Creating User Accounts

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FaxPress user accounts can be created manually, one at a time, or by importing existing network and mail system users. Whatever way new FaxPress user accounts are created, their User Properties will need to be configured according to  .

Creating new user accounts manually is described in this chapter. For information on generating FaxPress accounts by importing your network, mail system, or Active Directory users, see Importing Users .

User Properties

The User Properties allows each user to be individually configured for access levels, delivery and receipt conditions and printer configuration and usage. The User Properties consist of six separate tabs for configuring user account settings:

User Account – Basic FaxPress account settings, such as user name, password, voice number, privilege level, etc.

Outgoing Faxes – Fax delivery settings.

Incoming Faxes – Fax receipt settings.

Printer Configuration – Printer settings.

Archive Settings – Location of FaxPress Archive database.

Email/Other – Email integration settings, as well as default cover page and attachment format preferences.

Privilege Levels

User accounts are based on privilege levels. Privilege levels determine access to faxes and FaxPress functions. There are four privilege levels:

User – Can send, list, hold, view, print, save, discard or cancel personal faxes (faxes sent by or routed to the user). Users can create and edit their personal phone directories, and also submit, list, resequence, and cancel their own print jobs.

Router – Can do everything a User can; additionally, Router can view the first page of any fax on the Unaddressed incoming faxes list, route faxes to other users (but not themselves), and delete faxes from the Unaddressed incoming fax list.

Operator – Can do anything a Router can. Additionally, Operator can view, route, list, resequence, and delete all fax or print jobs. Also, the Operator can edit the corporate phone directory.

Supervisor – Can do anything an Operator can. Additionally, Supervisor can add, delete, or edit users, set FaxPress' default settings, and print FaxPress' transaction logs.

Authenticating Users/Single Sign On

Single Sign On is a session/user authentication process that permits a user to enter one name and password in order to access multiple applications. The single sign on, which is requested at the initiation of the session, authenticates the user to access all the applications they have been given the rights to on the server, and eliminates future authentication prompts when the user switches applications during that particular session.

When FaxPress is joined to the network domain, Single Sign is automatically enabled. This means that, when FaxPress is joined to the network domain, and a user’s FaxPress name matches the user’s network domain name, the FaxPress users’ login process is by default integrated with their network login. Once logged into the network domain, the user whose FaxPress and network domain name are the same is automatically logged in to their FaxPress account, and will not be prompted for the FaxPress mailbox name and password.

When FaxPress is joined to the network domain, but the user’s FaxPress name does not match the user’s network domain name, the user’s password is maintained separately from the network password, and Single Sign On is not implemented.

In either case, whether the FaxPress name matches the network domain or whether it doesn’t, the default password on all new FaxPress accounts is blank. See the next section, Setting and Erasing Passwords, for more information on passwords.

To prevent Single Sign On, the FaxPress should not be joined to the network domain.

To use Single Sign On in a Novell environment, you must first create FaxPress specific groups in the network operating system (NDS objects or bindery groups depending on the version/environment of Netware.) See Novell Single Sign On.

Setting and Erasing Passwords

Whether created manually as described in this chapter, or automatically by importing network, mail system, or Active Directory users as described in Importing Users , all FaxPress user accounts are by default automatically assigned a blank password. Supervisors cannot change this default blank password while logged in as supervisor. Account passwords can only be set from within the user account.

Logged in as supervisor, you’ll only be able to erase existing user passwords. Once the existing password on an account is erased, the password will again be blank until a new password is set.

If the user’s FaxPress name matches the user’s network domain name, Single Sign On will, by default, be enabled. Although the default password on the FaxPress account will still be blank, users will, if their FaxPress user and network domain user names match, automatically have access to their FaxPress account once logged into the network. See the previous Authenticating Users/Single Sign On for more information.

Recommend to your users that they reset their passwords from the default blank password the first time they log in to their accounts. This is described in detail in the FaxPress User’s Guide, and is also covered below, where the setting of the supervisor password is described.

To assign a user a password other than the blank password automatically given when the user is created, (or after you’ve erased the password) you’ll need to log out of the supervisor account, log back in to the FaxPress as the new user with a blank password, and set a new password.

To set user passwords when no password has been created yet, or after erasing the password, follow these steps:

Manually creating new FaxPress users involves using existing user accounts as templates. New users can be manually added either by copying the parameters of a user account you’ve already created, or by using one of three default, existing FaxPress accounts that will be listed in the Groups and Users>Users folder the first time you log into FaxPress as supervisor and expand the Administration folder.

Default FaxPress User Accounts

Three default FaxPress accounts – Guest, Unaddressed, and Supervisor – will apear in the Groups and Users>Users folder the first time you log into FaxPress as supervisor and expand the Administration folder.

The Guest account is, by default, configured with User privileges; the Unaddressed account is, by default, configured with Operator privileges; the Supervisor account is, by default, configured with supervisor privileges. These accounts can be used as templates for adding new users. The default passwords for these accounts are blank.

Until the FaxPress is configured for automatic inbound routing, (see Automatic Routing: PBX and FaxPress Integration), all inbound faxes will be sent to the Unaddressed mailbox. Faxes in the Unaddressed mailbox can be routed directly to recipients by users with router privileges.

Adding New Users

To manually create a new FaxPress user from an existing user account, and access the User Properties settings, follow these steps:

To create new users by importing users from existing Active Directory, Microsoft Exchange, or Novell network database groups, see Importing Users .

It’s most efficent to create and configure one user, then base all other new users on that account. This means you’ll only have to set up each user’s individual settings (printer configuration, for example) once, rather than for each new user.