The Complete kinetic Manager Documentation

Revised: July 11, 2004

Note: This document is provided as a convenience for printing and searching the entire documentation set.

kinetic Manager Overview

The kinetic Manager web application allows you to manage kinetic accounts and website services. This documentation serves as a reference and online help for the web application.

Documentation

This documentation is divided into six parts:

1. Overview
2. My Account. The tab that is accessible to all kinetic account holders for managing their accounts. For account holders that do not have permission to perform other tasks, the My Accounts tab is not even displayed as a tab since it provides the only tasks those account holders may perform.
3. Accounts. The tab for account administrators that allows managing accounts.
4. E-mail Aliases. The tab for account administrators that allows managing e-mail aliases.
5. Groups. The tab for managing groups.
6. Organizations. The tab for managing organizations.
7. Web Tools. The tab for managing website services, including publishing permissions and webmaster e-mail.
8. Glossary. A glossary for terms used in this documentation.

You may view and print each documentation section separately as needed, or view the complete version which provides all sections within one document for searching and printing.

The kinetic service uses standard Internet protocols for all services provided to customers. As a result, account holders can use any web browser, FTP client, or mail client to access their services. These protocols correspond to the following prerequisites for account holders:

• To login to kinetic Manager, your web browser must support SSL and it must be configured to accept cookies. These features are standard for the most popular web browsers on the market today.
• Any client that supports FTP may be used to publish website content. FTP is supported by many standalone software packages, as well as most website publishing software.
• Any mail client that supports IMAP or POP, and authenticated SMTP. These features are standard for most popular mail clients.

You may login to kinetic Manager with the e-mail address and password given to you by your administrator. Follow these steps:

1. Open your web browser.
2. Type https://kinetic.more.net/km/ in the address field and press ENTER. The welcome screen displays.
   
   Note: kinetic Manager uses a secure connection that encrypts information passed between your browser and kinetic Manager. This protects your information from prying eyes on the Internet. Note that unlike an unsecure HTTP connection, this URL uses the secure HTTPS protocol.
   
   
3. Click Continue to kinetic Manager login link. The Login screen displays.
4. Specify your complete kinetic e-mail address and password given to you by your administrator.
5. Click Login.
   
   kinetic Manager verifies your account and password, sets a session cookie in your browser, and displays the screen where you can view information and set options for your account.

Note: The session cookie is valid for 30 minutes of inactivity. If you login and then do not perform any tasks for more than 30 minutes, your session expires and you must login again. If your session expires, kinetic Manager automatically directs your browser to the Login screen; tasks in process are cancelled just as if you clicked Cancel. As long as you are actively working with kinetic Manager, your session remains active.

Important: Never leave your computer unattended if you are working with kinetic Manger, and always Logout when you are finished.

Every screen in kinetic Manager uses a common layout. At the top of the screen is the kinetic Manager header that displays the application name, logos, and a welcome message with your e-mail address. Beneath this are the tabs for tools which the currently logged in account has permission to use. If you do not have permission to use administrator tools, this area displays without any tabs. Beneath the tabs is the top menu that list tasks which do not use criteria. Under the top menu is the current task title bar which lists the name of the current task and the Help and Logout options. Beneath this is the status area that displays information and/or error messages when needed. Note that the status area is empty if there is no information which kinetic Manager needs to convey.

Many of the administrative screens offer additional options for selecting accounts based on specific criteria such as e-mail address or group. These screens provide an additional task menu below the title bar for tasks that use criteria. The following graphic details this layout with a sample screen:

kinetic Manager screens use common buttons and tasks. These include:

• Logout
  To logout of kinetic Manager, click Logout in the title bar.
• Help
  To access online help for a task, click the Help in the title bar. The online documentation displays in a new browser window with information topical to the current task you are working on in kinetic Manager.
• Cancel
  To cancel a task, click Cancel in the task menu. This cancels the current task and returns the display to the default screen for the tool. Cancel is not shown until you begin a task.
• Yes/No
  To confirm or deny a task, click the Yes or No buttons. If you click No, the display returns to the previous screen so you can make changes.
• Finished
  Some tasks are configured so that you can repeat a task multiple times on the same account. When you are finished working with the account, click Finish to return to the default screen for the tool.

You can logout from any screen in kinetic Manager by clicking Logout in the title bar. It's located on the right side of the screen next to Help. kinetic Manager closes your session and automatically directs you to the Login screen so you may login again if desired. In addition, it displays a status message that indicates that your logout is complete. Any tasks in progress before you click Logout are cancelled just as if you had clicked Cancel

My Account

Contents

• Overview of the My Account Screen
• Change Password
• E-mail Forwarding
• E-Mail Autoreply
• Account Details

My Account details information regarding your account, and allows you to change some of the basic information about your kinetic account. Additionally, the control bar across the top will display tabs for tools which you have permissions to work with. Depending on your permissions, you will see only certain tabs. This is the default screen that is displayed when you log in to the kinetic Manager web application.

The layout of the My Account screen follows the standard kinetic Manager screen layout. For a general description of the layout, refer to the Screen Layout section of the kinetic Manager Overview.

Use Change Password to change your kinetic account's password. This password is the same password used for logging in to the kinetic Manager web application, retreiving your kinetic account e-mail, and for FTP when publishing documents to your website.

1. Scroll down the My Account screen to the section with the heading Change Password.
2. Enter your current password in the text box labelled Password.
3. Enter your new password in the text box labelled New Password.
4. Re-enter your new password in the text box labelled Confirm Password.
5. Click Change Password.
6. If your password was changed successfully, you will see the status line display a confirmation that your password was changed successfully.
7. If your password could not be changed successfully, you will see a Status listed with an error message describing what is wrong. You will need to correct the problem and repeat the process to change your password.

Note the following:

• Your password must be 6 to 8 characters long
• It is case-sensitive
• It should contain a mix of letters, numbers, and at least one of these special characters: #, *, -, ~, %, ], or }
• Your password should not be a word you find in a dictionary, a name, or a common abbreviation

Use E-mail Forwarding to control what happens to e-mail messages that are received by your kinetic account. Setting e-mail forwarding will cause e-mails you receive to be sent (forwarded) to the e-mail address(es) you specify.

E-mail Forwarding information and options will only be displayed if the account is a member of a group with permissions for e-mail forwarding.

If Save Copies in Your Mailbox is checked, a copy of the forwarded e-mail will be saved in your kinetic mailbox. If this is un-checked, then a copy will not be saved in the mailbox when it is forwarded.

1. Scroll down the My Account screen to the section with the heading E-Mail Forwarding.
2. Your accounts group membership determines if you can enter one or up to twelve e-mail addresses.
3. In the text box next to the heading Forward e-mail to:, enter either one, or up to twelve e-mail addresses. Multiple e-mail addresses must be seperated by commas, spaces, or a new line. Spaces after a comma are optional.
4. Checking Save copies in your mailbox will retain a copy of any forwarded e-mails in your mailbox. If unchecked, no copy of a forwarded e-mail will be retained.
5. Click Remove to stop e-mail forwarding for your account.
6. Click Save to start or update e-mail forwarding for your account.

Use the E-mail Autoreply tool under the My Account tab to send an automatic response back to the sender of any e-mail message you receive.

E-mail Autoreply information and options will only be displayed if the account is a member of a group with permissions for e-mail autoreply.

1. Scroll down the My Account screen to the section with the heading E-mail Autoreply.
2. Click Enabled if you want e-mail autoreplies to be sent.
3. Click Disabled if you do not want e-mail autoreplies to be sent.
4. Enter or edit the text you want in the body of the e-mail autoreply in the text box next to Message Body.
5. Click Save to update the settings for your account's e-mail autoreply.

The Account Details section under the My Account tab lists additional information for your kinetic account, plus information regarding any web publishing permissions that your account may have been assigned.

• Account Type

  An account type of User is an account which belongs to an individual person. A User account is the primary type of account most often created in kinetic. An account type of Entity represents an organizational account. An example of an Entity account might be "register@some.org".

• Name

  For a User account, this will be the full name (last, first) of the user. For an Entity account, this will be the full name of the entity.

• Group

  The group of which this account is currently a member.

• Expiration Date

  If a date is displayed, it is the date when your account will expire. After midnight on this date, you will no longer be able to login to kinetic Manager, retrieve your e-mail, or FTP web site files (if you currently have permissions to do so). Your account will essentially be disabled but given a status of expired. Please contact your administrator if your account has expired unexpectedly.

• Mailbox Status

  This area lists information about your e-mail account, including the following:

  • The amount of disk quota used by your messages and home directory. This field is not displayed if your organization is not using disk quotas.
  • The total disk quota available for your messages and home directory as set by your administrator. 'Unlimited' is shown if your administrator has not set a quota for your account. This field is not displayed if your organization is not using disk quotas.
  • The time remaining in your grace period before e-mail messages sent to your account bounce. 'Not applicable--quota not exceeded' is displayed if your usage has not exceeded your quota and therefore a grace period does not apply to your account. This field is not displayed if your organization is not using disk quotas.
    

    Important: When your usage exceeds the disk quota set by your administrator, you have two weeks to decrease the size of your mailbox to a value below your quota before e-mail bounces. Delivery resumes when you reduce your mailbox size below your disk quota value. When e-mail bounces, incoming e-mail messages are undeliverable and the senders are notified of the bounced messages by the e-mail system. The bounced messages are not stored for later delivery.

  • The amount of your disk space consumed by your home directory and e-mail.
• Modem Pool Settings

  This section displays your modem pool settings if your organization has modem pool access.

  Note: Modem pools are only available for MOREnet members using the legacy kinetic Service.

  • Last Call Date - The last date and time that you called the modem pool.
  • Modem Usage This Month - The number of hours and minutes that you've used the modem pool. Your modem usage is automatically reset to zero every month.
  • Monthly Limit - The number of hours that you may use the modem pool every month. This value may be extended by administrators with the Over Limit value.
  • Over Limit - The number of hours that you may use the modem pool beyond the Monthly Limit. An administrator may extend your monthly limit with this value.
• Web Publishing Permissions

  Accounts which do not have web publishing permissions assigned to them will not have this information. Accounts which have web publishing permissions assigned to them will see these permissions listed here.

  • FTP Host - The hostname to be used in an ftp client when using ftp to transfer files.
  • FTP User ID - The username to be used in an ftp client when using ftp to transfer files.
  • Site Description - A descriptive name of the web site to which these permissions apply.
  • FTP Directory - The (ftp) directory at which this permission begins and includes all directories beneath this directory.
  • URL - The equivelant web url to the directory at which this permission begins.
  
  

  Note that some directories are listed as "read only". The contents of these directories can not be changed, added to, or updated.

Accounts

Contents

• Overview
• Match This Account Criteria
• Add Account
• View Account
• Modify Account
• Change Passwords
• Change Group
• Disable Accounts
• Enable Accounts
• Remove Accounts
• Restore Accounts
• Expunge Accounts
• E-mail

The Accounts tab provides account-related tasks available for use by an administrator to manage user and entity accounts. The administrator has many options available to search and manage accounts.

• A user account belongs to and is used by an individual person. This is the primary type of account and the one most often created.
• An entity account is typically a "general" account and belongs to an organization. It is typically used when one individual person is not the sole point of contact for its purpose.

  An example of an entity account would be helpdesk@some.org. If there are several help desk people, the person responsible for checking the helpdesk e-mail account could route the individual received e-mails to the members of the Help Desk staff, sending them equally amongst the staff so that no one person is overloaded with helpdesk e-mail questions.

• An Account Administrator is any account (user or entity) which has been granted administrative priviledges and can create or alter other accounts, groups, permissions, or settings. Accounts which have such priviledges can see more than just the My Account tab listed in the tool tabs. An administrator account cannot be created; accounts become account administrators by virtue of having administrative priviledges granted to them.
• Accounts can be a member of only one group at a time. When creating or editing accounts, or when changing the group to which an account belongs, only one group from all available can be selected at a time.
• All accounts have a status that can be changed by an account administrator. These include:

  Enabled - The account can log in. The account is functional and available for use.

  Disabled - The account holder cannot login to the kinetic Manager, cannot retrieve e-mail, and cannot FTP to web publishing directories. The account can still receive e-mail on the server, and e-mail forwarding and/or autoreply still work if they were already configured.

  Removed - The account is not available for use. Login and e-mail activity is not possible. Unlike an expunged account, a removed account may be restored and the account holder may use the account again. Unlike a disabled account, e-mail is rejected by the server.

  Expunged - The account has been permanently removed. There is no way to recover the account as it no longer exists. Login, e-mail, FTP, and access permissions no longer function for an expunged account, and any e-mail which may have been in the accounts mailbox has been permanently deleted. An account which has been expunged will never be listed.

The layout of the Account screen follows the standard kinetic Manager screen layout. For a general description of the layout, refer to the Screen Layout section of the kinetic Manager Overview.

While working with tasks under the Accounts tab, it is often helpful to limit the number of accounts which appear for selection. The primary screen for the Accounts tab lists the account details by which selection results can be limited.

Tasks which use the account criteria entered are listed in the task menu bar beneath the Match This Account Criteria title bar. Tasks which do not use account criteria are listed in the menu bar above this.

The kinetic Manager "remembers" any criteria entered on this screen. If criteria are entered, they are re-displayed upon return to the Match This Account Criteria screen. Click the Clear button to remove any previously entered criteria.

Entering account criteria is optional.

• E-mail Address

  Enter a complete or partial e-mail address to limit results to only accounts containing the value entered. Any account which partially or completely matches the value displayed, i.e.- a criteria of ob matches bob@some.org, oboe@some.org, and jeffob@someother.org.

  If the domain name portion of an e-mail address is entered, it must be complete and it is evaluated seperately, i.e., jeff@som would result in an error because it is not a complete and valid domain name. b@some.org would list all accounts which have 'b' in their name and are in the @some.org domain.

• Full Name

  Enter a complete or partial name to limit results to only accounts containing the value entered within the first or last name (user accounts) or the entity name (entity accounts). Note that for user accounts, the last name is listed first and is seperated from the first name by a comma. For example, to find an account belonging to Verner Vinge, enter Vinge, Ve.

• Account Type

  Check one or more of the check boxes to limit results by account type. Note that checking all these boxes is the same as not checking any of them (the first does not place a limit on the account type, where the second limits the account type to all account types). User accounts are those accounts which belong to individuals. Account Administrator accounts are accounts which have administrative permissions enabled. Entity accounts are those accounts which are generic, organizational accounts.

• Group

  Select group(s) to limit results to only accounts which are members of the selected group(s) and their children group(s). Multiple groups are selected by holding down the CTRL key and clicking on the additional group(s). To unselect groups, hold down the CTRL key and click the group(s) to unselect. Alternately, click the Clear button to clear all criteria entered.

• Account Status

  Check one or more of the check boxes to limit results by status. Note that checking all these boxes is the same as not checking any of them (the first does not place a limit on the account status, where the second limits the account status to all listed account statuses). Additionally, some tasks only effect accounts which have a certain status. Results for these tasks will only list accounts which they can effect. For example, Expunge Account will only list accounts which have a status of removed.

• Primary (Sort Multiple Accounts by)

  This criteria controls how accounts found are sorted when displayed for selection. It does not effect which accounts are listed.

• Secondary (Sort Multiple Accounts by)

  This criteria controls how groups of similar results are sorted when displayed for selection. It does not effect which accounts are listed.

• Clear (button)

  Click this button to clear all previously entered criteria.

Add Account is used to create a new user or entity account. Add Account does not use account criteria that may have been entered on the Match This Account Criteria screen. Select Add from the menu bar above the task title bar.

1. Enter the name in the Account box.

   This is the first part of the e-mail address before the '@' symbol. The value entered must be 2 to 64 characters in length. The first character must be a-z (lowercase). Remaining characters may be a-z (lowercase), the digits 0 through 9, and periods. The value entered here will be combined with the domain name to create the kinetic e-mail address for the account. This field is required.

2. Specify an Expiration Date if needed.

   Click the calendar icon and select an Expiration Date for the account if needed. Leave the box empty to not set an expiration date for the account. If you specify an expiration date, the account's status will be changed to expired shortly after midnight on that date. An expired account cannot login to kinetic Manager, use modem pools (if available), retrieve/send e-mail, or use FTP to publish web site files (if the account currently has permissions to do so). The account is essentially disabled, but given the expired status. Once an account has expired, you may modify the account and clear the Expiration Date box to return the account's status to Enabled; remember to click Save to save the setting.

3. Specify a Disk Quota value.

   Specify the the maximum size of the account holder's mailbox in the Disk Quota box. When this size is exceeded, the account holder has a two week grace period to decrease the mailbox size to a value below the disk quota. If usage is not decreased to a value below the quota in those two weeks, e-mail sent to the account bounces. E-mail delivery automatically resumes when usage is decreased to a size below the disk quota setting. Account holders can review their usage in kinetic Manager by clicking the My Account tab and reviewing the Mailbox Status details; note that 'Grace Period' displays the amount of time before e-mail bounces. You may specify a value of 2047 MB or less; kinetic uses 1024 KB per MB and 1024 MB per GB.

   Important: When e-mail bounces, incoming e-mail messages are undeliverable and the senders are notified of the bounced messages by the e-mail system. The bounced messages are not stored for later delivery to the account holder.

   If you do not specify a value, the new account's disk quota setting will be set to the Default Disk Quota value for the group to which it belongs so long as the group has a value. If the group does not have a value, kinetic Manager requires that you specify a value when you add the account. To review the default setting for a group, select Modify Group in the Groups tab. For more information about the default group setting, see Modifying a Group. For related disk quota settings, see Modify Organization and Modify Account.

   Note: Use the Disk Quota Report task in the Organization tab to review all of the disk quota settings for your organization, groups and accounts.

4. Select the Group.

   Select a group for the account. Only one group can be selected since an account can only be a member of one group at a time. Selection of a group is required.

5. Designate the account as a User Account.

   Select the User Account button if the account will belong to an individual. This is the primary type of account and the one most often created. A selection of either User Account or Entity Account is required.

6. Enter the First Name.

   If the User Account button was selected, enter the user's first name here. This field is ignored if Entity Account is selected. This field is required for a user account.

7. Enter the Last Name.

   If the User Account button was selected, enter the user's last name here. This field is ignored if Entity Account is selected. This field is required for a user account.

8. Designate the account as an Entity Account.

   Select the Entity Account radio button if the account will be a "general" or organizational account that is not identified with a specific individual. An Entity account is used when a group of people are responsible and/or one individual person is not the sole point of contact. Entity accounts are generic accounts. A selection of either Entity Account or User Account is required.

9. Enter the Entity Name.

   If the Entity Account button is selected, enter the entity's full name here. This field is ignored if User Account is selected. This field is required for an entity account.

10. Enter the Password.

    This field is optional. If you do not enter a password, one will be automatically generated by kinetic Manager.

    Notes About Creating Secure Passwords

    • Passwords must be 6 to 8 characters long.
    • Passwords are case-sensitive.
    • Should contain a mix of letters, numbers, and at least one special character.
    • Special characters are: #, *, -, ~, %, ], or }.
    • Should not be a word you would find in a dictionary, nor should it be a name or a common abbreviation.
     

11. Click the Continue button to continue the process of creating the new account. The Add Account Confirmation screen appears.
    
    To cancel the creation of the account, click the Cancel button.

12. Review the information which was entered.

    If the information is incorrect, click the No button to return to the previous screen and make corrections. Note that if a specific password was entered, this password must be re-entered.

    If you decide not to create this account, click the Cancel button to return to the Match This Account Criteria screen.

    If the information is correct, click the Yes button. The account is created and the Add Account screen redisplayed. A status message indicates the success or failure of the account creation under the task title bar.

Each new account receives an introductory e-mail message from kinetic Manager as the account is created. This simple message is automatically sent during the creation process to seed the account with its first e-mail message.

An e-mail notification is also sent to the administrator that creates the account. This message is sent upon logout from the kinetic Manager application. It lists the account, its information, and the password.

Use View Account to look at the detail information about an account. View Account uses the account criteria that may have been entered on the Match This Account Criteria screen. Accounts which are status enabled, disabled, or removed can be viewed. This task is accessed by clicking View on the task menu below the task title bar.

1. On the Match This Account Criteria screen, enter optional criteria to limit the results displayed for selection.

2. Click View on the task menu.

   If no accounts match the optional criteria, a status message indicates this.

   If accounts are found which match the criteria entered, they are displayed.

3. Select the account to view by clicking on the link for that account under the heading "E-mail Address". The account's information is displayed.

4. When done viewing the account information, click Cancel.

Use Modify Account to make changes to an existing account. Modify Account uses the account criteria that may have been entered on the Match This Account Criteria screen. Modify Account will list only accounts which are status enabled or disabled. Select Modify from the task menu below the task title bar.

The Modify Account task screen looks similar to the Add Account task screen. However, the e-mail address of an account cannot be changed once an account has been added. If a new e-mail address is desired, remove and expunge the account and then add a new account with the desired e-mail address. Note that when the current account is expunged, all e-mail in the account mailbox will be permanently removed from the system.

1. On the Match This Account Criteria screen, enter optional criteria to limit the results displayed for selection.

2. Click Modify on the task menu.

   If no accounts match the optional criteria, a status message indicates this.

   If accounts are found which match the criteria, they are displayed.

3. To select an account to modify, click on the link for that account under the heading "E-Mail Address".

   To cancel and return to the Match This Account Criteria screen, click the Cancel button.

4. Account Details Section

   The Account Details section information and options are always displayed. This section contains the basic information common to all kinetic accounts.

   1. Select a Different Group

      The current group to which the account is a member is listed. To change this, select the new group to which the account is to be assigned. Only one group can be selected since an account can only be a member of one group at a time.

      Note that changing the group can effect the E-mail Forwarding and E-mail Autoreply information for an account. The group that an account is a member of determines whether an account may specify e-mail forwarding and e-mail autoreply options.

   2. Change the Account Status

      The current status of the account is listed. To change this, click on a different status. Only one status can be selected at a time.

      An enabled account is active and can log in to kinetic Manager, retrieve e-mail, and FTP to web publishing directories if permissions have been granted.

      A suspended e-mail account can no longer receive e-mail, but its other abilities such as using FTP remain intact.

      A disabled account cannot log in to kinetic Manager, cannot retrieve e-mail, and cannot FTP to web publishing, but can still receive e-mail, and e-mail forwarding and/or autoreply still work if they were already configured.

   3. Change the Expiration Date

      Click the calendar icon and select an expiration date for the account. If the box next to the icon is empty, an expiration date has not been set for the account. If an expiration date is selected and saved, the account's status will be changed to expired shortly after midnight on that date. An expired account cannot login to kinetic Manager, use modem pools (if available), retrieve/send e-mail, or use FTP to publish web site files (if the account currently has permissions to do so). The account is essentially disabled, but given the expired status.

      Note: The calendar icon will only display a clickable calendar if JavaScript is enabled in your web browser. Note that you may only select an expiration date of tomorrow's date or later. You cannot immediately expire an account; use the disable transaction to immediately prevent an account holder from using the account.

      Once an account has expired, you may modify the account and clear the expiration date box to return the account's status to Enabled; remember to click Save to save the setting. To remove multiple expired accounts, select the Expired check box on the Match This Account Criteria page and click Remove to search for and remove multiple expired accounts.

   4. Change the Disk Quota Setting

      Specify the maximum size of the account holder's mailbox in the Disk Quota box. When this size is exceeded, the account holder has a two week grace period to decrease usage to a value below the quota before e-mail delivery bounces. Delivery automatically resumes when usage is decreased below the disk quota value. You may specify a value of 2047 MB or less; kinetic uses 1024 KB per MB and 1024 MB per GB. Note that the disk quota settings are not displayed if your organization is not using disk quotas.

      Important: When e-mail bounces, incoming e-mail messages are undeliverable and the senders are notified of the bounced messages by the e-mail system. The bounced messages are not stored for later delivery to the account holder.

      Select the Extend Grace Period by 14 Days check box to add 14 days to the grace period for the account. This option is provided for emergencies where the account exceeded its disk quota and the account holder did not reduce usage within the two week grace period. After you select the check box, click Save to save the account settings. Afterward, e-mail delivery resumes and the account holder has an additional three days of grace period to reduce quota usage.

      Recall that when you create a new account with the Add Account task, you may specify a value for the disk quota. If you do not specify a value, the account's disk quota setting is set to the Default Disk Quota value for the group to which it belongs so long as the group has a value. If you are unsure why the disk quota is set to its current value for an account, review the default setting for the group with the Modify Group task in the Groups tab. You may also use the Disk Quota Report task in the Organization tab to review all of the disk quota settings for your organization, groups and accounts.

      For more information about disk quotas, see Modify Organization, Modifying a Group, and Add Account.

   5. Change the Modem Pool Settings

      The modem pool settings for the account are listed if the organization to which the account belongs has modem pool access.

      Note: Modem pools are not available as a new service to MOREnet members.

      • Last Call Date - The last date and time that the account called the modem pool.
      • Modem Usage This Month - The number of hours and minutes that the account used the modem pool. This value resets every month.
      • Monthly Limit - The number of hours that the account may use the modem pool every month. This value is specified per group using the Modify Modem Settings transaction under the Groups tab.
      • Over Limit - The number of hours that the account may use the modem pool beyond the Monthly Limit value. You must specify an integer greater than or equal to zero.
   6. Change Entity to a User Account

      If the account is a user account, this will be selected. To change an Entity account to a User account, select the User account button. User accounts belong to and are used by an individual. A selection of either User account or Entity account is required.

   7. Change First Name

      If the account is a User account, the current First Name is displayed. If the User account button was selected, the user's first name can be updated here. This field is not applicable and not used if Entity Account is selected. This field is required for a user account.

   8. Change Last Name

      If the account is a User account, the current Last Name is displayed. If the User account button was selected, the user's last name can be updated here. This field is not applicable and not used if Entity Account is selected. This field is required for a user account.

   9. Change User to an Entity Account

      If the account is an Entity account, this will be selected. To change a User account to an Entity account, select the Entity account button. Entity accounts are "general" or organizational accounts that are not identified with a specific individual. An Entity account is used when a group of people are responsible and/or one individual person is not the sole point of contact. Entity accounts are generic accounts. A selection of either User account or Entity account is required.

   10. Change Entity Name

       If the account is an Entity account, the current Entity Name is displayed. If the Entity account button was selected, the entity's name can be updated here. This field is not applicable and not used if User account is selected. This field is required for an Entity account.

   11. Change Password

       The account's current password is not displayed. To change the password to a specific new password, enter it here.

       Notes About Creating Secure Passwords

       • Passwords must be 6 to 8 characters long.
       • Passwords are case-sensitive.
       • Should contain a mix of letters, numbers, and at least one special character.
       • Special characters are: #, *, -, ~, %, ], or }.
       • Should not be a word you would find in a dictionary, nor should it be a name or a common abbreviation.
        
   12. Autogenerate new password

       Check this box to have kinetic Manager autogenerate a new password for this account. Note that selecting autogenerate will override a specific password if one was entered.

   13. Click Cancel to cancel changes to the account.

       Click Save in the Account Details section to continue the process of modifying the account. The Modify Account Details Confirmation screen will appear.

   14. On the Modify Account Details Confirmation screen, review the information which was entered.

       If the information is incorrect, click the No button to return to the previous screen and make corrections. Note that if a specific password had been entered, this password will need to be re-entered.

       If it is decided not to modify this account, click the Cancel button to return to the Match This Account Criteria screen.

       If the information is correct, click Yes. The account is modified and the Match This Account Criteria screen redisplays. A status message indicating the success or failure of the modification is displayed.

   15. If the password is changed, an e-mail notification is sent to the administrator modifying the account upon logout from the kinetic Manager application. This e-mail message will list the account, its information, and the new password. If the group membership is changed and this alters the accounts e-mail forwarding or autoreply, the account will receive an e-mail notification regarding the changes.

5. E-mail Forwarding Section

   The E-mail Forwarding section information and options is only displayed if the account is a member of a group with permissions for e-mail forwarding. Setting e-mail forwarding will cause e-mails received to be sent (forwarded) to the e-mail address(es) specified.

   1. Change Forward e-mail to:

      The account's group membership determines if one or up to twelve e-mail addresses can be entered. If up to twelve can be entered, then "Forward e-mail to (multiple):" will be listed. If only one e-mail address can be entered, then 'multiple' will not be listed.

      In the text box next to the heading "Forward e-mail to:", enter either one, or up to twelve e-mail addresses. Multiple e-mail addresses must be seperated by at least one comma, space, or a new line. Spaces after a comma are optional.

   2. Change Saving of Copies in Mailbox

      Checking "Save copies in mailbox" will retain a copy of any forwarded e-mails in the accounts mailbox. If unchecked, no copy of a forwarded e-mail will be retained.

   3. Click the Cancel button to cancel the changes to the account.

      Click Remove in the E-mail Forwarding section to remove the information and stop forwarding of e-mail. The Remove E-mail Forwarding Confirmation screen appears.

      Click Save in the E-mail Forwarding section to save the e-mail settings. The Modify E-mail Forwarding Confirmation screen appears.

   4. On the confirmation screen, review the information entered.

      If the information is incorrect, click No to return to the previous screen and make corrections.

      If you decide not to modify this account, click Cancel to return to the Match This Account Criteria screen.

      If the information is correct, click Yes . The account's e-mail forwarding will be modified accordingly and the Match This Account Criteria screen displayed. A status message indicating the changes to e-mail forwarding settings displays under the task title bar.

6. E-mail Autoreply Section

   The E-mail Autoreply section is only displayed if the account is a member of a group with permissions for e-mail autoreply.

   1. Enable or Disable E-mail Autoreply

      If the account has permissions to send autoreplies, either the "Enabled" or "Disabled" option will be selected. To enable e-mail forwarding, select the Enabled option. To disable e-mail forwarding, select the Disabled option.

   2. Enter or Update Message Body

      If e-mail autoreply has ever been enabled for this account, there will be a message displayed in this text box. Make desired changes to this message. This is the message which will be sent back to the sender of any e-mail received if E-mail Autoreply is enabled.

   3. Click Save in the E-mail Autoreply section to continue the process of modifying the account. The Modify E-mail Autoreply Confirmation screen will appear.

      Click Cancel to cancel the changes to the account.

   4. On the Modify E-mail Autoreply Confirmation screen, review the information which was entered.

      If the information is incorrect, click No to return to the previous screen and make corrections.

      If it is decided not to modify this account, click Cancel to return to the Match This Account Criteria screen.

      If the information is correct, click Yes. The account's e-mail autoreply will be modified and the Match This Account Criteria screen displays. A status message indicating the e-mail autoreply settings have been updated displays under the task title bar.

Use Change Password to autogenerate new passwords for one or more accounts. Change Password uses the account criteria that may have been entered on the Match This Account Criteria screen. Change Password will list only accounts which are status enabled or disabled. Select Change Password from the task menu below the task title bar.

Note: To change an individual account's password to a specific password, use the Modify task.

1. On the Match This Account Criteria screen, enter any optional criteria to limit results displayed for selection.

2. Click Change Password on the task menu.

   If no accounts match the optional criteria, a status message indicates this.

   If accounts are found which match the criteria entered, they will be displayed.

3. Select accounts by placing a check in the box next to the accounts.

4. To commit the selection, click Continue. The Change Password Confirmation screen will be displays.

   To cancel selecting accounts and return to the Match This Account Criteria screen, click Cancel.

5. On the Change Password Confirmation screen, review the list of selected accounts.

   If the information is incorrect, click No to return to the previous screen and make corrections.

   If it is decided not to change the password of the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The selected account(s) password(s) are changed and the Match This Account Criteria screen will be displays. A status message indicating the passwords were changed is displayed under the task title bar.

6. At logout, an e-mail notification will be sent to the administrator modifying the account(s). This e-mail will list the account(s) and their new password(s).

Use Change Group to change the group membership of one or more accounts at a time. Change Group uses the account criteria that may have been entered on the Match This Account Criteria screen. Change Group will list only accounts which are status enabled, disabled, or removed. This task is accessed by clicking Change Group on the task menu below the task title bar.

Note that changing the group can effect the E-mail Forwarding and E-mail Autoreply information for an account. The permissions for the group that an account is a member of determines whether the accounts holder may specify e-mail forwarding and autoreply settings.

1. On the Match This Account Criteria screen, enter any optional criteria to limit results displayed for selection.

2. In the Group list on the Match This Account Criteria screen, select one group. This is the group from which accounts will be changed.

3. Click Change Group in the task menu.

   If no accounts match the optional criteria, and/or there are no member accounts in the selected group, a status message indicating this is displayed.

   If accounts are found which match the criteria entered, they are displayed.

4. Select the new group.

   Select one group from the Select a Group list. This is the group to which the accounts selected (in the next step) will become a member.

5. Select the Account(s).

   Place a check mark next to the accounts listed which are to become members of the group selected above.

6. To cancel the group change and return to the Match This Account Criteria screen, click Cancel.

   To commit the selections made, click Save. The Change Groups Confirmation screen will be displayed.

7. On the Change Groups Confirmation screen, review the information listed.

   If the information is incorrect, click No to return to the previous screen and make corrections.

   If you decide not to change the group of the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The selected account(s) become members of the selected group. The Match This Account Criteria screen displays and a status message indicates the group change success or failure.

Use Disable Account to prevent one or more accounts from logging in. Disable Account uses the account criteria that may have been entered on the Match This Account Criteria screen. Disable Accounts will list only accounts which are status enabled. This task is accessed by clicking Disable on the task menu below the task title bar.

Disabled accounts are not allowed to log in. The account holder cannot log in to the kinetic Manager, cannot retrieve e-mail, and cannot FTP to web publishing directories. The account can still receive e-mail on the mail server, and e-mail forwarding and/or autoreply still work if they were already configured.

1. On the Match This Account Criteria screen, enter optional criteria to limit results displayed for selection.

   Only enabled accounts can be disabled. Disable Accounts will only list accounts with a status of enabled.

2. Click Disable in the task menu.

   If no enabled accounts match the optional criteria, a status message indicates this.

   If enabled accounts are found which match the criteria entered, they are displayed.

3. Select the account(s) to disable by placing a check in the box next to the account(s).

4. To cancel selecting accounts and return to the Match This Account Criteria screen, click Cancel.

   To commit the selection of accounts which have been checked, click Continue. The Disable Accounts Confirmation screen displays.

5. On the Disable Accounts Confirmation screen, review the list of selected accounts.

6. If the information is incorrect, click No to return to the previous screen and make corrections.

   If it is decided not to disable the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The selected account(s) are disabled and the Match This Account Criteria screen displays. A status message indicates the accounts were disabled.

Use Enable Account to enable one or more disabled accounts. This allows the account holder to log in. Enable Account uses the account criteria that may have been entered on the Match This Account Criteria screen. Enable Accounts will list only accounts which are status disabled. This task is accessed by clicking Enable on the task menu below the task title bar.

By default, accounts are enabled when they are added. An account that has been disabled by an account administrator must be enabled before the user can log in to the kinetic Manager, e-mail, or FTP.

1. On the Match This Account Criteria screen, enter optional criteria to limit results displayed for selection.

   Only disabled accounts can be enabled. Enable Accounts will only list accounts with a status of disabled.

2. Click Enable in the task menu.

   If no disabled accounts match the optional criteria, a status message indicates this.

   If disabled accounts are found which match the criteria entered, they are displayed.

3. Select the account(s) to enable by placing a check in the box next to the account(s).

4. To cancel selecting accounts and return to the Match This Account Criteria screen, click Cancel.

   To commit the selection of accounts which have been checked, click Continue. The Enable Accounts Confirmation screen displays.

5. On the Enable Accounts Confirmation screen, review the list of selected accounts.

6. If the information is incorrect, click No to return to the previous screen and make corrections.

   If you decide not to enable the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The selected account(s) are enabled and the Match This Account Criteria screen displays. A status message indicating the accounts are enabled displays under the task title bar.

Use Remove Account to make an account inactive and unavailable. Remove Account uses the optional account criteria entered on the Match This Account Criteria screen. Remove Accounts will list only accounts which are status enabled or disabled. This task is accessed by clicking Remove on the task menu below the task title bar.

Removed accounts cannot log in. The account holder cannot log in to the kinetic Manager, cannot retrieve e-mail, and cannot FTP to web publishing directories. The account cannot receive, autoreply to, or forward, e-mail; it is no longer available. The account's e-mail and home directory are maintained by the kinetic Manager application, but the account cannot be used.

Removed accounts are kept for historical information, but are only accessible through the kinetic Manager by account administrators.

Note: A new account with the same e-mail address cannot be added. The group to which the account was a member cannot be removed until the account is either expunged or changed to a different group. This is necessary to allow removed accounts to be restored in the future.

1. On the Match This Account Criteria screen, enter optional criteria to limit results displayed for selection.

2. Click Remove in the task menu.

   If no accounts match the optional criteria, a status message indicates this.

   If accounts are found which match the criteria entered, they are displayed.

3. Select the account(s) to be removed by placing a check in the box next to the account(s).

4. To cancel selecting accounts and return to the Match This Account Criteria screen, click Cancel.

   To commit the selection of accounts which have been checked, click Continue. The Remove Accounts Confirmation screen displays.

5. On the Remove Accounts Confirmation screen, review the list of accounts.

6. If the information is incorrect, click No to return to the previous screen and make corrections.

   If you decide not to remove the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The selected account(s) are removed and the Match This Account Criteria screen displays. A status message indicating the accounts removal is displayed under the task title bar.

   Important: Please be patient after you click Yes. It can take several minutes for this transaction to complete.

Use Restore Account to activate and restore removed accounts. Restore Account uses the account criteria that may have been entered on the Match This Account Criteria screen. Restore Accounts will list only accounts which are status removed. This task is accessed by clicking Restore on the task menu below the task title bar.

Restored accounts have a status of enabled. The e-mail and home directory are reactivated. Publishing Permissions previously set for the account are restored if the web directories to which they applied still exist. The group membership is also restored.

1. On the Match This Account Criteria screen, enter optional criteria to limit results displayed for selection.

   Only disabled accounts can be restored. Restore Accounts will only list accounts with a status of removed.

2. Click Restore in the task menu.

   If no accounts match the optional criteria, a status message indicates this.

   If accounts are found which match the criteria entered, they are displayed.

3. Select the account(s) to be restored by placing a check in the box next to the account(s).

4. To cancel selecting accounts and return to the Match This Account Criteria screen, click Cancel.

   To commit the selection of accounts checked, click Continue. The Restore Accounts Confirmation screen displays.

5. On the Restore Accounts Confirmation screen, review the list of selected accounts.

6. If the information is incorrect, click No to return to the previous screen and make corrections.

   If you decide not to restore the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The selected account(s) are restored and the Match This Account Criteria screen displays. A status message indicating the accounts were restored is displayed under the task title bar.

   Important: Please be patient after you click Yes. It can take several minutes for this transaction to complete.

Use Expunge Account to permanently delete a removed (inactive and unavailable) account. Expunge Account uses the account criteria that may have been entered on the Match This Account Criteria screen. Expunge Accounts will list only accounts which are status removed. This task is accessed by clicking Expunge on the task menu below the task title bar.

Accounts that are expunged no longer exist. They cannot be used for log in, do not receive e-mail and cannot be used in any way. They are permanenenly deleted. All information regarding them is deleted.

An account must be removed before it can be expunged.

Note: A new account with the same e-mail address can be added only after the previous account of the same e-mail address is expunged.

1. On the Match This Account Criteria screen, enter optional criteria to limit results displayed for selection.

   Only removed accounts can be expunged. Expunge Accounts will list only accounts with a status of removed.

2. Click Expunge in the task menu.

   If no accounts match the optional criteria, a status message indicates this.

   If accounts are found which match the criteria entered, they are displayed.

3. Select the account(s) to be expunged by placing a check in the box next to the account(s).

4. To cancel selecting accounts and return to the Match This Account Criteria screen, click Cancel.

   To commit the selection of accounts checked, click Continue. The Expunge Accounts Confirmation screen displays.

5. On the Expunge Accounts Confirmation screen, review the list of selected accounts.

6. If the information is incorrect, click No to return to the previous screen and make corrections.

   If you decide not to expunge the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The selected account(s) are expunged and the Match This Account Criteria screen displays. A status message indicating the accounts were expunged displays under the task title bar.

Use E-mail Accounts to send an e-mail to kinetic accounts from within the kinetic Manager. E-mail Accounts uses the account criteria entered on the Match This Account Criteria screen. This task is accessed by clicking E-mail on the task menu below the task title bar.

The E-mail Accounts task assumes all matching accounts are to receive the e-mail. By default, the check boxes are checked for all accounts that match the criteria. Uncheck any accounts which are not to receive the e-mail.

1. On the Match This Account Criteria screen, enter optional criteria to limit results of accounts displayed for selection. Only enabled or disabled accounts can be selected. E-mail Accounts will list only accounts with a status of enabled or disabled.

2. Click the E-mail button on the task menu.

   If no accounts match the optional criteria, a status message indicates this.

   If accounts are found which match the criteria entered, they are displayed.

3. Deselect any listed accounts which are not to receive the e-mail.

4. To cancel the selection of accounts and return to the Match This Account Criteria screen, click Cancel.

   To commit the selection of accounts, click Continue. The e-mail editing screen displays.

5. Enter the information which will be sent in the e-mail.

   1. Message From:

      This field can be any appropriate "from" information . It is not required that it be an e-mail address. It can be a name, a title, or whatever is most appropriate as a description of the sender. This field is required.

   2. Message To:

      This field can be any appropriate "to" information . It is not required that it be an e-mail address. It can be a name, a title, or whatever is most appropriate as a description of the receiving parties. This field is required.

   3. Reply To:

      This field must be a valid e-mail address. If the selected recipients reply to the e-mail they receive, the "Reply To" address is the e-mail address where their replies will be sent. This field is required.

   4. Message Subject:

      This field is used as the subject line of the e-mail sent. This field is required.

   5. Message Body:

      This field is used as the body text (content) of the e-mail. This field is required.

6. To cancel entering the e-mail information and return to the Match This Account Criteria screen, click Cancel.

   To commit the e-mail information which has been entered, click Continue. The E-mail Accounts Confirmation screen displays.

7. On the E-mail Accounts Confirmation screen, review the list of selected accounts.

8. If the information is incorrect, click No to return to the screen listing of accounts which matched the criteria and make corrections. Note that information entered on the e-mail editing screen will be retained and redisplayed.

   If you decide not to send the e-mail to the selected account(s), click Cancel to return to the Match This Account Criteria screen.

   If the information is correct, click Yes. The e-mail is sent to the selected account(s) and the Match This Account Criteria screen displays. A status message indicates the e-mail is being processed.

E-mail Aliases

Contents

• Overview of E-mail Aliases
• Case Study: The NetAce High School
• Managing your E-mail Aliases
• Match the E-mail Alias
• Add Alias
• View Alias
• Modify Alias
• Remove Alias
• Notes about Managing your Aliases

Overview of E-mail Aliases

The E-mail Aliases tab provides options for administrators to manage e-mail aliases. An administrator may add aliases and search for aliases to view, modify, and remove.

An e-mail alias is a special kind of e-mail address. Like a typical address, you may send a message to it from your e-mail client and expect the message to be delivered to a recipient. However, unlike a typical address, an e-mail alias may have many recipients. Another difference is that an e-mail alias does not have a mailbox, so an administrator cannot use an e-mail client to view all of the messages sent to an e-mail alias. When an e-mail alias is set up, the administrator may specify multiple groups and/or individual e-mail accounts in its settings. When a message is sent to the alias, the message is forwarded to all of the accounts within those groups and any individual e-mail addresses defined in the alias.

When you add an e-mail alias, you pick the alias name, and associate it with groups and individual e-mail addresses at your discretion. You can can mix and match an alias definition in four ways, including:

• Assign the alias to a group and all of its subgroups. Messages are sent to all accounts within the group and any of its subgroups.
• Assign the alias to a specific group but not its subgroups. Messages are sent to all accounts within the group but not accounts within subgroups.
• Assign the alias to the "organization root group". Messages are sent to accounts within all groups in the organization.
• Assign the alias to 12 or less individual e-mail addresses.

The layout of the E-mail Alias screen follows the standard kinetic Manager screen layout. For a general description of the layout, refer to the Screen Layout section of the kinetic Manager Overview.

Case Study: The NetAce High School

Consider the following example, where the NetAce High School has the kinetic Service and the administrators have organized the accounts into groups with the following structure in kinetic Manager:

                                    /NetAce:/
                                    |
             +---------------------------------------------------+
             |                                                   |
             staff                                               students
             |                                                   |
+------------+----------------+----------+             +---------+----------+
|            |                |          |             |         |          |
facilities   school-admins    support    faculty       Tenth     Eleventh   Twelfth
                              |
                    +---------+------+ 
                    |                |
                    clerical         aides

The administrators would like an easy way to send mail to the entire organization, the staff, and the students. To do this, the following three e-mail aliases are added:

• The netace-all@netace.k12.mo.us e-mail alias is associated with the /NetAce:/staff and /NetAce:/students groups and all of their subgroups. To send a message to the entire organization, simply address a message to the netace-all@netace.k12.mo.us alias.
• The netace-staff@netace.k12.mo.us e-mail alias is associated with the /NetAce:/staff group and all of its subgroups. To send a message to just the staff, address it to the netace-staff@netace.k12.mo.us alias.
• The netace-students@netace.k12.mos.us e-mail alias is associated with the /NetAce:/students group and all of its subgroups. To send a message to just the students, address it to the netace-students@netace.k12.mos.us alias.

Managing your E-mail Aliases

E-mail aliases are convenient for communicating with various groups and individuals in your organization. As e-mail aliases become an important part of communication processes, it becomes crucial that administrators carefully monitor and review the settings for e-mail aliases. Please be aware of the following:

• Group Structure. A well organized group structure for your accounts is the key to success for using e-mail aliases. A group structure that matches the organization structure naturally leads to a manageable set of e-mail aliases for communicating with those groups. Before you begin creating aliases, review the groups and the accounts they contain in kinetic Manager, and adjust if necessary. Afterward, you'll find that matching the target audiences for communication with the groups in your organization's kinetic service will be a straightforward task.
• Group Modifications. Beware that if you reorganize groups for your organization, the audience for your e-mail alias may change. For example, if you rename a group, any e-mail aliases that referenced the original group name will reference the new group name. If you plan to reorganize groups, review your e-mail aliases for effects that the group modifications may have.
• Account Reorganization. If you change groups for a set of accounts, those accounts will receive any messages sent to e-mail aliases that reference the group. Likewise, account holders will not receive messages sent to e-mail aliases that reference the original group that contained the accounts. By changing groups for accounts, you may unknowingly change the intended audience of an e-mail alias. If you plan to reorganize accounts within the group structure of your organization, review your e-mail aliases for effects your changes may have.
• Expunged and Undeliverable Accounts. As you expunge accounts in your organization, references to the accounts are not removed from e-mail aliases. In addition, accounts outside your organization may be defined in an e-mail alias and those accounts may no longer exists or be undeliverable. You should occasionally review your e-mail aliases and ensure that they reference valid e-mail accounts.
  
  Important: If you send a message to an e-mail alias that references accounts that are undeliverable, you will receive a 'bounce' message for each e-mail address that is undeliverable.

Match the E-mail Alias

The primary screen for the E-mail Alias tab allows you to add an alias, or search for an alias to view, modify or remove. The View Alias, Modify Alias, and Remove Alias tasks use an e-mail alias that you specify in the E-mail Alias box. The Add Alias task does not use this box. Note that the Add Alias task is located in the menu bar below the tabs and above Match the E-mail Alias.

Important: You may type a partial or complete e-mail alias in the E-mail Alias box. As you manage your existing aliases with the view, modify and remove tasks, only aliases that match the partial or complete e-mail alias you specify in this box will be displayed.

Add Alias

You may use the Add Alias task to add a new alias for your organization. Do the following to add an alias:

1. Click Add Alias from the menu bar above the task title bar.
2. Type the complete e-mail alias, including the domain name, in the E-mail Alias box. For example, type aliasname@somedomain.
   
   Important: The alias cannot match an existing account in your organization and the domain that you specify must be deliverable for your organization. Most organizations only have one deliverable mail domain and it matches the domain used in the administrator's e-mail address.
   
   
3. Select one or more groups from the Groups list. Accounts within the groups that you select will receive messages sent to the e-mail alias. To select multiple groups, press and hold CTRL as you are selecting groups. Two items are displayed in the list for each group in your organization: one item with the group name and another item with the group name and '(include subgroups)'. If you select the name with '(include subgroups)', the group and all of its subgroups will be specified for the alias.
   
   Important: The groups must exist in one organization. If you administer multiple organizations, you cannot select groups from multiple organizations.
   
   
4. Type one or more individual e-mail addresses in the E-mail Addresses box. You may specify up to 12 individual addresses separated by commas or new lines. The addresses you specify will receive the messages sent to the e-mail alias.
5. Click Continue. To cancel adding the new e-mail alias, click Cancel.
6. Confirm your selections for the e-mail alias. If you are satisfied, click Yes. If you would like to edit your selections, click No, revise your selections and repeat the process.

View Alias

You may use the View Alias task to view the settings for an e-mail alias. Do the following to view an alias:

1. On the Match the E-mail Alias screen, type a complete or partial e-mail alias in the E-mail Alias box.
2. Click View Alias. Aliases that match the complete or partial e-mail alias are displayed.
3. Click an e-mail alias to view its settings.
4. When you are finished viewing the alias, click Previous to return to the list of search results or click Cancel to return to the Match the E-mail Alias screen.

Modify Alias

You may use the Modify Alias task to modify the settings for an e-mail alias. Do the following:

1. On the Match the E-mail Alias screen, type a complete or partial e-mail alias in the E-mail Alias box.
2. Click Modify Alias. Aliases that match the complete or partial e-mail alias are displayed.
3. Click an e-mail alias to modify its settings. If the alias you clicked is not the correct one, click Previous to return to the list of search results. You may click Cancel to return to the Match the E-mail Alias screen.
4. Modify the Groups selections if needed. To select multiple groups, press and hold CTRL as you are selecting groups. Two items are displayed in the list for each group in your organization: one item with the group name and another item with the group name and '(include subgroups)'. If you select the name with '(include subgroups)', the group and all of its subgroups will be specified for the alias.
5. Modify the individual e-mail addresses in the E-mail Addresses box if needed. You may specify up to 12 individual addresses separated by commas or new lines. The addresses you specify will receive the messages sent to the e-mail alias.
6. Click Continue. To cancel your changes, click Cancel.
7. Confirm your selections for the e-mail alias. If you are satisfied, click Yes. If you would like to edit your selections, click No, revise your selections and repeat the process.

Remove Alias

You may use the Remove Alias task to remove one or more e-mail aliases. Do the following:

1. On the Match the E-mail Alias screen, type a complete or partial e-mail alias in the E-mail Alias box.
2. Click Remove Alias. Aliases that match the complete or partial e-mail alias are displayed.
3. Select the checkbox next to each e-mail alias that you would like to remove and click Continue. You may click Cancel to return to the Match the E-mail Alias screen.
4. Confirm your selection of the e-mail aliases to remove. If you incorrectly selected an e-mail alias, click No to return to the list of aliases. To remove the e-mail aliases, click Yes.

Groups

Contents

• Overview
• What are Groups?
• Match This Group
• Adding a Group
• Modifying a Group
• Removing a Group
• Modifying Modem Settings

Overview

Groups allow you to organize accounts into logical groupings, and every account must belong to a group. Additionally, groups determine basic services that accounts may use. If your account has been given permission to administer groups, the Groups tab is displayed below the kinetic Manager heading and you can click it to start working with groups.

The layout of the Groups screen follows the standard kinetic Manager screen layout. For a general description of the layout, refer to the Screen Layout section of the kinetic Manager Overview.

What are Groups?

Groups form a tree-like hierarchy, with each group having a single parent group above it. The topmost group in every organization is represented by /your-organization-name:/ in the kinetic Manager application and is referred to as the "organization's root group", or "org-root group" for short. This group is the starting point for the creation of all groups for your organization.

As you create groups for your organization, give thought to how you want to organize and manage your accounts. Exactly what groups, how many (or few) of them you create, and the parent of each group is up to you.

For example, assume you are an admin for NetAce High School. You intend to create accounts for the school's staff and students. You could begin by creating a group for both of these. The parent of each would be /Netace:/ (the org-root group). The school's staff consists of school administrators, support personnel, facilities personnel and faculty. Each of these could be created as a group. Each would have as its parent the staff group. Additionally, the support personnel group could have child groups of clerical, ESL, and teaching assistants. These three groups would have as their parent group the support personnel group. The students group could be organized by grade. Child groups named Tenth, Eleventh, and Twelfth could be created under the students group. If represented as a tree, these groups appear like the following:

                                    /Netace:/
                                    |
             +---------------------------------------------------+
             |                                                   |
             staff                                               students
             |                                                   |
+------------+----------------+----------+             +---------+----------+
|            |                |          |             |         |          |
facilities   school-admins    support    faculty       Tenth     Eleventh   Twelfth
                              |
                    +---------+------+ 
                    |         |      |
                    clerical  ESL    TA

Within kinetic Manager, groups are displayed like directory structures and are typically listed in alphabetical order within lists. For example, kinetic Manager would display the example groups shown above like the following:

/Netace:/
/Netace:/staff
/Netace:/staff/facilities
/Netace:/staff/faculty
/Netace:/staff/school-admins
/Netace:/staff/support
/Netace:/staff/support/clerical
/Netace:/staff/support/ESL
/Netace:/staff/support/TA
/Netace:/students
/Netace:/students/Eleventh
/Netace:/students/Tenth
/Netace:/students/Twelfth

In addition to organization of accounts, groups also allow you to set group permissions that affect the basic services that accounts may use. For example, you can set group permissions that allow accounts to set e-mail forwarding addresses and e-mail autoreply. Group permissions are described in the Modify Group section of this document.

Match This Group

The primary screen for the Groups tab lists the groups that you may select. Tasks which use the Group list are displayed in the task menu beneath the "Match This Group" title bar. Tasks which do not use the Group list are displayed in the menu bar above the title. For example, you may click Add Group without selecting a group from the list, but you must select a group before you click Modify Group.

Adding a Group

To add a group, do the following:

1. Click on Add Group under the Groups tab. The Add Group screen appears.
2. Enter the Group Name. The name can contain upper and lower case letters, numbers, spaces, and any other keyboard character except the forward slash (/), colon, and dollar sign. It is recommended that the name be short but descriptive.
3. Select a single parent group from the Parent Group list. The selected group is the parent group, and the group you are creating is a child of this parent.
4. Click the Continue button. The information you entered redisplays in the Add Group Confirmation screen.
5. If everything is correct, click on the Yes button to add the new group. If you want to cancel creating the new group, click the Cancel button. If the information you entered is incorrect, click the No button; the Add Group screen redisplays and you can make the necessary corrections.

Important: The newly added group does not have group permissions enabled or other settings by default. Use the Modify Group task to set the options for maximum accounts, default disk quota, e-mail expiration, e-mail forwarding, and e-mail autoreply.

Modifying a Group

Modify Group allows you to change the name of a group and various settings.

The Group Name section contains the following options:

Group Name: The name of the group, preceded by the organization name and any parent groups.

Maximum Accounts: It specifies the maximum number of accounts that can exist in this group and its child groups. Leave the field empty to remove the limit on the number of accounts. If the Maximum Accounts setting is available for your organization, it will only be displayed for first level groups (i.e., the first level of groups in your organization).

Important: The Maximum Accounts setting may be overidden by a maximum number of accounts setting for your organization. kinetic Manager displays an error if you try to specify a value that is higher than the organization setting. For assistance with the organization value, please contact MOREnet.

Default Disk Quota: This setting specifies the default disk quota for new accounts in this group. You may specify a value of 2047 MB or less; kinetic uses 1024 KB per MB and 1024 MB per GB. If you specify a positive value and click Save, new accounts that you create in this group will have their disk quota settings saved with this value. A value is not required for this setting. To set/re-set the disk quota values for all of the existing accounts in this group to this value, select the Apply to Existing Accounts in This Group check box and click Save. Note that you may override the default disk quota value for a new account if you specify a different value as you complete the Add Account task. You can also modify the account and specify a different disk quota value. Note that disk quota settings are not displayed if your organization is not using disk quotas.

Note: Use the Disk Quota Report task in the Organization tab to review all of the disk quota settings for your organization, groups and accounts.

Expire E-mail: It specifies the number of days that messages may exist in the mailboxes of accounts in this group before the messages are automatically deleted. Only messages in the Inbox and Trash folders are automatically deleted. This setting only affects enabled or disabled accounts--e-mail messages of expired or removed accounts are not automatically deleted. Leave the field empty to not expire e-mail (i.e., mail is never deleted automatically by age), specify 0 to inherit the expiration value from the parent group, or specify a value from 1 to 365. For example, if you specify 5 in this setting, any e-mail that is 5 days old (or older) is automatically deleted from the mailboxes of the accounts in this group. If subgroups have a value of 0, the accounts in those subgroups will be subject to the same mail expiration.

A zero value is the default setting until an administrator changes the setting for a group. This allows an administrator to set the expiration setting in a top-level group and the child groups automatically inherit the parent group's setting. If you specify a zero value and the parent group also has a zero value, the inheritance continues up the group structure until an empty or non-zero value is reached. To assist you, the Note above the setting displays the inherited value and group from which the value is inherited if you specify a zero value.

Note: If you are unsure about the the location of the group in the group structure, review the path that is shown next to the Group Name setting; somewhere in this directory-like path you will find the name of the group from which the value is inherited.

There are three Group Permissions which can be enabled or disabled:

• Use My Account tab to change settings for e-mail forwarding. Checking this box allows the account to forward e-mail which it receives to another e-mail address. The account may only forward to one e-mail address. The option to retain a copy of the e-mail in the accounts inbox is also made available.
• Use My Account tab to change settings for e-mail forwarding with multiple addresses. Checking this box allows the account to forward e-mail which it receives to other e-mail addresses. Up to 12 e-mail addresses may be specified. The option to retain a copy of the e-mail in the accounts inbox is also available.
• Use My Account tab to change e-mail autoreply settings. Checking this box allows the account to automatically send an autoreply e-mail message back to the sender of any e-mail message the account receives. The body of the autoreply may be specified by the account holder.

To modify a group, do the following:

1. First select the group to modify from the Group list on the Match This Group screen. This list displays all groups that you have administrative permissions to modify.
2. Click on Modify Group. The Modify Group screen appears.
3. To change the group's name, click in the text box next to Group Name and modify it.
4. If you have the ability to set group permissions, a section titled Group Permissions is displayed with the available permission options.
5. Modify the group permission settings by selecting or clearing the check boxes as appropriate for this group. Note that changing group permissions affects all accounts that are members of the group. For more information see the note below.
6. Click Continue. The Modify Group confirmation screen displays.
7. If the group modifications are correct, click Yes. If you want to cancel the modification of the group, click Cancel. If the information you specified is incorrect, click the No button; the Modify Group screen redisplays and you can make the necessary corrections.

Notes about Group Permissions

Modify Group affects the permissions for a group, and in turn these apply to each account that is a member of the group. If a group has a permission and it is removed, something must happen to the existing information that account holders may have specified for options related to the permission.

If a permission is added, or a permission is upgraded, the account holder sees additional options in My Account. For example, if a group has the Use My Account tab to change e-mail forwarding settings permission, and it is upgraded to Use My Account tab to change e-mail forwarding settings with multiple e-mail addresses, the account holder may now specify up to 12 addresses in My Account. If the account holder had specified an e-mail address for e-mail forwarding, it is retained and the account holder may now specify more addresses. Upgrades and additions to group permissions do not trigger automatic e-mail messages from kinetic Manager that detail the changes to group permissions.

If a permission is removed or downgraded, information in the database may need to be adjusted for an account, and adjustments may trigger automatic e-mail messages that detail the changes to group permissions. The triggering of e-mail messages and adjustment to account information follows these rules:

• If the e-mail autoreply group permission is changed from enabled to disabled, any account that is a member of the group AND has enabled e-mail autoreply under the My Account tab is notified via e-mail that the permission is disabled. If the account has e-mail autoreply disabled when the group permission is changed from enabled to disabled, a notification is NOT sent because the feature wasn't being used. Note that if an autoreply message body is specified before the group permission is changed from enabled to disabled, the message body is saved with the account's information in case the e-mail autoreply group permission is enabled for the group at a later date. If the group permission is enabled at a later date, the message body is available for use but the autoreply option under the My Account tab is disabled so that it doesn't begin replying to messages unless the account holder enables it.
• If the e-mail forward group permission is downgraded from multiple to single, AND the account holder had specified multiple e-mail forward addresses, all of the e-mail forward settings are removed. The account holder AND all forward e-mail addresses receive an e-mail indicating that the permission is removed and the settings are removed.
• If the e-mail forward group permission is downgraded from multiple to single, and the account holder had specified ONE e-mail forward addresses, the setting is retained and an automatic e-mail is NOT triggered. Even though the account could have specified more than one forward address, the feature wasn't being used that way and it makes sense to retain the setting for the one e-mail address and not warn the account holder about it.
• If the e-mail forward multiple group permission is changed from enabled to disabled, the e-mail forward single group permission is disabled, AND the user did NOT specify forward multiple options in the My Account tab, an e-mail notification is NOT sent because the feature wasn't being used.
• If the e-mail forward single group permission is changed from enabled to disabled, the e-mail forward multiple group permission is disabled, AND the user did NOT specify any forward single options in My Account, an e-mail notification is NOT sent because the feature wasn't being used.

Removing a Group

Remove Group allows administrators to remove existing groups. To remove a group, you must first select the group to remove from the Group list on the Match This Group screen. Note that all accounts in a group must be moved to another group (or the accounts must be removed and expunged if they are no longer needed) before you can remove the group. In addition, the group cannot be removed if it contains child groups. If accounts are still members of the group or the group has child groups, you receive an error message. To remove a group, do the following:

1. Select the group to remove in the Groups list.
2. Click Remove Group. The Remove Group Confirmation screen displays.
3. Confirm the removal of the group. If the correct group is listed, click the Yes button. If you have selected the wrong group, click No.

Modifying Modem Settings

Modify Modem Settings allows you to modify the modem pool settings for the selected group.

Note: Modem pools are not offered as a new service to MOREnet members.

Follow these steps:

1. Select a group in the Groups list.
2. Click Modify Modem Settings.
3. In the Modem Usage Limit box, type the number of hours per month that the modem pool may be used by accounts within this group. Type an integer value greater than or equal to zero.
4. In the Modem Time Limit box, type the maximum number of minutes that a modem may be used per call. Type an integer value greater than or equal to zero.
5. Select a modem pool from the Modem Pool list. Accounts within the group will have the ability to authenticate to this modem pool; the Modem Usage Limit and Modem Time Limit settings apply to the selected modem pool. You may only select one item in the list. To allow authentication to all of the listed modem pools, select the Global option.
6. Click Continue.
7. Confirm your changes. If they are correct, click Yes to save them. Otherwise, click No and modify the settings.

Web Tools

Contents

• Overview of Web Tools
• Match This Account Criteria
• Publishing Permissions
  • Publishing Permissions Summary
  • Adding a New Publishing Permission
  • Removing a Publishing Permission
• Webmaster E-mail Summary
• Viewing the Webmaster E-mail Settings
• Setting Webmaster E-mail Forwarding
• Setting Webmaster E-mail Autoreply

The Web Tools tab holds the options available for use by an administrator to manage kinetic websites. These options include account publishing permissions and webmaster e-mail addresses. The administrator has many choices available to search accounts and manage these options.

The layout of the Web Tools screen follows the standard kinetic Manager screen layout. For a general description of the layout, refer to the Screen Layout section of the kinetic Manager Overview.

While working with tasks under the Web Tools tab, it is often helpful to limit the number of accounts which appear for selection. The primary screen for the Web Tools tab lists the account details by which selection results can be limited.

Tasks which use the account criteria entered are listed in the task menu bar beneath the "Match This Account Criteria" title bar. Tasks which do not use account criteria are listed in the menu bar above this.

The kinetic Manager "remembers" any criteria entered on this screen. If criteria are entered, they are re-displayed upon return to the Match This Account Criteria screen. Click the Clear button to remove any previously entered criteria.

Entering account criteria is optional.

• E-mail Address

  Enter a complete or partial e-mail address to limit results to only accounts containing the value entered. Any account which partially or completely matches the value will be displayed, i.e.- a criteria of "ob" matches bob@some.org, oboe@some.org, and jeffob@someother.org.

  If the domain name portion of an e-mail address is entered, it must be complete and it is evaluated separately, i.e., "jeff@som" would result in an error because it is not a complete and valid domain name. "b@some.org" would list all accounts which have 'b' in their name and are in the "@some.org" domain.

• Full Name

  Enter a complete or partial name to limit results to only accounts containing the value entered within the first or last name (user accounts) or the entity name (entity accounts). Note that for user accounts, the last name is listed first and is seperated from the first name by a comma. For example, to find an account belonging to Verner Vinge, enter "Vinge, Ve".

• Account Type

  Check one or more of the check boxes to limit results by account type. Note that checking all these boxes is the same as not checking any of them (the first places no limit on the account type, where the second "limits" the account type to all account types). User accounts are those accounts which belong to individuals. Entity accounts are those accounts which are generic, organizational accounts. Web Publisher accounts are any accounts which have web publishing permissions enabled.

• Group

  Select group(s) to limit results to only accounts which are members of the selected group(s) and their children group(s). Multiple groups are selected by holding down the CTRL key and clicking on the additional group(s). To unselect groups, hold down the CTRL key and click the selected group(s). Alternately, click the Clear button to clear all criteria entered.

• Account Status

  Check one or more of the check boxes to limit results by status. Note that checking all these boxes is the same as not checking any of them (the first does not place a limit on the account status, where the second limits the account status to all listed account statuses).

• Primary (Sort Multiple Accounts by)

  This criteria controls how accounts found are sorted when displayed for selection. It does not effect which accounts are listed.

• Secondary (Sort Multiple Accounts by)

  This criteria controls how groups of similar results are sorted when displayed for selection. It does not effect which accounts are listed.

• Clear (button)

  Click this button to clear all previously entered criteria.

The Publishing Permissions task is used to add new publishing permissions or remove existing web publishing permissions for accounts. Publishing Permissions uses the account criteria that may have been entered on the Match This Account Criteria page. Select Publishing Permissions from the menu bar below the task title bar.

Web Publishing Permissions must be added to an account to have the ability to place content in directories for an organization's website(s). Publishing Permissions control which directories an account can read and write files on the web server using FTP.

When a publishing permission is assigned for a particular directory, it includes any subdirectories under the assigned directory.

The Site Location of a publishing permission lists the website for the publishing permission is assigned. Depending on the organization, there can be several sets of entries possible. When listed in the Site Location drop down, the first site location in a set includes all websites in the organization. The following site location entries include only a specific website in the organization.

For example, if...

  /Some:/
  /Some:/www.some.org/
  /Some:/secure.some.org(https)/

...were listed, the first includes all websites for the organization. The second includes only the http://www.some.org website. The third includes only the secure https://secure.some.org website.

Certain directories, such as the /logs directory for a website, are "read only". They can only have their contents downloaded and viewed. They cannot be updated or changed by an account.

When publishing permissions are added for an account, the FTP Host and FTP User ID that the account must use to access the web content directories are listed. This information, plus the account's password, are what must be set in an FTP Client program's session profile to FTP to the website. This information is displayed at the top of the publishing permission(s) for a given website.

The Publishing Permissions screen potentially lists a lot of information. Further, this information is not always the same from account to account. Depending on the permissions assigned, the website(s) chosen, and the directories granted, the publishing permissions for an account can become complex and potentially confusing.

The following information can be listed for each individual Publishing Permission:

• Site Location

  This is the organizational location of the website within kinetic Manager. This determines the website(s) to which the permission applies.

• Directory

  This is the starting directory of the web content that can be edited by the account with this publishing permission. A value of "