WSS Admin Guide

Adding Users

You can add users in one of these ways:

• Manually add each user in the Management Portal
• Import user data from a CSV file

At a minimum, a user requires an email address, Windows ID, and password. You can assign them to the default group or a group you already created.

Note: To add users via the Users tab, you must have Add permission for Manage User.

Adding one user at a time

You can enter basic user settings from the General Information subtab.

To add a user:

• On the Users's page, click Add User.


The system displays the General Information panel.


• Enter general information.

User Settings	Description
Email	Required. Enter a valid email address for the user. The domain must match any email domains specified for the account. The service validates entries for acceptable characters. The email address is used: As the user's login name to the Web Security Service proxy As the recipient of automated email notifications After saving, you cannot change a user's email address. If you must change an existing user's email address, add that user with a different email address and delete the old user.
Windows ID	Required. Enter the Windows user name that identifies the user. Enter a maximum of 30 characters. The following special characters are allowed: ' ` \ ~ # % ^ & { } (single quote, double quotes, grave, backslash, tilde, number sign, percent, circumflex accent, ampersand, brace left, brace right) After saving, you cannot change the user's Windows ID.
Password	Required. Enter a password with a minimum of 7 characters. Valid characters are any combination from a to z, A to Z, and 0 to 9. You can change passwords any time.
Retype Password	Required. Enter the same password for this user.
Group	Keep the default value or select another group from the list. You can change a user's group assignment any time. Note: IP address-based groups are not displayed on the drop-down list to prevent you from adding users to IP groups.
Send Invitation Email	If you are using Desktop Web Proxy, leave blank. Select this checkbox if you want the email invitation to be automatically generated for this new user. The user then accepts the invitation by clicking the link in the email and registering with a new password. The link expires in seven days.

• Click the Save button.
  The new user appears in the list. By default, the user's status is set to Active. As the Source column indicates, this method of adding a user is Manual.
• Repeat the previous steps to add more users.

Adding users with a CSV file

Using a CSV (comma-separated values) file gives you the convenience of maintaining user information in an external file. Within a single file, you can import up to 1,000 names into the system. The required information includes the user name, temporary password, and email address.

Limitations of the CSV file:

• A CSV file can contain up to a maximum of 100,000 users.
• USERNAME field limit is 64 characters and EMAILADDRESS limit is 64. The user name cannot have two @ symbols.
• The CSV file's main purpose is for you to enter new user information, but you can also use it to make a few changes. For example, you can edit the passwords of existing users and re-import the file. However, you receive error messages if you re-import an edited CSV file in these circumstances:
  • You change the user name, but not the email address.
  • You change the email address, but not the user name.
    In other words, you cannot change the user name and email address combination.
• The CSV file must supply the login name, password, and email address for each user. However, some organizations may have business rules that don't set up mailboxes for all users. In this case, leave the email address blank in the CSV file. The Web Security Service creates the required email address formats based on the supplied login name and the Company Email Domain entry in the Accounts tab.
• You can continue to add entries in the same file and re-import. The system imports new data and leaves existing information intact.
• If you imported a user through a CSV file and later removed that user from the file, re-importing does not delete the user from the system.
• If you added users to a group using the file and later moved the users to other groups in the Management Portal, re-importing the unchanged CSV file into the original group restores the original user assignment.
  The group administrator receives notification of the move.

To create a CSV file:

• Type the header line to represent the required settings, exactly as shown:
  USERNAME,PASSWORD,EMAILADDRESS
• Add up to 100,000 user entries, one entry per line, in the following format:
  Windowslogin1,password1,emailaddress1
  Windowslogin2,password2,emailaddress2
  Windowslogin3,password3,emailaddress3
  Windowslogin4,password4,emailaddress4
  Ensure that the email addresses are valid and the domain matches the email domain specified in the account. The passwords are temporary; users are prompted to change passwords at subscription time.
• Save the file locally or remotely.

To import users from the CSV file:

• Select the Users tab on the Management Portal.
• Select Add From CSV.


The the system displays the Add From CSV panel.


• Click Browse.
• Navigate to the file and click Open.
  The full path appears in the CSV File text box.
• Enter the remainder of the information.

CSV File Settings	Description
Group	Keep the default value or select another user-based group from the dropdown list.
Send Invitation Email	Select this checkbox if you want the email invitation to be sent automatically. The users then accept the invitation by clicking the link in the email and registering with their new passwords. If you edit this user's password in the future, you can select this checkbox again to send the email notification that the user may reset the password. This setting is not necessary if you have other means to send notifications yourself.

• Click Save.
  You are returned to the Users page where the users you added appear in the list. By default, each user's status is set to Active. The Source column shows that the method of adding the users is CSV. After the users are created in the system, the Web Security Service prevents you from re-adding them (unless you delete them first) to any group.