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Directory Manager Web Portal User Guide

1. Directory Manager Web Portal User Guide Version 1 0 20 December 2012 BDS Solutions Heyford House 12 High Street Cullompton Devon EX15 1AA Telephone 01884 33440 Fax 01884 34555 E mail info bds solutions co uk Web http www bds solutions co uk Oly Page 2 of 36 Revision History Author version Reasonforissue Date Reviewed G Zealley Initial Release 20 12 2012 owo Distribution oome emanation Unrestricted BDS Solutions Contact Information The primary contact for BDS Solutions in this process is Greg Zealley Telephone Office 01884 33440 Fax 01884 34555 Email gzealley bds solutions co uk Notice All reasonable precautions have been taken in the preparation of this document including both technical and non technical proofing BDS Solutions and all staff assume no responsibility for any errors or omissions If you find any errors in this document please inform BDS Solutions This document contains information that is the intellectual property of BDS Solutions No part of its contents may be used copied disclosed or conveyed to any party in any manner whatsoever without prior written permission from BDS Solutions No warranties are made expressed or implied with regard to the content of this document BDS Solutions shall not be responsible for any direct incidental or consequential damages arising from the use of any material contained in this document Web Portal User Gui
2. Bing gly Favorites 533 Directory Manager E Pending Transactions Failed Transactions Entries that have not been successfully processed Staff Directory Search Transaction type New gt Advanced Search Update Personal Details Administration Apply Selections Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Pies Copyright BDS Solutions ba ji E ES E Local intranet Protected Mode Off fa 7 R10 4 Table 3 6 Steps to review failed transactions 3 7 Add and Amending Records Manually The web portal can be used to add records that are not present on the data source to create Active Directory user accounts Records both data source and manual can also be amended through the web portal Both forms of update result in transactions that are listed in Pending Transactions NOTE The fields that are visible editable and require a value to be entered on the Add and Amend pages are configured during the implementation and will be listed in the accompanying documentation Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions CRE Page 28 of 36 3 7 1 Adding Records Click on the Add Records link to display the Add User page Record Entry Windows Internet Explorer BEES Gy F J
3. Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Pies Copyright BDS Solutions JAENA fer BEE P D gt 4 Page Safety Tools Directory Manager v2 a TTT Pip Pas toca iranet ProtectedMode a Stoo gt The results are sorted alphabetically and displayed 30 results to a page Clicking on the page numbers at the bottom of the table will allow you to see more results Web Portal User Guide v1 0 BDS Solutions Date 17 December 2013 Author G Zealley Find User Windows Internet Explorer g9 http localhost DirectoryManager public directorysearch aspx lt p Favorites 53 Directory Manager E Find User Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager E 0 kt C0 ON FS Staff Directory Enter details of your search below Name Smith Department fame job Tiie Practice Manager 5PJ Department Phone Lisa Smith stoke nhs uk Page 7 of 36 ieee er fay N gt n m Page Safety Tools Directory Manager v2 ma e y y LDAP i
4. and Stoke Partnership OU Staft DC ns DC xnsht DC nhs DC uk 786 Outpatients Department Staff Nurse_786 Margaret Smith2 ssotp nhs uk LDAP Jins xnsht nhs uk CN Smith Margaret R1E SSOTP OU Staffs and Stoke Partnership OU Staff DC ns DC xnsht DC nhs DC uk EA Fa gt 100 ds Local intranet Protected Mode Off Ab If no matching records are found the following will be shown Find User Windows Internet Explorer Go http localhost DirectoryManager public directory A Sip Favorites 35 Directory Manager E Find User Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Web Portal User Guide v1 0 Staff Directory Enter details of your search below Name Smithhh Department Find No matching records found Pies Copyright BDS Solutions PEI ES JAE O fey N E Page Safety Tools Directory Manager v2 id 1 fi Ri tocalintranet Protected Mode Off Fa 100 5 BDS Solutions Date Author G Zealley 17 December 2013 Page 8 of 36 To view a staff member details click on the user s name in the search results Directory Entry Windows Internet Explorer GA S JB
5. to save the changes 7 Mandatory values must be entered and the page will not save if they are not Missing values will be highlighted in red When saved the record will be assessed and will appear as a Change transaction in the Pending Transaction list Table 3 8 Steps to amend records through the web portal 3 8 Audit Information The People Directory maintains a history of all updates made to each staff record in the directory These can be viewed to determine when changes were made to the record over time 3 8 1 Viewing Audit Information Click on the Audit Information link to display the search options and enter search information to locate staff Click on the name of the staff member to view audit information All transactions applied to that account will be listed in date order Transactions Windows Internet Explorer ka 44 X S Bing Transactions The table below lists the entire transaction history for the selected user account or period Staff Directory Search Advanced Search Update Personal Details Department Technology Rule Hame e Nina a Nina Nina Ss Nina a NiNa Child Psychology Adoption Project Administration eam R U Mailstore 5 Child Psychology Adoption Project Administration eam Child Psychology Adoption Project Administration eam Administration Change 21 Be ERA 1109 06 30 Child Psychology Adoption Project Administration eam P
6. 36 The user can then change the editable fields and click Submit to save the changes This is recorded as a transaction that will need to be approved by a Directory Manager administrator before being applied to Active Directory Message Windows Internet Explorer BEE ey http localhost DirectoryManager public user message aspx returnurl public welcome page aspx is l r Xx lo Bing 2 i Sip Favorites 53 Directory Manager Message ia a Tae eyv a Directory Manager Aes Message The details have been posted to Directory Manager successfully The ID for this record is D235544306055 Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager hg Copyright BDS Solutions Ea Local intranet Protected Mode Off g 100 Ui Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Chey Page 12 of 36 3 Administrator Features 3 1 Overview The web portal is used by administrators to manage and audit the provisioning of user accounts by Directory Manager The available administrator functions are e Review and approve suspend pending transactions e Monitor failed transactions e Create new records e Edit existin
7. CPN Reablement Input Received Adult Mental Health Administration About Directory Manager Assessment amp Treatment Tm Bradwell CPN Team 1 Bucknall Support Services Domestic Team CLDT Stoke Clinical Systems Facilitator Cluster Finance Directorate CSS Informatics Harplands Medical Harplands Ward 7 Team Hillcrest Recovery amp Resettlement Team Junior Doctors Psychiatry SPR Ba Done m al I KS E Local intranet Protected Mode Off Fa gt 100 4 Administration SClol olfolfolfololfol ael ol ol ol olfolaolf ofol ol ol ol col ofa of olfolfol sloel el ol H l elselfslelfo ol clfolfola Tels Tel e fH fH Te lH JH HK In Tn t t T T Hf HK T AH ee le lee Either click on the department value to view transactions by department or click the All Departments link to show all transactions The list of New transactions will be shown Pending Transactions Windows Internet Explorer BEE go http localhost DirectoryManager j private listing page aspx department 786 Aynsley wWard m s x fol Bing A z Sly Favorites 35 Directory Manager Pending Transactions a my Pacey Safetyv Toos Directory Manager v2 User bdsdis Pending Transactions Transactions awaiting approval or processing Staff Directory Search Transaction type New E Advanced Search Update Personal Details Em
8. Manager rFind Transaction tn oe Eao are Tee Directory Manager v2 User bdsdis Pending Transaction Search Enter a name and or department to search for pending transactions Staff Directory Search Name Bir Advanced Search Department z Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Phas Copyright BDS Solutions z OOE te eoan raeson a e 7 Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 22 of 36 The list of matching new transactions will be displayed Pending Transactions Windows Internet Explorer JS http localhost DirectoryManager private listing page aspx mode search amp searchname birks amp department w Favorites A _ Directory Manager Pending Transactions ic iid E v Pager Safety Toos Pending Transactions filtered Transactions awaiting approval or processing Staff Directory search Transaction type New x Advanced Search Update Personal Details Administration Apply Selections Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manag
9. Manager 2 Login user name Jodsdis password lecccccccee Staff Directory Search Advanced Search Update Personal Details Chg Copyright BDS Solutions iz Focal intranet Protected Mode OFF Sq gt qt0 gt 2b If incorrect logon details are supplied the following will be shown Directory Manager Login Windows Internet Explorer go http localhost DirectoryManager public log on aspx 4 x Jol Bing p i ar e Noe a ay lt p Favorites 53 Directory Manager Directory Manager Login fy my Pacey Safety Toos Directory Manager 2 Login user name ASAS password Invalid credentials Staff Directory Search Advanced Search Update Personal Details Pheg Copyright BDS Solutions fal Done m mm ml BD E KS e Local intranet Protected Mode Off Fa z R10 4 Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 16 of 36 If the user is not in the required security groups the following will be shown Directory Manager Login Windows Internet Explorer Ea JS http localhost DirectoryManager public log on aspx 44X lo Bing Pir slp Favorites 533 Directory Manager Directory Manager Login fy gt gp y Pagey Safety Toos Directory Manager 2 Login username MEME password Invalid User Staff Directory Search Advanced Search U
10. Safety Tools Directory Manager Aes Suspended Transactions Entries that have been suspended from processing Staff Directory Search Transaction type New gt Advanced Search Update Personal Details Employee Id First Name annate 11035303 amm lt S Administration ri Remove All Apply Selections Pending Transactions pp aa Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Pies Copyright BDS Solutions L T T_T_ _ Pi Rantre Protected Mode Of Ma Ame The transactions will be greyed out They will now be created or updated on Active Directory shortly without the need to be approved in Pending Transactions If the transaction is no longer required it can be frozen removing it from being listed in either Pending or Suspended transactions The Directory Manager Configuration Client must be used to un freeze transactions To freeze transactions click on the Freeze Transactions option The frozen transactions will be removed from the suspended list and will no longer be visible in the web portal Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 26 of 36 nnn nnn yq mamamm u f l Go http localhost DirectoryManager private listing page aspx mode suspended ha 4 X
11. UserPrincipalName Chg Copyright BDS Solutions z Wa R10 5 E m mi C E ey G Local intranet Protected Made Off To approve new users for creation on Active Directory place a tick in the Approve box Several transactions can be ticked at the same time Then click the Apply Selections button 6 To approve all transactions listed click the Approve All button Once approved the transactions will be greyed out meaning they will be created on Active Directory shortly Web Portal User Guide v1 0 17 December 2013 G Zealley Date Author BDS Solutions Pending Transactions Windows Internet Explorer g9 http localhost DirectoryManager private listing page aspx department 786 Aynsley ward Sp Favorites 53 Directory Manager E Pending Transactions Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager To approve Changed transactions click on the Transaction Type drop down and choose Changed Pending Transactions Transactions awaiting approval or processing Transaction type New z Employee Id First Name Surname Department Rule Approve Suspend 11036309 Ql 785 Aynsley Ward SSOTP oO Approve All Suspend All A
12. lo Bing x w Favorites 3 Directory Manager Pending Transactions J n 1 20 ay i 3 te SS ssi Ey p Suspended Transactions Entries that have been suspended from processing Staff Directory Search Transaction type New 7 Advanced Search Update Personal Details Administration Pending Transactions mcus j Apply Selections Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directo y Manager Pies Copyright BDS Solutions L ae a D i Local intranet Protected Mode Off a gt TR 100 4 Table 3 5 Steps for using Suspended Transactions 3 6 4 Failed transactions Transactions that have experienced a problem during either the creation or update actions on Active Directory will be listed in the Failed Transactions area These will need to be investigated to determine the reason for failure NOTE These can be investigated by BDS Solutions if an existing Directory Manager support contract is in place Log on to the web portal Click on the Failed Transactions Users that have failed will be shown under their transaction type Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 27 of 36 Pending Transactions Windows Internet Explorer Ga S JE http localhost DirectoryManager private listing page aspx mode failed ki 4 X lo
13. suspended transactions will be listed under their transaction type Pending Transactions Windows Internet Explorer BEI Es hz fea s x S Bing Pr lt p Favorites 53 Directory Manager Pending Transactions fy gt mp Page Safety Tools Directory Manager Aes Suspended Transactions Entries that have been suspended from processing Staff Directory Search Transaction type New Advanced Search Update Personal Details Employee ld First Hame Surname Department Rule Approve Freeze 11036309 us EOT y r Administration i j R All Apply Selecti Pending Transactions ee a emors pp y peecon Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directo y Manager CRs Copyright BDS Solutions Pa m Bj mi m E E KN E Local intranet Protected Mode Off fa 7 R10 7 To un suspend a transaction place a tick in the Approve box Several transactions can be ticked at the same time Then click the Apply Selections button Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 25 of 36 Pending Transactions Windows Internet Explorer Go http localhost DirectoryManager private listing page aspx mode suspended 4 X lo Bing Pi gly Favorites 933 Directory Manager Pending Transactions r mh Pager
14. 12020 True Management processing 20 12 2012 13 29 07 204 2 2012 13 30 03 True Directory assessment 20 12 2012 13 29 07 20 12 2012 13 29 07 True lo rT oT TTT fe BDS Solutions Directory Manager v2 BEI EI JA E aaa el N E v Page gt Safety Tools User bdsdis Date Author E Local intranet Protected Mode Off fa 7 R10 gt 4 17 December 2013 G Zealley Chey Page 36 of 36 4 Further Information This guide should be used in association with the following Directory Manager documents e Directory Manager User Guide an in depth guide on the configuration options for Directory Manager e Directory Manager Configuration Document a guide to the deployment of Directory Manager tailored to each customer s configuration For further information contact the BDS Solution ServiceDesk e Tel 01884 33221 e Email servicedesk bds solutions co uk Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions
15. 3 Directory Manager Message A D E dh paer Safety Tons r Message The details have been posted to Directory Manager successfully The ID for this record is 0255553100599 Staff Directory Search Advanced Search Update Personal Details Return Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Phas Copyright BDS Solutions fe ii i Local intranet Protected Mode Off Fa v R10 5 6 The record will be assessed and will appear as a New transaction in the Pending Transaction list Table 3 7 Steps to add records through the web portal 3 7 2 Amending Records Using a web browser go to the web portal URL and complete the logon procedure Click on the Amend Records link to display the search options Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Find Transaction Windows Internet Explorer J9 http localhost DirectoryManager private amend s J Favorites 53 Directory Manager E Find Transaction Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web
16. 43 23 BDS DirectoryManager VebClient Recent Input Service Operations Description Start Time End Time Total Records Processed Success 20 1 2 2012 14 50 32 File queue management 20 1 2 2012 14 50 02 20 1 2 2012 14 50 03 True File queue management 204 2 2012 14 49 02 20M 2 2012 14 49 02 True File queue management 204 2 2012 14 48 02 204 2 2012 14 48 03 True File queue management 204 2 2012 14 47 02 20 1 2 2012 14 47 02 NM Th kh True File queue management 20 1 2 2012 14 46 02 20 1 2 2012 14 46 02 True File queue management 20 1 2 2012 14 45 02 20 12 2012 14 45 03 True File queue management 20 1 2 2012 14 44 03 20 1 2 2012 14 44 03 True File queue management 204 2 2012 14 43 02 20 1 2 2012 14 43 03 True File queue management 20 1 2 2012 14 42 02 20 12 2012 14 42 02 True File queue management 20 1 2 2012 14 41 02 20 1 2 2012 14 41 02 2 2 2 2 2 2 2 2 2 2 CO ee ee True Recent Management Service Operations Description Start Time End Time Service 20 1 2 2012 13 55 56 20 2 2012 13 55 56 Management processing 20 1 2 201 2 13 49 58 20 1 2 2012 13 50 56 True Directory assessment 20 1 2 2012 13 49 58 204 2 201 2 13 49 58 0 jo True Active Directory downsynch 20 1 2 2012 13 45 05 20 2 2012 13 49 58 15212
17. Code End Date December 2012 Mo Tu We Th 26 27 28 29 3 4 5 6 9 10 11 12 13 NI Numb Preferred a E umber referre 24 25 26 27 CRB Code 3 1 2 3 CRB Expiry Today December 20 2012 Submit Cry Copyright a Done m E im TI KS E Local intranet Protected Mode Off Fa R10 4 Once completed click Submit If any mandatory fields have not been completed they will be marked in red Record Entry Windows Internet Explorer go 9 http localhost DirectoryManager private manualentry aspx mode admin z hed x fo Bing Pp sy Favorites 53 _ Directory Manager Record Entry a py Pager Safety Toos Staff Directory Title External Account gt First Name MITEL Account gt Last name Job Title Email Department Work Phone 0121 556633 Manager Work Mobile Assistant Pager Company My Organisation Fax Address tt E City o i Stat Date 28712 2012 Post Code G Please enter value NI Number Preferred CRB Code CRB Expiry Cancel Cry Copyright fl Torrence TT Tl nl Da Vn OSES E Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 30 of 36 Once all mandatory fields are completed the record will be saved in Directory Manager Message Windows Internet Explorer j JE http localhost DirectoryManager public user message aspx returnurl public welcome page aspx ba DE X S Bing e Favorites 5
18. E http slocalhost DirectoryManager private manualentry aspx mode admin 4 X lol Bing Pz gly Favorites 5 _ Directory Manager Record Entry a B Pager Safety Tools Staff Directory Title External Account First Name MITEL Account Last name Job Title Email Department Work Phone Manager Work Mobile Assistant Pager Company Fax Address City Start Date Post Code End Date NI Number Preferred CRB Code CRB Expiry Cancel Submit Cry Copyright Ee Done m a Cy ia ey E Local intranet Protected Mode Off fa 100 4 Data can be added to the required fields Some fields may be mandatory and so must have a value Date pickers can be used to select start and end dates if these fields are being used There may be date ranges configured that the dates must be within Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 29 of 36 Record Entry Windows Internet Explorer JS http localhost DirectoryManager private manualentry aspx mode admin z ts X fo Bing a E Sp Favorites 53 Directory Manager Record Entry r mh v Pager Safetyy Toos Staff Directory Title External Account gt First Name MITEL Account gt Last name Job Title Email Department Work Phone p121 556633 Manager work Mobile Assistant Pager Company My Organisation Fax Address City Start Date Post
19. O e fey N gt n Page Safety v Tools Directory Manager v Pies Copyright BDS Solutions 2 User bdsdis zi CEE i i i tocalintranet Protected Mode off Pa v 100 7 Click Apply Selections The transaction will be greyed out meaning it will be moved to the suspended transactions section Pending Transactions Windows Internet Explorer go http localhost DirectoryManager private listing page aspx department 786 Aynsley wWard pes sy Favorites 35 Directory Manager Ee Pending Transactions Staff Directory search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Web Portal User Guide v1 0 Pending Transactions Transactions awaiting approval or processing Transaction type New 7 Employee Id First Name Surname Department Rule Approve Suspend 11036309 HSSOTP E Vv Approve All Suspend All Apply Selections lll sr e a 0 M h Page Safety Tools Directory Manager v2 CRs Copyright BDS Solutions User bdsdis z OOE te eeoa raeson a tO 7 Date Author BDS Solutions 17 December 2013 G Zealley Page 24 of 36 To un suspend transactions click on the Suspended Transactions option The
20. Reports Input Received About Directory Manager Web Portal User Guide v1 0 earch page aspx Amend Directory Records Enter name and optional department to find staff records Name Department z Find m Phas Copyright BDS Solutions DA x S Bing Page 31 of 36 ejz fy N 2 Pagev Safety Tools Directory Manager Aes zi CEE i i tocal intranet Protected Mode Off 73 A100 7 Click the Find button to display the results BDS Solutions Date Author Enter name information into the Name box To use the department information as well select a value from the Department drop down box This will search for the name information within that department only 17 December 2013 G Zealley Find Transaction Windows Internet Explorer JS http localhost DirectoryManager private amend search page aspx Sp Favorites 53 Directory Manager E Find Transaction Amend Directory Records Enter name and optional department to find staff records Staff Directory Search Name DIS Advanced Search Department z Update Personal Details Administration Phone Email Unknown 2261 Pending Transactions E physiotherapist 568 Paediatric Pending Search Physio Suspended Transactions gam Senior Staff Nurse 788 Failed Transactions Rheumatology _7ea CUtPatients Add Records Department Amend Records Rehabilitation Worker 88 Sneyd Recent Transacti
21. de v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Chey Page 3 of 36 Contents 1 MOUCHO oeer ar E A E danse A AN EE AE E EA E O 4 2 End User Features asoini nen E E E E EE E 5 2 1 B a E E E A E EE A E E A E ne see E E E E T A A enee 5 2 2 Staff Directory Simple Segre iisreciiirnnin enai ieina naa a a iaaa ai ieii aiaia 5 2 3 Staff Directory Advanced Search sccccccssseseccccsnsseccsansseccssaussecessuuseeesssauseesssauseeesssauasecsssauneessssaunsess 8 2 4 a9 LO kts od O gree te Oren OR ener nee ne er ere Ener fern ne T er nee eC Pe nr eee Cre nor ae meee pt terete oer 9 3 AUMENTO RCA CS ica seve ciiece cxcsan E EE EA N 12 3 1 OVO ries aaa EE E E EA E AAO EAA E counnned amen AA E EE 12 3 2 Paala aaa a ENA S E ANE AAN EE E T EEA eaten E E AE A A E T 12 3 3 Access To the Web POr Ol isernia an aa NEE E E ated EEEE E A EEE A Er nii 13 3 4 Allowing Different Administrator Grades cccsssesecccssseseccenseeseececsuuseecesseussesessuussessssuuseessauensessssauasess 13 3 5 LOJON EO WED POO erari are E N A E EE E T TEE E E T ETE E A EE ENE 14 3 6 Managing Pending TrAnNSACHONS sirri tinin aar T E ONNEEN 16 3 6 1 Pending Transactions Using the Pending Transaction List 1c ccccccceccececcesecececeececeeceneeeess 16 3 6 2 Pending Transactions Using the Pending Search 1ccccccceereeceeceeeersececcesseneeseecereneececeetsenes 20 3 6 3 Suspending ANA UN SUSPECNAING USELSS 1 2ceeceececceececeeseccecseteenseceesene
22. e separate Directory Manager User Guide for details NOTE There is no requirement for end users to be part of Active Directory security groups to be able to access the web portal administrators do however 2 2 Staff Directory Simple Search Enter the URL of the web portal into a web browser Click on the Search link to display the search screen Full first and last name e g john smith 3 Enter a staff member s name information into the Name box This can be any of the following options using an example John Smith First characters of a first name e g j jo Full first name e g john First characters of a last name e g s smi Full last name e g smith Full first name and first characters of a last name e g johns john smi Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 6 of 36 NOTE Case is not important i e john and John and JOHN will return the same results This can be the first name the last name or part of the first or last names Select a department if required Click Find Find User Windows Internet Explorer Cay http localhost DirectoryManager public directorysearch aspx sip Favorites 933 Directory Manager E Find User Staff Directory Enter details of your search below Staff Directory Search Pale Srnith Advanced Search Department Update Personal Details Find Administration
23. ending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Child Psycho Adoption Project Administration eam Child Psychology Adoption Project Administration eam Child Psychology Adoption Project Administration eam Child Psychology Adoption Project Administration eam Child Psychology Adoption Project Administration eam 2 2 2 2 19 09 2011 Child Ps gy Adoption Project Administration 12 08 04 Team Fal o ee Local intranet Protected Mode Off Fa 100 7 Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Chey Page 34 of 36 a Each transaction is listed with the date and type of transaction 4 Click on the View Details link to open up that transaction The before and after state of the staff record will be shown Table 3 9 Viewing audit information 3 9 Directory Manager Service Activity To determine the current activity of the Directory Manager services the web portal has a service activity page This lists the live and recent activities of each of the three services Data Input Management and Notification If the service has a live activity this is shown in red text Activities that have recently been completed are shown in black text The list is limi
24. er Pig Copyright BDS Solutions zi CE i ity Rit tecalintranet Protected Mode Of Fa A 100 7 View the New Changed Rename and Expired transactions and approve as per the Pending Transaction list Table 3 4 Steps for using the Pending Search 3 6 3 Suspending and Un Suspending users Transactions that should be excluded from accidental approval can be suspended Suspending a transaction will move it out of the Pending Transaction views Log on to the web portal Find the transaction to suspend by name or department Place a tick in the Suspend box Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 23 of 36 Pending Transactions Windows Internet Explorer g9 http localhost DirectoryManager private listing page aspx department 786 Aynsley Ward Sp Favorites 53 Directory Manager E Pending Transactions Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Pending Transactions Transactions awaiting approval or processing Transaction type New 7 Employee Id First Name Surname Department Rule Approve Suspend 11036309 aa EEE SSOTP 7 IV Approve All Suspend All Apply Selections TAB
25. eseecensuteessesensenseseeseteeness 22 3 6 4 POCO TAS OCT ON NS cis aerate tenets aces os EAN E A E EE E 26 3 7 Add and Amending Records Manually scccccssecccnseseccneseccsusseccauseceseusecsasecssausesssunecssaussessauseesaueseeas 27 3 7 1 Adding RECOLGS ete ne en nn Ao ee ee ee oo ee ee ee eee 28 3 7 2 Amenda CO OS ooru ses cdots as se ecco EEE 30 3 8 Audi INFOMATION oceccasecoctacatenvenanzoenscauvaaneies EAEE TENE E OO EEEE TENNE NA EOE NEEE 33 3 8 1 Viewing Audit Information 2 1cceccecceceececcecceteseccucseneceecensuneeseecenseneeseesenseseeseneeneeseeeesaeness 33 3 9 Mrectoly Manager Service FCI ars vectasines na cs icp nan etaee ES ON 34 3 9 1 Viewing Service Activity sacicc sitcsscsscsncecetetet obiriiareassatiseseiacefecadmam attra nelai o instaradteisvatnnind atteinlaaeatigienietioa aalaaed sinwaree 35 A Further Informatio sssrin a Ea ai 36 Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Chey Page 4 of 36 1 Introduction This guide contains instructions for using the Directory Manager v2 web portal Directory Manager is an automated provisioning tool for user accounts on Active Directory using a data source NHS ESR for example as a source The web portal is used by end users to view the staff directory and edit their own details and by administrators to manage and audit the provisioning of user accounts This guide explains how to use the functions available in the web porta
26. g records e View audit history e View Directory Manager service activity 3 2 Transaction Types Changes being passed from the data source e g ESR to Active Directory are called transactions There are four types of transaction e New Transaction this is an entry on the data source that does not exist on Active Directory i e the unique ID value is not on Active Directory The data source record will be created as a new Active Directory user e Change Transaction this is where a link exists between the data source and Active Directory and the information on the two are different The user account will be updated with the information from the data source e Rename Transaction this is where a link exists between the data source and Active Directory and the surname values on both are different The user account will be updated with the new surname and optionally their logon email and home folder information e Expired Transaction this is a user account on Active Directory that is no longer present on the data source and is determined to be a leaver by Directory Manager IMPORTANT No updates to Active Directory are automatic Every new and change transaction must be approved by an administrator before being applied Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Chey Page 13 of 36 3 3 Access to the Web Portal Access to the web portal is controlled through Active Direct
27. http localhost DirectoryManagerpublic directoryentry aspx dn LDAP 3a o2F 2Fns xnsht nhs uk 2FCN 3dSmith Lisa 02868 2cOU 3dHanley Healt 4 1X lo Bing lt p Favorites 53 Directory Manager Directory Entry 23 gp y Pagey Safety Toos Directory Record Smith Lisa Y02868 ree x No Image Available Title First Name Last Name Job Title Practice Manager Department 5PJ Division Email Lisa Smith stoke nhs uk Manager Work Telephone 1948 PAJAssistant Mobile Company Y02868 Pager Address Fax End Date PDCI Last Modified 10 12 2012 10 53 51 Employee ID NI Number CRB Code CRB Expiry Preferred New Search Phy Copyright BDS Solutions Ie ffi Si Local intranet Protected Mode Off a Ri00 7 6 Use the browser s back buttons to return to the search results and view more staff records Table 2 1 Steps for using Simple Search 2 3 Staff Directory Advanced Search Enter the URL of the web portal into a web browser Click on the Advanced Search link to display the search screen Enter details into a single or a combination of the available search fields Follow the same steps for a simple search to find and browse staff records Table 2 2 Steps for using Advanced Search Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions CRE Page 9 of 36 2 4 End User Self Update Enter the URL of the web p
28. l The document covers e End user features e Administrator approval controls e Creating and amending records e Viewing audit history This guide is intended for those that have an awareness of Directory Manager and its application Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Chey Page 5 of 36 2 End User Features 2 1 Overview The web portal offers two features for end users i e non Directory Manager administrators e A searchable Staff directory e The ability to update user s own details The staff directory presents the data available on Active Directory or optionally AD LDS if used through the web portal Users can search for staff and view the details that are held for them There are simple search options using just name and or department and an advanced search that uses other attributes for example job title or telephone number Staff can update their own Active Directory record through the web portal They must first authenticate using their Active Directory logon credentials and will then be presented with a page listing their details Changes made by the user will lead to a new transaction within Directory Manager that must be approved For end users to use these features the URL of the web portal must be made available through an Intranet site or similar NOTE The advanced search options and the attributes that can be edited by an end user are configurable See th
29. nding Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Chey Page 14 of 36 Web Reports Input Received About Directory Manager Table 3 1 Administrator functions and their values For example to allow an administrator access to the Add Users and Amend Records functions 1 Add together the required values Add Records Amend Records 2 Add 48 to the flags attribute on the Active Directory security group Grade Access the administrator is in NOTE Groups without a value added to the flags attribute will have access to all web portal functions 3 5 Logon to web portal The web portal implements an authentication process to ensure only administrators can access the administrator functions This uses the administrator s Active Directory logon credentials Using a web browser go to the web portal URL Enter a logon name and password and click on Log In Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 15 of 36 Directory Manager Login Windows Internet Explorer Oo http localhost DirectoryManager public log on aspx bes x fol Bing 2 z Sp Favorites 35 Directory Manager Directory Manager Login eg my Pager Safety Toos Directory
30. ns xnsht nhs uk CN Smith Lisa Y02868 OU Hanley Health amp Vell Being Centre 02868 OU Stoke PCT OU GP Users OU Staff DC ns DC xnsht DC nhs DC uk Intergrated Sexual Health Prevention Piccadilly Bank Clerical Worker Georgia Smith ssotp nhs uk R1E SSOTP LDAP ins xnsht nhs uk CN Smith Georgia SSOTP OU Staffs and Stoke Partnership OU Staff DC ns DC xnsht DC nhs DC uk Smith 786 Haywood Therapies Neuro Clinical Specialist OT_786 Samantha Smith ssotp nhs uk LDAP ins xnsht nhs uk CN Smith Samantha SSOTP OU Stafts and Stoke Partnership OU Staff DC ns DC xnsht DC nhs DC uk VIC Interface CSW Walk in Centre Assessment Centre Nina Smith ssotp nhs uk hs LDAP ins xnsht nhs uk CN Smith Nina SSOTP OU Statfs and Stoke Partnership OU Staff DC ns DC xnsht DC nhs DC uk 786 VWheelchair Service Senior Occupational Therapist_786 Kathleen Smith ssotp nhs uk RIE SSOTP LDAP ins xnsht nhs uk CN Smith Kathleen SSOTP OU Staffs and Stoke Partnership OU Staff DC ns DC xnsht DC nhs DC uk 786 Outpatients Department Smith Julie RIE SSOTP Julie Smith ssotp nhs uk CSVV_786 LDAP ins xnsht nhs uk CN Smith Julie SSOTP OU Staffs and Stoke Partnership OU Staff DC ns DC xnsht DC nhs DC uk 786 Scotia Inpatient Ward Smith Sheila RIE SSOTP Snr Staff Nurse_786 Sheila Smith ssotp nhs uk LDAP ins xnsht nhs uk CN Smith Sheila SSOTP OU Statts
31. o be changed will be displayed in the mouse tool tip Pending Transactions Windows Internet Explorer GA S E http localhost DirectoryManager private listing page aspx department All Departments ba 4 X lo Bing w Favorites 3 Directory Manager Pending Transactions fa B Pager Safety Tools Pending Transactions Transactions awaiting approval or processing Staff Directory Search Transaction type Changed gt Advanced Search Update Personal Details Changes AccountExpirationDate gt 30 04 2007 00 00 00 Approve All Suspend All Apply Selections Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager CRs Copyright BDS Solutions zl http flocalhost DirectoryManager private details page aspx displaymode inputad amp id 1 1056963 Ao e Local intranet Protected Mode Off fa 7 100 h Approve transactions by ticking the Approve box in the same way as for New Transactions To approve Rename transactions click on the Transaction Type drop down and choose Renamed The list of rename transactions will be shown To approve Expired transactions click on the Transaction Type drop down and choose Expired The list of expired transactions will be shown Table 3 3 Steps for approving pending t
32. ons Ward Audit Information HCSVV Bank Older Older People Web Reports People Nurse Bank Input Received About Directory Manager Las Copyright BDS Solutions Page 32 of 36 Aee e fey N gt n i Page Safety Tools Directory Manager v2 User bdsdis ha I iy i Local intranet Protected Mode Off a Ri00 7 NOTE If no results are found then the text No matching records is displayed Click on the name of the staff member to edit The manual entry page will be displayed Record Entry Windows Internet Explorer g9 http localhost DirectoryManager private manualentry aspx mode adminupdate amp id db7562b9 5605 44f6 83 1b 3647 1bbd64b5 lt p Favorites 35 Directory Manager E Record Entry Account Update DIS BDS Title First Name Last name Job Title Email Department Work Phone Manager Work Mobile Assistant Pager Company Fax Address City Start Date Post Code End Date NI Number Preferred CRB Code CRB Expiry Cancel Submit Cry Copyright Done a my i iz i zz KS Local intranet Protected Mode Off fa 7 R10 4 Web Portal User Guide v1 0 BDS Solutions BEI EI JTA 3 On 222 a N gt Page Safety gt Tools v External Account 7 MITEL Account 7 Fa Date 17 December 2013 Author G Zealley Page 33 of 36 6 Enter the required values to the record Click Submit
33. ortal into a web browser Click on the Update Personal Details link to display the logon screen The user will need to enter their Active Directory logon credentials Directory Manager Login Windows Internet Explorer Go http localhost DirectoryManager public log on aspx ReturnUrl 2fDirectoryManager 2Fprivate o2Fmanualentry aspx o3fmode o3dupdate amp mode update hea x lo Bing Favorites 53 Directory Manager Directory Manager Login ena mp Pager Safetyy Toos Directory Manager Aes Login user name MyUsername password ecccccces Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directo y Manager ORs Copyright BDS Solutions zi a KS E Local intranet Protected Mode Off fa R10 4 E If the credentials entered are not recognised by Active Directory the following message will be 2 3 4 shown Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Directory Manager Login Windows Internet Explorer Oo http localhost DirectoryManager public log on aspx ReturnUrl 2FDirectoryManager 2Fprivate 2Fmanualentry aspx 3fmode gt 3dupdate amp mode update sip Favorites 933 Directory Manager E Direc
34. ory security groups There are two group requirements e Asingle group that all administrator must be a member of General Access e One or more groups that control the administrator grade Grade Access NOTE If there is not a requirement to control administrator grades see section 3 3 a single security group can be used for both group requirements These groups are created during the Directory Manager implementation and will be listed in the accompanying documentation The rules for adding administrators to the groups are 1 All administrators must be added to the General Access group 2 If administrator grading is not being used then no further action is required 3 If grading is in use the administrator must be added to the pertinent Grade Access group 3 4 Allowing Different Administrator Grades There is often a requirement to have different grades of administrator using the web portal For example some administrators may need to add users but should not be able to approve pending transactions Directory Manager provides this grading ability by using a control value added to the Active Directory security groups controlling access to the web portal This value is added to the flags attribute of the security group The following values are used to expose the required administrator functions The value of each required function should be added together and the figure added to the flags attribute of the security group Pe
35. pdate Personal Details CR Copyright BDS Solutions F Done 0 iy i Local intranet Protected Mode Off fa R10 4 Table 3 2 Steps for logging on to the web portal 3 6 Managing Pending Transactions 3 6 1 Pending Transactions Using the Pending Transaction List Log on to the web portal Click on the Pending Transaction option The list of outstanding transactions will be shown Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions s Page 17 of 36 Pending Transactions Windows Internet Explorer g9 http localhost DirectoryManager private summary page aspx a l z X iol Bing Cad z Sp Favorites 53 Directory Manager Pending Transactions be 0 ee ee e Directory Manager v2 User bdsdis Pending Transaction Summary This listing shows the number of pending transactions for each department Staff Directory Search Department Changed Expired Advanced Search All Departments Update Personal Details 1 Chebsey Close Team 568 HY Codsall Area 568 Intermediate Care Stafford 568 Lifestyle Services Pendi ng Transactions 682 Closed College Werrington Pending Search 682 District Nursing Audley Suspended Transactions 682 District Nursing Park Medical Centre Failed Transactions 682 Saddler Ward Leek Moorlands Add Records 786 Aynsley Ward eae ons 786 Operational Delivery Mgmt Audit Information Hued Web Reports Abbotts House
36. ployes Firat Hame Surname Department Rule Approve Suspend Administration Approve All Suspend All Apply Selections Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Piles Copyright BDS Solutions J CEO Ri eane Trotceaade o Pa Re 7 Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 18 of 36 Optional To view the staff member details that will be added to the new account click on the user s ID number this will open in a new window or tab ais Page Windows Internet Explorer LS http localhost DirectoryManager private details page peal x S Bing ce Favorites 53 Directory Manager E Details Page Input amp AD Edith Birks gp Pager Safety Toos A D kaamee eee ane Attribute Company Department Current Input Value 786 Aynsley Ward Current AD Yalue R1E 786 Aynsley Ward DisplayName DistinguishedName EmailAddress Employeeld 11036309 11036309 Enabled true ExtensionAttripute3 Flags 0 GivenName HomeDirectory ns ishares userhorm e mas HomeDrive U Info Directory Manager updated 04 04 2012 IsAccountLockedOut false JobTitle CSW_786 Name Office Longton Cottage Hospital SamAccountName SmartcardLogonRequired false Surname Birks
37. pply Selections Pies Copyright BDS Solutions The list of change transactions will be shown Pending Transactions Windows Internet Explorer go http localhost DirectoryManager private listing page aspx department ll Departments A sy Favorites 53 Directory Manager Ee Pending Transactions Staff Directory search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Web Portal User Guide v1 0 Pending Transactions Transactions awaiting approval or processing Transaction type Changed 7 Approve All Suspend All Apply Selections Pies Copyright BDS Solutions BDS Solutions Page 19 of 36 TAB e fey N gt n Page Safety Tools Directory Manager v2 User bdsdis zi CE i i i tocalintranet Protected Mode off Pa R10 7 lll sr e a 0 M h Page Safety Tools Directory Manager v2 User bdsdis Employee Id First Name Department Rule 11056963 qu Abbotts House CPN Reablemert amam z TT TTT Fe E eeatt Protected Pa oe 7 Date 17 December 2013 Author G Zealley Page 20 of 36 Optional To view the staff member details that will be changed hover over the user s unique ID value The fields t
38. ransactions 3 6 2 Pending Transactions Using the Pending Search Log on to the web portal Click on the Pending Search option A search box for name and optional department values is shown Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions Page 21 of 36 Find Transaction Windows Internet Explorer JS http localhost DirectoryManager private pending search page aspx s x fol Bing p z Sp Favorites 53 Directory Manager Find Transaction ij ig ro Ee ee ee Directory Manager v2 User bdsdis Pending Transaction Search Enter a name and or department to search for pending transactions Staff Directory Search Name Advanced Search Department z Update Personal Details Find Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Cas Copyright BDS Solutions zi CEE i i tocalintranet Protected Mode off Pa v 100 7 Enter staff member s name This can be the first name the last name or part of the first or last names Select a department if required Click Find Find Transaction Windows Internet Explorer go http localhost DirectoryManager private pending search page aspx R X fol Bing 2 z i Favorites 53 _ Directory
39. ted to the last 10 activities The page also displays the current version of the three services and the time of the last heartbeat of the service every minute the service will post an update to the Directory Manager database to indicate it is still functioning known as a heartbeat Web Portal User Guide v1 0 Date 17 December 2013 Author G Zealley BDS Solutions 3 9 Viewing Service Activity Page 35 of 36 Using a web browser go to the web portal URL and complete the logon procedure Click on the About Directory Manager link to display the service activity page Directory Manager Windows Internet Explorer JS http localhost DirectoryManager private about page aspx Sp Favorites 53 Directory Manager E Directory Manager Staff Directory Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Web Portal User Guide v1 0 Installed Components Service Type Database version Version LastHeartbeat 01 11 2012 09 50 03 BDS DirectoryManager Connector ConnectorOperations a 2 4 0 20 1 2 2012 14 50 02 BDS DirectoryManager Manager ManagerOperations 2 2 4 0 20 1 2 2012 13 55 04 BDS DirectoryManager Notifier NotifierOperations 20 1 2 2012 14
40. tory Manager Login Login Page 10 of 36 Al E s fh N 2 h v Page Safety Tools Directory Manager v2 user name Invalid credentials Staff Directory password Search Advanced Search Update Personal Details Administration Pending Transactions Pending Search Suspended Transactions Failed Transactions Add Records Amend Records Recent Transactions Audit Information Web Reports Input Received About Directory Manager Chg Copyright BDS Solutions md T T TT I Pip Fis tocelintranet Protected Mode of Ya itoo 5 If the logon is successful the page listing the user s details will be displayed Record Entry Windows Internet Explorer go 9 http localhost DirectoryManager private manualentry aspx mode update A Ly Favorites 53 Directory Manager Ee Record Entry Account Update BIRM BIS Title First Name Last Name Job Title Department Division Manager Assistant Company Address City Post Code Web Portal User Guide v1 0 Email Work Phone Work Mobile Pager Fax Start Date End Date fo1995 223366 01884 33220 m Submit Pies Copyright BDS Solutions BI x X s x Jol Bing og le 0 gt mn Page Safety Tools z l Local intranet Protected Mode Off a 100 Ua BDS Solutions Date Author G Zealley 17 December 2013 Page 11 of

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