NE-GRPWSE-01 Logging Into GroupWise - Devereux · The procedure for requesting a password reset from Helpdesk is as follows: 1) Once you talk to a Helpdesk agent, ... Helpdesk support

DEVEREUX Information Resources

THE NEW EMPLOYEE’S GUIDE TO

LOGGING INTO…

Novell……………………………………………….2 GroupWise (email) ..………………………………6 Oracle………………………………………………10


File No.: NE-NOVELL-01 Author: Ben Bradbury

Version No.: 1.0 Last Change Date: 12/14/2009

Page 1 of 4 - NE-NOVELL-01 Logging Into Novell.doc Devereux Helpdesk 1-800-969-4310


LOGGING INTO NOVELL WHAT IS NOVELL? The Devereux Foundation runs Novell Netware for authenticating employees into the company networks. For most employees, the Novell Client will be the first screen they encounter every day when they turn their computers on (see the image below). The following sections will describe the features of the client and employee login details used for it. The way you connect to the Novell network may vary depending on your location. Employees on the main Devereux campuses will use a Novell client to login to the network but employees working from group homes or satellite offices will use Citrix. More information on Citrix can be found later in this document. WHAT IS MY NOVELL USERNAME? Your Novell username will be issued to you by your supervisor or trainer when you first start employment at Devereux. Novell usernames are always no longer than eight characters – the first character being the initial of your first name and the remaining characters being made up from your last name. Example: If your name was ‘John Smith’, your username would appear as JSMITH. However, if that name was

already in use by ‘Jane Smith’, the username might be JSMITH1 instead – or JSMITH2, JSMITH3 and so on, depending on how many Smiths work at Devereux with ‘J’ as their first initial.

Your username will never change unless by legal means (eg. marriage, deed poll). It will remain consistent across virtually all applications that you use at Devereux. WHAT IS MY NOVELL PASSWORD? Your initial Novell password will be issued to you by your supervisor or trainer when you start work at Devereux. This password is temporary only – once you log in using it, you will be asked to change it to something of your own preference. The following rules apply for your Novell password:

Your Novell username is typed into this field.

Your Novell password is typed into this field.

This link enables you to retrieve your password if you ever forget it!

Only click on Advanced when advised to by Helpdesk agents!

Click this button once you have typed in your username and password.





1) It must always be six characters or longer. 2) It must not be the same as a password you have used previously (for Novell). 3) It is case-sensitive. If you change your password and include capital letters, you must make sure you always

use those same capital letters when logging in! 4) Novell passwords only last 90 days before needing to be changed again!

Example: Let’s say that you decided to use ‘friday1’ as your new password. Whenever you login, you must always type

it in exactly as ‘friday1’ and not ‘FRIDAY1’ or ‘Friday1’ because the latter examples will not be accepted. After 90 days have passed, the ‘friday1’ password will expire and you will need to change it. You cannot use ‘friday1’ again – although you could use ‘friday2’ or another different password entirely (as long as you’d not used it before).

You should always keep your Novell password safe and do not share it with colleagues!

WHAT IF I FORGET MY LOGIN DETAILS? PASSWORD SELF SERVICE & CHALLENGE RESPONSE QUESTIONS

If you ever forget what your Novell login password is, you can use the ‘forgot your password’ feature to retrieve it. However, before you can use this, you need to have set up your Challenge Response Questions.

Challenge Response Questions are three personal questions that only you should know the answers to. You will be asked these questions when you log into Novell for the first time. At this point in time, you must provide answers to these questions – you only have to do this once as the answers are saved to your network profile.

Once you have set up your Challenge Response Questions, you will then be able to use the ‘forgot your password’ feature. When you click on this, you will be asked one of the three Questions that you previously provided answers to. When you have provided the correct answer, you will be prompted to create a new Novell password for yourself. This will enable you to login. HELPDESK ASSISTANCE

You can also request a Novell password reset from the Helpdesk on 800-969-4310 (Florida employees should call the Florida Helpdesk on 407-362-9211). Please note, however, that Helpdesk agents will not give you a new password directly over the phone. The procedure for requesting a password reset from Helpdesk is as follows: 1) Once you talk to a Helpdesk agent, provide your username and the name of your supervisor. Your

supervisor must authorize the password change by confirming that you are not someone else trying to access your account. This is done by GroupWise email.

2) Once the supervisor has authorized the password change by replying to the confirmation email, he or she will

be emailed your new password and this will then be given to you (after which you should change it immediately!).





WHAT IS CITRIX? Citrix is used by Devereux employees who do not have a direct connection to the network – ie. usually those who work in group homes, satellite offices, or are mobile laptop users. Citrix is a web-based gateway to the Devereux network that can be accessed via the Internet. Note that your Citrix username and login are identical to those used for Novell. To access Citrix from a Devereux computer, you will need to launch Internet Explorer and navigate to the website address remote.devereux.org. This will launch the login screen for the Citrix Metaframe Presentation Server. Simply type in your username in the User Name field and your password in the Password field then click on Log In to connection to the network. When you log into Citrix, you are basically connecting to the network via a server some distance away from your location – therefore you may find connecting to applications may be slower than you would normally experience. Once you have successfully logged in, you will see the Applications screen. All programs that you normally have access to should have shortcut icons displayed here for you to click on and launch (see image to the right). I’M A CITRIX USER BUT I STILL SEE A NOVELL LOGIN WHEN I TURN MY PC ON? If you encounter a Novell Client login window when you turn on your computer (and you are a Citrix user), make sure the ‘Workstation Only’ box has a tick in it. This tells the computer that there is no direct network connection available and to log you into your local workstation instead. From there, you can launch your web browser and log into Citrix. CAN I USE CITRIX FROM MY HOME COMPUTER? Yes, you can use Citrix to connect to the Devereux network from home. All that you’ll need is an Internet connection and to install a Citrix plug-in program called XenApp. If you navigate to remote.devereux.org from your home computer, you should come to a welcome page that contains a link to the XenApp software. Once you have installed this, you will be able to proceed to the Citrix login page and connect to the Devereux network as if you were at work.

Type in your username here.

Type in your password here.

You should not need to change this field. Leave it as it is.

Click here when you have typed in your username and password





Versions of XenApp are available for both Windows and Macintosh computers, although the software is not compatible with Safari on Mac computers (Firefox is the recommended alternative). DOES CITRIX ALLOW ME TO RETRIEVE FORGOTTEN PASSWORDS? Unfortunately, although Citrix will require you to set up Challenge Response Questions for the Novell ‘forgot your password’ feature, this feature not presently available to Citrix users. If you forget your login password, you should contact Helpdesk support (see page 2 of this document under ‘Helpdesk Assistance’).


File No.: NE-GRPWSE-01 Author: Ben Bradbury


Page 1 of 4 - NE-GRPWSE-01 Logging Into GroupWise.doc Devereux Helpdesk 1-800-969-4310


LOGGING INTO GROUPWISE Most Devereux employees receive a company email address and mailbox when they first start work. Email at Devereux is handled using Novell GroupWise. This document gives an overview of how to access your email account and what basic features it will offer you. YOUR COMPANY EMAIL ADDRESS Your GroupWise email address at Devereux will be ‘username’@devereux.org - unless you work at locations such as Heartland For Children in Florida where alternative domain names are used (HFC employees will receive a [email protected] address instead). So if your name is John Smith and you are given the username of ‘JSMITH’, your Devereux email address will be [email protected]. To access your mailbox, you will need to connect to Novell GroupWise. If you are already familiar with products such as Microsoft Outlook or Outlook Express, you will find that GroupWise offers most of the same features – although they may be named differently or found in different locations than you’d expect in Outlook. HOW TO ACCESS GROUPWISE There are two ways to access your GroupWise email at Devereux:

1) Via the GroupWise client. This can be accessed through the Devereux Applications window for Novell users (see image to the right) or the Applications window for Citrix users. The GroupWise client is similar in appearance to that of products such as Microsoft Outlook or Outlook Express.

2) Via Web Access. Devereux

provides a web-based gateway to your company email account which functions similarly to popular webmail services such as Hotmail or Gmail. GroupWise Web Access can be accessed by navigating to the URL mail.devereux.org in your Internet web browser. However, you should note that a password will be required if you decide that you want to use the Web Access service.

REGARDING PASSWORD-PROTECTED ACCESS New employee GroupWise accounts should not come with a password requirement. If for some reason you are prompted to enter a password when accessing the GroupWise client for the first time (and you don’t use Web Access), you can contact Corporate Helpdesk on 800-969-4310 to have the password requirement removed.

The GroupWise icon as it appears in Devereux Applications.





On the other hand, if you do wish to use GroupWise Web Access, you will require a password. Unlike Novell and Oracle, this password will not expire and you can manually change it in the GroupWise client by accessing the Tools menu and selecting Options (it’s the first tab in the Security section). You should note, however, that should you choose to use a password, you will always be prompted to enter this regardless if you are using WebAccess or accessing the GroupWise client directly. THE GROUPWISE CLIENT: A BRIEF OVERVIEW The following screenshot shows what your GroupWise client display will normally look like:

Your main mailbox can be accessed by clicking here.

All deleted email messages are moved here. Remember to empty your Trash on a regular basis!

A drop-down menu is available by clicking here, allowing you to access your email archives and any other mailboxes you may have access to.

Your calendar appointments can be viewed by clicking here.

Your contacts lists and the company address book can be accessed here.

Click here to compose a new email message.

A list of all of your email messages is shown in this pane. You can customize the information displayed and the sort order if desired.

This is the message preview pane. Any email you select in the list above will be displayed here.

Click here to create a new calendar appointment.

The size of your mailbox is shown here. Regular management of your messages will ensure you never run out of space!

Any files attached to emails will appear here. Opening them will launch the program associated with that file type.





Since GroupWise has a considerable number of different features, more information on each is available via separate guides. The most commonly used features are as follows:

Mailbox This is your primary mailbox into which email messages are received. Copies of all messages that you send are kept in the Sent Items folder, whilst deleted emails are moved to the Trash folder. You can also created your own custom folders in the Cabinet section if you wish to store certain messages together under a specific subject or from a specific sender or group.

Calendar GroupWise contains a calendar system which can be used to track events

relevant to you, or appointments and meetings which you are scheduled to attend. You have the ability to create your own appointments as well as accept those from other employees – all of which will be recorded in your calendar view. You will also receive notifications to remind you when these events require your imminent attention (via GroupWise Notify on your taskbar).

Address Book The address book section of GroupWise contains a company directory of all

employees and also allows you to create your own personal contacts lists as well. If your details in the Address Book are incorrect or require updates, please contact the Corporate Helpdesk for assistance.

Archive You can store older email messages that you wish to keep in an archive mailbox

that resides in your personal M: network drive. More information on this can be found in the Mailbox Management section below.

MAILING LISTS Devereux has a number of mailing lists available that cover a variety of subjects and roles in its centers across the United States. By default, all new employees are added to the primary mailing list for their state and center locations. Access to additional mailing lists (for example, those more specific to your role or department) must be requested by an eSAR (electronic System Access Request form) and approved by your supervisor or manager. MAILBOX MANAGEMENT You should always strive to keep your GroupWise mailbox tidy by eliminating redundant or irrelevant email messages and archiving those you wish to keep for reference at a later date (although you should note that the archive feature is not available via WebAccess). The process of archiving your email is very simple – just right click on any email message in the right-hand pane and select Move To Archive. Then switch to your Archive view by clicking on the Online button and choosing Archive from the menu (see image to the right). If you want to move the email back to your ‘live’ mailbox, simply right-click on the message in your Archive list view and select Move To Archive again. This will restore the message to its original location. Another means of ensuring your mailbox storage capacity is kept optimal is to ensure any messages containing attached files are managed correctly. Some email messages can contain very large attachments and these will swiftly reduce your mailbox space. In such cases, you should save the file to your M: drive and delete the email copy or transfer the message to your archive.





HOW DOES DEVEREUX HANDLE SPAM MESSAGES? All incoming email messages to Devereux pass through a content filtering application called Meridius. This program determines whether or not a message is potential spam by analyzing its content for certain ‘keywords’ or what might appear to be malicious code (for viruses and trojans). When Meridius first detects a potential spam message bound for your email address, it will notify you via email and provide you with login instructions to your Meridius quarantine (where the suspect email will be held). You will then need to access Meridius and determine if the email message is legitimate or not. Until Meridius intercepts spam-mail addressed to you, you will not need to access your quarantine. CAN I SHARE MY MAILBOX WITH OTHER EMPLOYEES? Yes, GroupWise mailboxes can be shared with other employees by setting up proxy access. This basically means that employee ‘A’ gives employee ‘B’ permission to see his or her mailbox and employee ‘B’ sets up his/her GroupWise account to connect to that mailbox. This is a common scenario for personal assistants who need to manage the mail of a director or manager. However, where an employee wants access to the mailbox of a staff member who has left the company, an eSAR (electronic System Access Request) form will need to be submitted before this can be granted. If your role requires proxy access to another employee’s mailbox, please call Corporate Helpdesk on 800-969-4310 and an agent will assist you in getting it correctly set up. GROUPWISE AND PASSWORD RESETS One reason why it is important to have access to your GroupWise mailbox is to receive reset passwords for other Devereux applications. If you ever forget your login password(s) for Oracle, Kronos, eCET, or CMHC, new temporary passwords for these applications will be sent directly to your GroupWise mailbox (company policy dictates that they cannot be verbally given to you over the phone). GROUPWISE WEBACCESS GroupWise WebAccess can be accessed directly via any Internet connection, providing that you have a password set to log into it. When you surf to the address mail.devereux.org in your web browser (you may be prompted to prefix it with https:// as it is a secure connection), you will see the login screen shown to the right. Once you connect successfully, the web client will be displayed as shown to the right. It contains many of the same features as the standard client but you will not be able to access any archives you might maintain. When you are finished with WebAccess, you should logout using the Logout button at the top-right corner of the screen.

Your message list view. Your folder view.

You can access any proxy accounts here.

Address book

Enter your username and GroupWise password in these fields

Click here when ready to connect.


File No.: NE-ORACLE-01 Author: Ben Bradbury


Page 1 of 3 - NE-ORACLE-01 Logging Into Oracle.doc Devereux Helpdesk 1-800-969-4310


LOGGING INTO ORACLE 11i All Devereux employees have an Oracle account – this is the very first account created for an employee when he or she begins work at the company. This document outlines what basic functions you can access in Oracle once logged in. WHY DO I NEED ORACLE? Oracle offers you a selection of basic functions and features that you may be required to use during your employment at Devereux. Foremost among these are the online training courses. As a new employee, you will be required to sit some of these basic courses relating to workplace safety and HIPAA regulations. Furthermore, you will undertake course refreshers at least once a year, every year. Oracle also allows you to browse internal job vacancies at Devereux so you can see if there’s any available roles that might be suitable for you. You will also have access to your personal information on file as well as electronic copies of your payslips and W2 forms. HOW DO I ACCESS ORACLE? How you access Oracle is dependant on how you log into the Devereux network – ie. via Novell directly or via Citrix remotely. If you are a Novell user, you can access Oracle via the Devereux Applications window which launches every time you log into your PC. If you are a Citrix user, you can access Oracle via the Applications screen after you have logged into Citrix. In both cases, you will need to click on an icon called Oracle 11i (this can be seen in the image to the right). THE ORACLE LOGIN SCREEN

Type in your Oracle username here. Type in your Oracle password here.

Click this button once you have filled in the Username and Password fields..

Click here if you ever forget your Oracle login password.

The Oracle 11i icon as it appears on the Citrix Applications screen.





Once Oracle has launched, you will come to a screen headed ‘Oracle E-Business Suite’. You will see two login fields here for your Username and your Password. Complete these two fields correctly then click on the Login button to proceed. If you cannot remember your password, you can request a new one using the Forgot your password? link (more information on this can be found on page 3). CHANGING YOUR PASSWORD Once you have logged into Oracle for the first time using the temporary password issued to you, you will be prompted to change that password to something new on the Change Password screen. Enter the temporary password that you used to login in the Current Password field. Now choose yourself a new password – it should be at least 6 characters long and can contain letters and/or numbers. Enter this password choice in both the New Password and Re-enter New Password fields. They must be typed exactly the same in both fields! You should also bear in mind that certain rules apply to Oracle passwords. They are as follows:

1) Oracle passwords only last 90 days before they need to be changed again. You cannot use the same password twice.

2) Oracle passwords are case sensitive. If you type in a password using capital letters when changing it, you must

always login by typing that same password in capital letters. RETRIEVING FORGOTTEN PASSWORDS Note: The following feature requires that you have access to the email address associated with your Oracle account. Usually, this will be your Devereux GroupWise mailbox. If you ever forget your Oracle password, you can submit a request for a new password from Oracle itself. On the main login screen, beneath the Login button, you will find a link called Forgot your password? Click on this to begin the request process.

Type in your username here… ….then click this button.





You will now be asked to enter your username in the provided field (see above image). Click on the Submit button when you have done this. Oracle will send an notification to the email address associated with your Oracle ID – in most cases, this will be your GroupWise account (ie. your Devereux email address). Launch your email account and look for a message from ‘Workflow Mailer’ at [email protected]. This message will contain a notification that a password change has been requested for your Oracle account. Near the bottom of the message are two clickable options – Approve or Reject. To confirm a password reset, click Approve. You will now see an email being automatically created to send this approval back to Oracle. Click Send to do this. After a few moments, Oracle will respond by sending you a second email message via Workflow Mailer. This email will contain your new temporary Oracle password – use this in the Password field at the Oracle login screen (but do not include the quotation marks). You will then be prompted to change the password (see Changing Your Password on page 2). If you still encounter problems obtaining a new password, please contact Corporate Helpdesk at 800-969-4310. Please note that Helpdesk agents will only send new passwords to your email account – they cannot give them to you over the phone, nor can they give them to other employees on your behalf. THE NAVIGATOR MENU Once you have successfully logged into Oracle, you will arrive at the Oracle Navigator screen. This is the main menu from which you can access all other functions and features. What is available to you may vary depending on your role but all full-time employees (ie. not including contractors & contingent workers) will see the following default three menu options: iRecruitment Employee Candidate Click this to browse currently available job vacancies at Devereux. My Learning Click this then Learner Home in the sub-menu to access Devereux’s

range of online training courses. Devereux Self Service* Click this to access your personal information and pay details. A sub-

menu will offer you the choices of Payslip, Employee W2, Payslip Preferences, Personal Information and Apply For Job.

For Heartland For Children employees, this will be called HFC Self Service. For Colorado employees, this will be called Cleo Wallace Self

Service. LOGGING OUT OF ORACLE To correctly log out of Oracle when you are finished, click on the Logout link found near the top-right hand corner of the main Navigator menu screen.

Choose your desired menu option here.

Additional menu options will appear in this section.

Documents

NE-GRPWSE-01 Logging Into GroupWise - Devereux · The procedure for requesting a password reset from Helpdesk is as follows: 1) Once you talk to a Helpdesk agent, ... Helpdesk support