions on how to create and manage extranet user accounts. It is usually easiest to manage permissions on a SharePoint site via groups. A group is assigned specific permissions on a site, list, library or item in SharePoint. Users are then added as members of specific group(s) and inherit the permissions of the group. The Extranet User Manager allows you to create groups and assign users to these groups. These are not SharePoint groups. These are groups stored in a separate database. The following steps should normally be taken to provide access to a SharePoint resource: 1. In the Extranet User Manager, create the group if it does not already exist. 2. Assign the appropriate permission to this group in SharePoint. 3. Create user accounts and add them to the group. If you assign users to a group (step 3) prior to assign the permission to the group, the extranet user will receive their welcome email but will not have access to the SharePoint resources. The extranet user will be able to set their password, but cannot access the SharePoint resources. Accessing the Extranet User Manager Only authorized personnel will be able to access the Extranet User Manager. The Extranet User Manager can be access via the URL https://site/landingadmin/usersearch.aspx where site is the name of the IIS site where the Extranet User manager is installed. Check with your administrator for details. If configured, you may also access the Extranet User Manager through the Site Action menu by clicking Site Actions > Site Settings>Manage Users.

CREATE Extranet Users and groups 15 The Home Page The Extranet User Manager Home page provides links to all of the tasks that a user manager needs to create users and manager users and groups and configure the Extranet User Manager. Note that only those tasks that a user is permitted to perform will be visible. For example, if a user cannot configure the Extranet User Manager, the Configure option will not be available.

16 Extranet User Manager User Guide Add Groups As discussed earlier, it is recommended that you manage user permissions by groups. Create a Group 1. On the home page, under Add click Group or click Add>Group in the menu. The Group Details page appears. 2. Enter the name of the group in the Group Name field. Make sure to use a descriptive and unique name. 3. Verify the group status is set to Active. This field can be set to Deactivated if you want to remove all of the rights of this group in the future. 4. Optionally, click the Add Owners button. A dialog box will appear. Group Owners can add and remove members for the group. It is not required that you have Group Owners if you want to manage group membership on your own. 5. Add the name of a user or group you want to assign as a Group Owner by selecting the domain containing the user/group and typing the name of the user/group in the Name field. Note that you must type the exact user or group name and that a lookup or validation is not available.

CREATE Extranet Users and groups 17 6. Click OK. 7. If you have existing users already created, you can add them to this group. Click the Add Member button. The Add members dialog box appears. 8. Enter the search criteria for the user(s) you wish to find and click the Search button. 9. Select the users by clicking the checkbox next to each user name. 10. Click the OK button. 11. Remove Group Owners or members by clicking the X next to the owner or member name.

18 Extranet User Manager User Guide Add Users If the extranet user does not already have an account, you must add a new user. Adding a new user creates an account for the user and sends them a welcome email with their username (email address) and the set password link. User accounts may be deactivated at any time in order to remove a user s access to all SharePoint resources. This does not delete the account. The account may be re-activated. As you create a user, you can assign them to groups. As explained in the Introduction section of the Extranet User Manager, it is normally best to create the group and assign the group permissions before adding users to a group. In this way, when the user receives their welcome email, they will have immediate access to the SharePoint resources. In certain cases though, you may want to create user accounts and not give the users access to resources until a later time. Create a User 1. From the Home page of the Extranet User Manager under Add click User or click Add>User from the menu. The Add New User page appears. 2. Enter the user details. The following fields are required: First Name: The user s first name. Last Name: The user s last name. Email: The user s email address. This address is used to send the welcome email, and reset password emails. Username: this is the user s login name, for example jsmith, johnsmith, smithj. If your Extranet User Manager uses Active Directory, email addresses may not be used for the username since it contains the @ symbol. If the username contains @ symbol or other restricted characters imposed by Active Directory, when the account is activated these characters area automatically replaced with _. If your Extranet User Manager uses SQL, email addresses may be used. Check with your administrator for details. Note that the display name is omitted, the display name will be first name + last name. The name displayed in SharePoint will be the user s email address. All other fields are for information purposes only.

CREATE Extranet Users and groups 19 3. Verify that the User Status is set to Active. 4. Assign the user to group(s) by locating and selecting the group in the Available Groups box and then clicking the Add button. If the user belongs to any groups for which you are not allowed to add or remove them, these groups will appear under the heading Unmanaged Groups. This is for information purposes only. 5. If you are creating a new user, using the Send Email options is not required. A new user will automatically receive a Welcome email. If you are editing an existing user, use these options to send the user an email. For example, if you add a user to a new group that gives them additional rights, you can inform them of the change. 6. Click OK. A confirmation message is displayed confirming that your changes have been saved. The extranet user will now receive their welcome email with the link to set their password.

20 Extranet User Manager User Guide Import Users If you have a large number of users to add to the Extranet User Manager, you can do this by importing a spreadsheet with all of the user s details. The user details must be arranged in a specific way in order for the import process to work. A template is provided so that all you have to do is fill in the details or copy the details from another spreadsheet. For example, if you already have a database of customers, you can export the customers to a spreadsheet and then copy and paste the details into the provided template. Download the Import Template The first step is to download the template for the spreadsheet from the Extranet User Manager. Download the Import Template 1. From the Home page, under Add, click Import Users or click Add>Import Users from the menu. The Import Users page appears. 2. Click the Downloads Import Template link. 3. Click the Save button in the dialog box and then save the file to a location on your computer. The file name will be Import Users Template.csv. Enter the User Details After downloading the template, you will need to open the file and complete all of the user details.

CREATE Extranet Users and groups 21 Fill in User Details 1. Open the file Import Users Template.csv that you downloaded. The file should open with Microsoft Office Excel. 2. Enter the user details. Similar to adding the users through the Extranet User Manager s Add Users page, the first name, last name, email, username and status fields are required. Other columns are optional. Do not add or delete rows or columns or change any column headings in the template. All users are required to be in the IdentityServerUsers group in order to logon to a relying party. 3. Save your changes and close the file. Note: The country and province codes must match with the list that is available in the Extranet User Manager. To download a list of the acceptable codes, click the links Download Country Codes or Download Province /State Codes on the Import Users page. If country codes and Province/State codes are not entered into the template, the country will default to Canada and the province will be blank. A list of the acceptable status codes can be found by clicking the Download Status Codes link. Load the Import File With the template completed, you can upload it to the Extranet User Manager. Load the Import File 1. From the Import Users page, click the Browse button. Locate the Import Users template.csv file, select it, and click the Open button. 2. Click the Load Import File button. The list of users to import appears on the page. Review the list for accuracy. Any users with missing required fields will not be imported. If a username or email address already exists, the fields will be highlighted and you must edit the csv file and re-import the file. 3. Click the Confirm and Import button. A confirmation message is displayed. This button is only available if the list of users is error free.

22 Extranet User Manager User Guide Approve Users In some cases, extranet users may need to be approved before the account can be activated. A typical scenario is where an extranet user creates completes an on-line form to request an account. In this case, the account is created but the status is set to Pending Approval. The person who approves the extranet user accounts may receive an email to notify them of the pending approval and the email may contain a link to the user account page. This is a customization of the Extranet User Manager. Check with your system administrator for further details. Approving a Pending User Account 1. Use the Search for Users page and search for all accounts pending approval 2. Click the name of the user or the Edit icon for an account requiring approval. Alternatively, if you received an email to approve an account, click the link in the email that opens the Edit User page. 3. Change the status field from Pending Approval to Active. 4. Click the OK button to save your changes. A confirmation message is displayed.

Manage Users and Groups 23 MANAGE USERS AND GROUPS Once users and groups are created, you may need to edit the details, deactivate the user or group, reset a user s password, or you may want to see which SharePoint sites a user or group can access. The first step is to locate the user or group you want to manage. Once you have found a user or group, it is easy to edit the item. The search results provide links to the various tasks you may want to perform. Search for Users and Groups You may need to edit an existing user or group. An easy way to locate the user or group is to use the Search feature and entering the search criteria. You can enter multiple search criteria. For example, you can enter a first name John and the status Active and you will only find users with the first name John whose accounts are active. Partial field searches are also allowed. For example, if you search for the last name Smi, you will find all users where the last name starts with Smi, such as Smith, Smithe, or Smitherman. Search for Users 1. From the Home page of the Extranet User Manager under Search click Users or click Search>Users from the menu. The Search for Users page appears. 2. Enter the search criteria and click the Search button. The search results are displayed on the page with a list of users that meet your criteria.

24 Extranet User Manager User Guide 3. To start a new search, click the Reset button to clear all of the search criteria and start over. Search for Groups 1. From the Home page of the Extranet User Manager under Search click Groups or click Search>Groups from the menu. The Search for Groups page appears. 2. Enter the search criteria and click the Search button. The search results are displayed on the page with a list of groups that meet your criteria.

Manage Users and Groups 25 3. To start a new search, click the Reset button to clear all of the search criteria and start over. Set Status for Multiple Users 1. Perform a search to select the users to be updated. 2. Use the checkboxes on the left side of the search results to select the users whose status will be changed. Note: The checkbox in the heading row can be used to select and unselect all of the rows in the search results. 3. Click the Set Status button. 4. A popup window will appear showing all of the selected users along with their current statuses. 5. Review the selected users and use the dropdown at the top of the page to select the new status that will be applied to all of the users displayed on this page. 6. Click the Set Users Status button to save these changes. The popup window will update to display the results for each user.

26 Extranet User Manager User Guide 7. Click the Close Window button to dismiss this popup window. The search page will refresh to show the current users matching your search criteria. Export Users and Groups The Export To Excel button can be enabled / disabled by going to Configuration -> System Settings and toggling the Enable Export To Excel Button checkbox under Search Options You can export a list of users or groups to Excel. This can be helpful to perform other analysis, use the email addresses for sending emails to a large number of users or other uses. Export Users and Group 1. Perform a user search or group to display a list of desired users or groups. 2. Click the Export button. A file download dialog box appears. 3. Select a location to save the file, change the filename if desired, and click the Save button.

Manage Users and Groups 27 Edit Users or Groups Edit a User or Group 1. Use the Search for Users page to locate the desired user or group. 2. In the search results, click the user/group name or click the Edit icon. User Search Results: Group Search Results: 3. Change the user or group details and click the OK button.

28 Extranet User Manager User Guide Email Users This feature can be used to send an email to a user. Email a User 1. Use the Search for Users page to locate the desired user. 2. In the search results, click the email address of the desired user. A new email opens addressed to the user. 3. Complete the email subject and message and send the email. View User or Group Sites This feature will provide you a list of SharePoint sites and sub sites that the user or group can access. This is very helpful to see all sites a user can access since SharePoint does not provide this feature. View User or Group Sites 1. Use the Search for Users or Search for Groups page to locate the desired user or group. 2. Click the View link for the desired user or group. 3. Review the page and view the list of SharePoint sites and sub sites which the user can access. Click the + and symbols to expand or collapse the sites and sub sites. 4. If you have the appropriate rights, you can click the icon for a site to access the people and Groups page of the SharePoint site. You may also click the permission settings. icon to access the site

Manage Users and Groups 29 Reset a User s Forgotten Password If an extranet user has forgotten their password, they can click a link in the login page to reset their password and should not need to contact someone for help. However, in the event that an extranet administrator needs to reset a password for an extranet user, this can be done. When the password is reset, the extranet user will receive an email with a password reset link that they can click to change their password. This is the same email they would have received if they used the forgot password link on the login page. Note that an administrator cannot create the password for the user. Instead, the reset password feature sends the email to the extranet user and they must enter a new password. Reset a User s Password 1. Use the Search for Users page to locate the desired user. 2. Click the Change Password button for the user for whom you want to reset their password. 3. Verify that the email address is correct and click the Request New Password Email button. The following message appears: An e-mail has been sent to the e-mail address you provided. Please open the e-mail and click the link to access the website. You will be required to change your password. The link in the e-mail will expire in two hours. The extranet user will receive an email with the link to reset their password.

30 Extranet User Manager User Guide APPENDIX A: SECURITY This section describes security aspects of the Extranet User Manager and how users can be provided with access to the Extranet User Manager in order to create groups and users or modify configuration settings. The table below describes each of the roles that exist in the Extranet User Manager. Roles are cumulative; for example, configuration editors can perform all actions and group editors can perform group owner actions. Role Configuration Editor Group Editor Group Owner Extranet User IdentityServerUsers Description Can perform all functions in the Extranet User Manager. To be a Configuration Editor, users must be a member of the EditConfigurationGroup group which is specified in the web.config for the EUM. Can add and edit groups, users, and group members. The GroupEditor group is defined in the system configuration with the Edit Groups Group Domain and Edit Groups Group fields. Can add and edit users and update the group membership for the groups for which they have been defined as an owner. No rights in the Extranet User Manager. This is a user with an extranet account but has no rights to use the Extranet User Manager for configuration. An extranet user will not be able to logon to a Relying party unless they are in that group. Automatically added to that group once their account is created.