Exercise 5.1: Preparing to add a user to IBM SmartCloud for Social Business

In this exercise you will learn the process for adding a user to IBM SmartCloud™ for Social Business.

Overview

Before adding a user, you need to know what roles you want to assign to them, which subscriptions you want to give them access to, and their e-mail address. SmartCloud for Social Business subscriptions are categorized either as Collaboration or Mail services. Collaboration services include SmartCloud Engage, SmartCloud Connections, SmartCloud Meetings, and SmartCloud Events. Mail services include SmartCloud iNotes® and SmartCloud Notes®.

Objectives

After completing this exercise, you should be able to:
Parent topic: Lesson 5: Setting up user accounts
Next topic: Exercise 5.2: Adding a user to IBM SmartCloud for Social Business

Process Overview

Adding a user is a 3-step process:
  1. An administrator creates a user account through the SmartCloud Administration User Accounts panel
  2. The user is notified by e-mail that an account has been created and is provided with instructions on how to complete the activation process
  3. The user registers on the service and accepts the Terms of Use

In the next exercise, you will add a user. For now, let's take a closer look at some of the information you will need to create a user account.

Use role, Subscriptions, Password, and Log in name areas of the Add User page are highlighted

User Roles

First, you need to determine what User Role(s) to assign the account. There are four user roles available -- Administrator, Administrator Assistant, and User. A person can be assigned to one or more roles.

The access level for each role is as follows:
User
A User can view an organization's page, add files, and access to their personal settings. They cannot access organization settings, modify any system settings like security options, profile options, or modify organization themes or logos.
App Developer
An App Developer has sufficient access to integrate their organization's internal applications with the service, but does not have access to other Administrator areas. They cannot access organization settings, modify any system settings like security options, profile options, or modify organization themes or logos. Give a user this role when you want them to access Internal Apps to register custom applications using OAuth. An application developer cannot subscribe to a service unless they are also assigned the user role.
Administrator Assistant
An Administrator Assistant has sufficient permissions to reset passwords for users with mail or collaboration subscriptions. They can also resend invitations to pending users. An administrator assistant cannot subscribe to a service unless they are also assigned the user role. Do not select both the Administrator role and the Administrator Assistant role for a single user.
Administrator
An Administrator has access to modify all organization settings like contact information and description, system settings like security options, file sharing rules, and organization theme. They can also add or remove users, manage user roles, assign administrator privileges or administrator assistant privileges to other users, enable integrated applications for users, and manage service subscriptions. Administrators can reset passwords for users with mail subscriptions, but not for users with collaboration subscriptions. Administrators cannot subscribe to a service unless they are also assigned the user role. Do not select both the Administrator role and the Administrator Assistant role for a single user.
Source: Setting up user accounts

Subscriptions and Services

If you are adding a User, you next need to determine what subscriptions and services they will be able to access.

A subscription corresponds to a paid unit of service that has been purchased by your company. The number of available subscriptions is displayed at the top of the User Accounts page.

The number of subscriptions available is displayed at the top of the User Accounts page.

There are two types of subscriptions available -- Collaboration and Mail. Each subscription type offers different services.

The Collaboration subscription has four available services: SmartCloud Engage, SmartCloud Connections, SmartCloud Meetings, and SmartCloud Events. Only one service can be assigned per Collaboration subscription. For example, a user cannot have access to both Connections and Meetings. When you purchase a Collaboration subscription, you select one of these services.

The features of each service are shown in the table below. You can refer to this table and the resources listed on the bottom of this page to determine which service best meets your needs.
  Engage Connections Meetings Events
Account Management X X    
Dashboard X X    
File sharing X X    
Personal Profile X X    
Networking X X    
Contact Management X X    
Communities X X    
Project Management X X    
Guest Accounts X X    
Surveys X View Only    
Charts X View Only    
Instant Messaging X X    
Event Management       X
Online Meetings X   X X
Mobile Meetings X   X X
The Mail subscription contains the SmartCloud iNotes service. Features of SmartCloud iNotes include:
  • Security
  • Mail
  • Mobile Web Mail
  • Calendar

A user can be subscribed to both a Collaboration service and a Mail service. For example, a user can have access to Engage and iNotes.

Passwords

When you create an iNotes user account, you have the option of setting the user's initial password. It must comply with the following rules:

A password must contain:
  • 8 or more characters
  • 1 or more non-alphabetic characters
  • 4 or more alphabetic characters
A password cannot contain:
  • spaces
  • 3 or more repeated characters
  • the user's first name
  • the user's last name
  • the user's e-mail address

Log In Names

The e-mail address provided for the account identity will serve as the user's log in name. It must comply with the following rules:

An e-mail address must contain:
  • a letter, number or underscore as the first character
An e-mail address can contain:
  • periods
  • hyphens
An e-mail address cannot contain:
  • more than 64 characters, excluding the domain name
  • 2 consecutive periods
  • a period as the last character

Test Yourself

Question Answer
Why don't I see any available services? Verify that you have selected the User role. No other role can be assigned a subscription service.
True or False: aBc123456 is a valid password False. A password must contain 4 or more alphabetic characters.
True or False: aBc123AbC!? is a valid password True.
If I switch a user from the SmartCloud Connections service to the SmartCloud Meetings service, will they still be able to use Instant Messaging? No! You must be careful when switching services assigned to a user to avoid losing data and functionality. This includes assigning trial services to users. If in doubt, contact your Customer Service Representative.
Can a User be subscribed to both the SmartCloud Engage and SmartCloud iNotes services? Yes! A user can be subscribed to one Collaboration service and one Mail service.
Can a User also be an Administrator? Yes! In fact, they can also be a Administrator Assistant.
True or False: _LLN-123 is a valid log in name True.

Resources