User administration - Swisscom · In the Contracts section, users can be assigned contracts to...

User administration

User Guide

User guide on user administration

Swisscom (Switzerland) Ltd

Corporate Business

P.O. Box

Phone 0800 800 900

https://extranet.swisscom.ch

Version history

Doc ID User guide for the "User administration" eService on the Corporate Business Extranet

Version 0.1x

Issue date 22 Feb. 2012

Valid from 25 March 2012

Document name Benutzerhandbuch GenW v0.1.docx

Application version 1.0.0

CH-3050 Berne

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Corporate Business

P.O. Box

Phone 0800 800 900


Contents

1 Introduction .................................................................................................................................................................4 1.1 Objective ................................................................................................................................................................... 4 1.2 Product ..................................................................................................................................................................... 4 1.3 Basic conditions of use ................................................................................................................................................... 4 1.4 Conventions used.......................................................................................................................................................... 5

2 Overview of the eService.................................................................................................................................................6 2.1 Starting the eService ..................................................................................................................................................... 6 2.2 Structure of the eService ................................................................................................................................................ 7

3 User administration as a master user ..................................................................................................................................8 3.1 Creating new users........................................................................................................................................................ 9 3.2 Resetting a password ....................................................................................................................................................14 3.3 Managing a user's rights .................................................................................................................................................15 3.4 Managing a user's contracts.............................................................................................................................................16 3.5 Locking/unlocking a user ...............................................................................................................................................17 3.6 Editing user data .........................................................................................................................................................18 3.7 Terminating a user's validity ...........................................................................................................................................19 3.8 Deleting users.............................................................................................................................................................20 3.9 Specifying a representative ............................................................................................................................................21

4 User administration as a user .......................................................................................................................................... 22 4.1 Editing user data .........................................................................................................................................................23 4.2 Changing passwords......................................................................................................................................................24 4.3 Rights screen..............................................................................................................................................................25 4.4 Contracts screen .........................................................................................................................................................26

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Corporate Business

P.O. Box

Phone 0800 800 900


1 Introduction

1.1 Objective

This user guide instructs master users in how to create or change users and how to manage the various access rights and contracts. Furthermore, it instructs standard users in how to view their rights and edit personal data.

1.2 Product

The user administration functionality allows master users to manage users and their rights and contracts more quickly and easily. The customer specifies one person (the master user) to manage the Corporate Business Extranet on the customer side. Master users are responsible for managing and assigning authorisations and contracts, including administration rights, to other people (authorised users). They determine the extent to which these users are permitted to use the functions available on the customer Extranet. Administration is carried out electronically using the customer Extranet user administration function.

For further details, see http://www.swisscom.com/solutions/extranet_teilnahmebedingungen-leg0500.pdf

1.3 Basic conditions of use

Please note that only the master user can use the user administration functionality. If users do not have access to all the functions they need, they must consult their company's master user. The master user can grant them the relevant authorisations or contact the Swisscom (Switzerland) Ltd support offices, which are listed on the Corporate Business Extranet login page.

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http://www.swisscom.com/solutions/extranet_teilnahmebedingungen-leg0500.pdf



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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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1.4 Conventions used

The following writing conventions have been used in this user guide:

Description/structure Element/content

Back Button or link to a name or element

Assign rights to a user Navigation entry (link within the navigation elements)

Error message Error messages that are generated by the system

Page name Name of a page, screen or dialogue box


2 Overview of the eService

2.1 Starting the eService

There are various ways to access the user administration function:

1. Using the direct link to the application: https://extranet.swisscom.ch/usermanagement/

2. After logging into the Extranet or from any eService by clicking on User administration in the header

3. Or via the navigation area under Extranet Administration\ User administration

Figure 1: Master user's view upon starting the application


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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https://extranet.swisscom.ch/usermanagement/

https://extranet.swisscom.ch/usermanagement/


2.2 Structure of the eService

The left-hand area of the eService, which contains the items “Extranet Administration” and “My eServices” is called the navigation area.

The area on the far right, containing the support details form what is known as the “related content”.

Between these, the main content can be seen – this is the main area of the eService.

Figure 2: Navigation of the portal


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P.O. Box

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Phone 0800 800 900


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3 User administration as a master user

When a customer enters the user administration area, the user administration function distinguishes between two different authorisation levels on the customer side. These are “standard users” ( see Section 4 User administration as a user for more on this) and “master users”.

The master user's task is to manage users in the Extranet and act as the primary contact partner for Swisscom with regard to the Extranet and eServices.

When a master user activates user administration, he or she starts on the “users” tab for the company (customer number) in question. From there, the master user can create new users, lock/activate existing users, reset passwords, modify authorisations and contracts and delete users.

Figure 3: User administration as a master user


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P.O. Box

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Phone 0800 800 900


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3.1 Creating new users

The master user can create any number of users. This is done in four steps.

Step 1 – Create user

Create user: All data that is relevant to the company can be edited under Companies.

A new user can be created under Users using the plus sign.

Enter details: Fill in mandatory fields for the user.

Particular attention should be paid here to ensuring that the user name and e-mail address are unique. Multiple uses of an e-mail address may lead to problems in communicating with the user.

The mobile number is optional. If this is not supplied, the password will be sent by e-mail; otherwise, this will be done by text message.

Figure 4: Create new user


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P.O. Box

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Phone 0800 800 900


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Corporate Business

P.O. Box

Phone 0800 800 900


The initial password can be generated automatically at the press of a button.

It is possible to specify when a user's authorisation is to be terminated (see Section 3.7 Terminating a user's validity on this).

Create the user by pressing Save.

Figure 5: Enter user details

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Corporate Business

P.O. Box

Phone 0800 800 900


Step 2 – Assign user rights

Once the user has been created, the master user can determine which eServices or which functions for each eService the user is authorised to use.

Clicking Edit under Rights provides the master user with an overview of all the available rights. Using the rights tree, the master user can expand groups and select specific rights.

User is given right

User is not given right

Clicking Apply takes users to the following page, where they can confirm their entries.

Clicking Save modifies the rights accordingly.

Note: Master users can only see the rights that are also available to them.

Figure 6: Assign rights

Figure 7: Overview of modifying rights

Step 3 – Assign contracts

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Corporate Business

P.O. Box

Phone 0800 800 900


In the Contracts section, users can be assigned contracts to provide them with authorisation for the relevant inventory data.

Clicking Edit brings up a list of the contracts that are authorised for the master user. Selecting a contract assigns it to the user. Deselecting a contract reverses the assignment.

Figure 8: Modify contract assignment

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Corporate Business

P.O. Box

Phone 0800 800 900


Step 4 – Set user password

The master user can set a new password for the user in the User overview or the User data.

Procedure: In the User data, select Set password under Edit details.

The user name is now sent to the user by e-mail and, if a mobile number is stored, the temporary password is sent by text message, otherwise also by e-mail.

The user can now log in using the relevant login data, and is then prompted to set an individual password.

Password policy: A valid password must consist of 8 characters, including at least one number and one special character, and must combine both lower and upper case letters, e.g. Initial1$

Figure 9: Reset password in user data

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3.2 Resetting a password

The master user can set a new password for the user and master user in the User overview or the User data.

Procedure: Search for the user under Users and select Set password or select Set password in the User data under Edit details.

The user name is now sent to the user by e-mail and, if a mobile number is stored, the temporary password is sent by text message, otherwise also by e-mail. Upon initial log-in, the user is requested to set a new password.


Figure 10: Reset password in user overview


Corporate Business

P.O. Box

CH-3050 Berne

Phone 0800 800 900


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3.3 Managing a user's rights

The master user can determine which eServices or which functions for each eService the user is authorised to use.

Clicking Edit under Rights provides the master user with an overview of all the available rights. Using the rights tree, the master user can expand groups and select specific rights.

User is given right

User is not given right

Clicking Apply takes users to the following page, where they can confirm their entries.

Clicking Save modifies the rights accordingly.

Note: Master users can only see the rights that are also available to them.

Figure 11: Edit authorisation assignment

Figure 12: Overview of modifying rights


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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3.4 Managing a user's contracts

In the Contracts section, users can be assigned contracts to provide them with authorisation for the relevant inventory data.

Clicking Edit brings up a list of the contracts that are authorised for the master user. Selecting a contract assigns it to the user. Deselecting a contract reverses the assignment.

Figure 13: Modify contract assignment


Corporate Business

P.O. Box

CH-3050 Berne

Phone 0800 800 900


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3.5 Locking/unlocking a user

The master user can lock or unlock a user in the User overview or the User data.

Note: The current status is shown in the User overview by means of the padlock and in the relevant status field of the User data.

Figure 14: Menu to lock/unlock a user


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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3.6 Editing user data

The master user can edit a user's data in the User data section.

The master user can search for the required user via Users on the navigation area. The user data is listed under Details and can be changed using Edit under Edit details. Clicking Save concludes the procedure.

Figure 15: User search


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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3.7 Terminating a user's validity

The master user can edit a user in the User data section and terminate the validity, if required.

Procedure: Select the expiry date or enter it directly then click Save.

The user's login will no longer work after the date entered here.

Note: If the termination is to be revoked, a date far in the future must be set; e.g.: 1 Jan. 3000. It is not possible to delete the termination date at present.

Figure 16: Terminating a user's validity


Corporate Business

P.O. Box

CH-3050 Berne

Phone 0800 800 900


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3.8 Deleting users

The master user can delete a user in the User overview or the User data.

Procedure: A user can be deleted using Delete. To conclude the procedure, enter a Reason and click Yes.

Figure 17: Delete user


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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3.9 Specifying a representative

The master user can edit his or her own data and specify a representative, who is visible to that company's users in the Extranet.

Procedure: Master users can either select their own name in the User overview or in the header. Using Edit details and Edit, it is possible to edit the user data, the comment field and the master user representative. To save the changes, click Save.

Note: No rights are delegated by adding the representative. This definition serves solely for informative purposes. The selected user must therefore be defined as a master user with the relevant rights so that he or she can in fact take on the role of representative.

Figure 18: Specification of a representative by the master user


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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4 User administration as a user

If users access the user management function, they are taken to their own details, which they can then edit. This includes changing the address, phone number and e-mail address.

Users can also see which rights they have for which eServices or which contracts are assigned to them.

Users cannot assign further authorisations or contracts to themselves. To do this, they must always contact the master user.

Figure 19: User's view upon starting the application


Corporate Business

P.O. Box

CH-3050 Berne

Phone 0800 800 900


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4.1 Editing user data

Users can edit their personal data.

Procedure: Users can either select User Administration in the navigation bar or select their own name in the header. Using Edit details and Edit, it is possible to edit the personal data. To save the changes, click Save.

Note: The mobile number is optional. If this is not supplied, the password will be sent by e-mail; otherwise, this will be done by text message.

Figure 20: Edit user data


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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4.2 Changing passwords

The password is changed by means of a password reset.

Procedure: Users can either select User Administration in the navigation bar or select their own name in the header. Now select Set password under Edit details.

The user name is now sent to the user by e-mail and, if a mobile number is stored, the temporary password is sent by text message, otherwise also by e-mail.

The user can now log in using the temporary login data, and is then prompted to set a new password.


Figure 21: Password change by a user


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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4.3 Rights screen

The user can see which eServices or which functions for each eService he or she is authorised to use.

The Rights section provides the user with an overview of all his or her rights. Using the rights tree, the user can expand groups to view rights in detail.

Note: The entire hierarchy of the authorisation tree can be shown/hidden using Expand all/Collapse all.

Figure 22: View of own rights


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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4.4 Contracts screen

The Contracts screen provides users with an overview of all their assigned contracts.

Note: Assigning contracts makes the relevant inventories visible for users.

Figure 23: View of assigned contracts


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P.O. Box

CH-3050 Berne

Phone 0800 800 900


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Corporate Business

P.O. Box

Phone 0800 800 900


List of figures

Abbildung 1: Sicht des Masterusers beim Starten der Applikation..........................................................................................................................................................6 Abbildung 2: Portal Navigation ..............................................................................................................................................................................................................7 Abbildung 3: Benutzerverwaltung Masteruser .......................................................................................................................................................................................8 Abbildung 4: Initialisierung neuen User erfassen ....................................................................................................................................................................................9 Abbildung 5: User Details erfassen.......................................................................................................................................................................................................10 Abbildung 7: Rechte zuteilen ...............................................................................................................................................................................................................11 Abbildung 8: Übersicht der Rechteanpassung ......................................................................................................................................................................................11 Abbildung 10: Zuteilung der Verträge anpassen ..................................................................................................................................................................................12 Abbildung 11: Passwort in Benutzerdaten zurücksetzen ......................................................................................................................................................................13 Abbildung 12: Passwort in Benutzerübersicht zurücksetzen .................................................................................................................................................................14 Abbildung 13: Rechtezuteilung bearbeiten ..........................................................................................................................................................................................15 Abbildung 14: Übersicht der Rechteanpassung ....................................................................................................................................................................................15 Abbildung 15: Zuteilung der Verträge anpassen ..................................................................................................................................................................................16 Abbildung 16: Menu um ein User zu sperren / entsperren ...................................................................................................................................................................17 Abbildung 17: Benutzersuche ..............................................................................................................................................................................................................18 Abbildung 18: Gültigkeit eines User terminieren ..................................................................................................................................................................................19 Abbildung 19: User Löschen ................................................................................................................................................................................................................20 Abbildung 20: Definition der Stellvertretung durch Masteruser............................................................................................................................................................21 Abbildung 21: Sicht des Users beim Starten der Applikation ................................................................................................................................................................22 Abbildung 22: User Daten bearbeiten..................................................................................................................................................................................................23

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Corporate Business

P.O. Box

Phone 0800 800 900


Abbildung 23: Passwort ändern durch User .........................................................................................................................................................................................24 Abbildung 24: Sicht auf eigene Rechte ................................................................................................................................................................................................25 Abbildung 25: Sicht auf zugeteilte Verträge.........................................................................................................................................................................................26

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P.O. Box

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Phone 0800 800 900


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Suggestions for the user guide can be sent directly to [email protected]. If you require any further information, we will be happy to help at any time.

Note: Standard users should consult their master user if they have any questions or require assistance. In turn, master users may then contact Swisscom (Switzerland) Ltd. Master users can find the current contact data on the Corporate Business Extranet login page.

Swisscom (Switzerland) Ltd Corporate Business P.O. Box CH-3050 Berne

Phone 0800 800 900 Fax 0800 800 905 E-mail [email protected]

mailto:[email protected]

User administration - Swisscom · In the Contracts section, users can be assigned contracts to...

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