4.1 Virtual Office System Configuration

Virtual Office is installed with default settings that let you use the product. For information about the installation methods, see Section 3.0, Getting Started with Virtual Office.

The Virtual Office components can be configured in Virtual Office itself.

For information on configuring the services in Virtual Office, see the Virtrual Office on-line help.

You configure the following services in Virtual Office:

4.1.1 Configuring Virtual Office Services

This section contains the configuration instructions necessary for configuring the Virtual Office services and components.

The configuration process requires you to specify your server IP address and DNS name.

You need to configure the following components to ensure that Virtual Office works with your current system configuration and the services you use:

  • Portal Containers lets you determine the contexts that users can log in from. For instructions on configuring the Portal containers, see Portal Containers Configuration.
  • Team Configuration lets you determine if the default location for file sharing is adequate and lets you specify another location if necessary. As you configure this setting, make sure you have the Common Internet File System (CIFS) protocol enabled. For information about CIFS, see the Novell Native File Access Protocols Guide. For more information on team file sharing, see Configuring Virtual Teams.
  • E-Mail Notification lets you ensure that users receive e-mails informing them of events such as team membership, news postings, and new discussions. You specify this server address information in the SMTP address field on the Team Configuration page. For more information on e-mail notification, see Configuring Virtual Teams.
  • Virtual Team Creation determines which users have rights to create teams. The team management option lets you grant or deny team creation rights to specific users. By default, everyone can create teams. If you disable team creation, nobody (including administrators) can create teams. For more information on Virtual Team creation, see Configuring Virtual Teams.

After you complete the necessary configuration tasks, log in to Virtual Office and review the features on the task bar (such as iPrint, eGuide, NetStorage, and e-mail) to make sure these services point to the correct servers. To open Virtual Office to test the features, specify the following URL:

http://server_name/vo

Replace server_name with the name or IP address of the server you installed Virtual Office on.

Portal Containers Configuration

This configuration sets up the contexts that users log in from. It also lets you determine your portal containers, portal locations (if you have multiple portal heads), and team creation rights.

NOTE:When configuring containers and adding users in Virtual Office, use the Environment Administration option in Virtual Office.

To configure portal containers:

  1. On the Virtual Office main page, then click Environment > Portal Information.

  2. Complete the following settings:

    Setting

    Description

    Portal Containers

    The portal containers that associate with the Portal Configuration object. This configuration is necessary to determine the contexts that users can log in from. By default, the container is set to where your portal is.

    You need to add o=users to let users log in to Virtual Office.

    Portal Locations

    The number of portal heads. If you have multiple portal heads, we recommend that you have the Common Internet File System (CIFS) protocol enabled on another server so all the portal heads can point directly to the CIFS server. For information about enabling CIFS on a NetWare server, see the Novell Native File Access Protocols Guide.

    Teams

    List of all the virtual teams currently created in Virtual Office.

Logging Reports

You can determine the type of information that appears on logging reports. This is helpful for tracking usage and diagnosing problems. There are three levels of information you can obtain from the logging report: low, medium, and high. The low setting provides all available information; with this level, you might need to sort through a lot of superfluous information to find what you need. The medium setting narrows the report output to include more specific information, but also includes some general information. The high setting provides only the specific information you might need.

You can use the logging tool to help locate and diagnose errors. If you need to contact technical support, your representative can use the information from this report to help resolve issues. When you are using Virtual Office in a production environment, we recommend that you turn off the logging feature because it consumes memory while it's in operation.

  1. Open Virtual Office, then click Environment > Logging.

  2. Complete the following settings:

    Setting

    Description

    Logging

    Enables and disables logging.

    Logging Level

    Retrieves logging report messages.

    Select one of three options:

    • High includes specific messages
    • Medium includes specific and some general messages
    • Low includes all messages

    Logging Modules

    Lists the modules that are included in the logging. If the field is blank, the logging includes all modules.

    Logging to Standard Error

    Enables logging to standard error. Standard error is the Tomcat logger screen on the server that displays the report.

    Logging to Standard Out

    Enables logging to standard out. Standard out is the Tomcat logger screen on the server that displays the report.

    Logging to File

    Sends the logging report to a log file. The location of the file depends on the server operating system.

    On NetWare: sys:\tomcat\4\webapps\vo\web-inf\debug.xml

    On Linux: /var/opt/novell/virtualoffice/vo/WEB-INF/debug.xml

Virtual Office Company Information

The Virtual Office News service lets you post information for all users in the Virtual Office Company Information field on the home page. You can draft the information in plain text or HTML. For example, if the information you want to display is in the form of a Web site, you can display the information as it would appear on the Web site.

HINT:You can use your favorite HTML editor to create the HTML code for the information you want to display, then paste that code into the News field.

  1. On the Virtual Office main page, click Services > Company Info.

  2. Check the Enable check box.

    If this box is unchecked, the Virtual Office news field does not appear on the home page.

  3. Select a language.

  4. Type the information (or insert the HTML code) in the Company Information field.

  5. Click OK.

eGuide Configuration

Novell eGuide is a Web application that provides a simple browser-based solution to search for all of the important people, places, and things your users need to know, regardless of the location of your LDAP data source.

eGuide is independent of platform or a particular application. It can be accessed by any user with rights to your Web server via a standard Web browser.In addition to searching Novell eDirectory™, you can use eGuide to search multiple LDAP data sources at the same time. This means, for example, that if your company purchases another company, you can easily provide a combined white pages view of both companies using eGuide to point to two separate directories at the same time.eGuide runs on the most widely used platforms and is compatible with such e-mail, instant messaging, and real-time collaboration tools as Microsoft* NetMeeting and AOL* Instant Messenger*. When users find the people they are looking for, eGuide lets them launch the type of communication that fits their current needs (e-mail, instant messaging, and even video conferencing).

For more information and instructions on how to use eGuide, see the eGuide 2.1.2 Administration Guide.

IMPORTANT:Before you can access eGuide, you must run the eGuide configuration wizard. For instructions, see the Installation section of the Novell eGuide 2.1.2 Administration Guide .

  1. On the Virtual Office main page, click Services > eGuide.

  2. Check the Enable check box.

    If this box is unchecked, the eGuide icon does not appear in Virtual Office.

  3. Select one of the following options to specify the URL to the eGuide Web page.

    The option you use is determined by which server you have eGuide on.

    • Launch to This Server's eGuide Home Page: If eGuide is on the same server as Virtual Office, specify the URL and port to launch the eGuide home page. For example:

      https://localhost:8080/eGuide/servlet/eGuide

      localhost is the same as the IP address of the host server.

    • Launch to a Remote Server's eGuide Home Page: If eGuide is on a remote server, specify the DNS or IP address of the remote server. For example:

      https://DNSorIP_Address/eGuide/servlet/eGuide

    • Enter a Custom URL to Launch eGuide: If eGuide is in a unique location, select this option.
  4. Click OK.

The eGuide configuration tab also lets you set an optional proxy URL. This setting allows an internet proxy/accelerator, like Novell iChain, to correctly rewrite the specified proxy URL to the correct DNS name that will allow a user’s browser to work properly through the proxy server. Specify a full URL to the eGuide servlet. For example, http://eguide.novell.com/eGuide/servlet/eGuide.

iPrint Configuration

iPrint is a software solution that lets users print from anywhere to anywhere on the network. Using the Internet Printing Protocol standard, iPrint lets users use a Web browser to install printers on their workstations. Then, users can print to iPrint printers through their applications just like using any other printer. These printers can be located anywhere in the same building or in a remote location.

  1. On the Virtual Office main page, click Services > iPrint.

  2. Check the Enable check box.

    If this box is unchecked, the iPrint icon does not appear in Virtual Office.

  3. Select one of the following options to access the iPrint Web page.

    The option you use is determined by which server you have iPrint on.

    • Launch to This Server's iPrint Home Page: If iPrint is on the same server as Virtual Office, specify its local host and port to launch the iPrint home page. For example:

      https://localhost:443/ipp/

      localhost is the same as the IP address of the host server.

    • Launch to a Remote Server's iPrint Home Page: If iPrint is on a remote server, specify the DNS name or IP address of the remote server. For example:

      https://DNSorIP_Address/ipp/

    • Enter a Custom URL to Launch iPrint: If iPrint is in a unique location, select this option.
  4. Click OK.

NetStorage Configuration (Files)

The Files service lets you access Novell NetStorage, a feature that provides simple Internet-based access to file storage. It is a Net services software solution that bridges a company’s protected network and the Internet. It gives users secure file access from any Internet location, with nothing to download or install on their workstations. Users can access files and folders on a network using either a browser or Microsoft Web Folders.

  1. On the Virtual Office main page, click Services > NetStorage.

  2. Check the Enable check box.

    If this box is unchecked, the Files icon does not appear in Virtual Office.

  3. Select one of the following options to specify the URL to the NetStorage Web page.

    The option you use is determined by which server you have NetStorage on.

    • Launch to This Server's NetStorage Home Page: If NetStorage is on the same server as Virtual Office, specify the URL and port to launch the NetStorage home page. For example:

      https://localhost:8080/NetStorage

    • Launch to a Remote Server's NetStorage Home Page: If NetStorage is on a remote server, specify the DNS or IP address of the remote server. For example:

      https://DNSorIP_Address/NetStorage

    • Enter a Custom URL to Launch NetStorage: If NetStorage is in a unique location, select this option.
  4. Click OK.

Bookmarks Configuration

You can configure the Virtual Office Bookmarks service to specify whether the service appears on the button bar and what appears in the service.

  1. On the Virtual Office main page, click Services > Bookmarks.

  2. If you want the Bookmarks button to appear in the Virtual Office button bar, check the Bookmarks Link Enable check box.

  3. If you want bookmarks to appear on user home pages, check the Home Page Bookmarks Enable check box.

  4. (Optional) Add additional bookmarks.

  5. Click OK.

You can also specify bookmarks that appear by default when a user starts Virtual Office. Click Add to add a bookmark. Select a book mark and click edit to change the name or URL of that bookmark. Select a bookmark and click delete to remove that bookmark from the list.

E-Mail Configuration

You can use Virtual Office with a variety of e-mail services. To use e-mail, you need to configure it to access a valid location for all users.

See the following sections to select the e-mail server you want to set up:

Exchange E-Mail Server Configuration
  1. On the Virtual Office main page, click Services > e-Mail.

  2. Check the Enable check box.

  3. From the e-mail Server menu, select Microsoft Exchange.

  4. Click the Edit button.

  5. Specify the Microsoft Exchange URL.

  6. Select Synchronized with Virtual Office Tree or Different Than the Virtual Office Tree depending on where the user credentials are.

  7. Click OK.

  8. (Optional) Check the Enable check box in the Home Page Reduced e-Mail View.

    To use this option, you need to configure your e-mail server to support POP3 or iMap protocols. To select the protocol you are using, click the Edit button, and then check the POP3 or iMap check box. If you enable this option, only the last five messages appear on your e-mail list.

  9. Click OK.

NetMail E-Mail Server Configuration
  1. On the iManager main page, click Virtual Office Management > Services Administration > eMail.

  2. Check the Enable check box.

  3. From the E-mail Server menu, select NetMail.

  4. Click the Personalize icon.

  5. Specify the NetMail URL.

  6. Select Synchronized with Virtual Office Tree or Different Than the Virtual Office Tree, depending on where the user credentials are.

  7. Click OK.

  8. (Optional) Check the Enable check box in the Home Page Reduced e-Mail View.

    To use this option, you need to configure your email server to support POP3 or iMap protocols. To select the protocol you are using, click the Personalize icon, and then check the POP3 or iMap check box. If you enable this option, only the last five messages appear on your e-mail list.

  9. Click OK.

GroupWise E-Mail Server Configuration
  1. On the Virtual Office main page, click Services > e-Mail.

  2. Check the Enable check box.

  3. From the e-mail Server menu, select Novell GroupWise.

  4. Click the Edit button.

  5. Specify the GroupWise® WebAccess URL.

  6. Select Synchronized with Virtual Office Tree or Different Than the Virtual Office Tree, depending on whether the user credentials (username and password) are stored in the same tree.

  7. Click OK.

  8. (Optional) Check the Enable check box in the Home Page Reduced e-Mail View.

    To use this option, you need to configure your email server to support POP3 or iMap protocols. To select the protocol you are using, click the Edit button, then check the POP3 or iMap check box. If you enable this option, only the last five messages appear on your e-mail list.

  9. Click OK.

Lotus Notes E-Mail Server Configuration
  1. On the Virtual Office main page, click Services > e-Mail.

  2. Check the Enable check box.

  3. From the e-Mail Server menu, select Lotus* Notes*.

  4. Click the Edit button.

  5. Specify the Lotus Notes URL.

  6. Specify the proxy URL.

  7. Click OK.

  8. (Optional) Check the Enable check box in the Home Page Reduced e-Mail View.

    To use this option, you need to configure your email server to support POP3 or iMap protocols. To select the protocol you are using, click the Edit button, then check the POP3 or iMap check box. If you enable this option, only the last five messages appear on your e-mail list.

  9. Click OK.

iMAP/POP3 E-mail Server Configuration
  1. On the Virtual Office main page, click Services > e-Mail.

  2. Check the Enable check box.

  3. From the e-mail Server menu, select IMAP/POP3.

  4. Click the Edit button.

  5. Select the mail server type you want (IMAP or POP3).

  6. Specify the DNS name for the server.

  7. Specify the SMTP Server DNS name.

  8. Select Synchronized with Virtual Office Tree or Different Than the Virtual Office Tree, depending on where the user credentials are.

  9. Click OK.

  10. (Optional) Check the Enable check box in the Home Page Reduced e-Mail View.

    To use this option, you need to configure your e-mail server to support POP3 or iMap protocols. To select the protocol you are using, click the Edit button, and then check the POP3 or iMap check box. If you enable this option, only the last five messages appear on your e-mail list.

  11. Click OK.

Change Password

Use the Change Password tab to specify whether users can change their Virtual Office passwords.

  1. On the Virtual Office main page, click Services > Change Password.

  2. If you want users to be able to change their Virtual Office password, check the Change Password Link Enable check box.

    If enabled, the Change Password button appears in the Virtual Office button bar. If Change Password is not enabled, users cannot change their Virtual Office password.

  3. Click OK.

4.1.2 Integrating Password Self-Service with Virtual Office

In Open Enterprise Server, Virtual Office supports all the features of Password Self-Service. However, there are some steps to complete before you can use the features.

After completing the procedures in this section, the following features are available to the user:

  • When users log in, they are prompted to create a password that complies with the Password Policy, if the current password does not comply. In addition, if the Password Policy specifies that Forgotten Password Self-Service is available, users are prompted to set up Forgotten Password Self-Service according to the action specified in the policy, such as creating a Password Hint and answering Challenge Questions. This feature is called post-authentication services.
  • On the log-in screen, the “Forgot your password?” link appears.
  • When users click the Universal Password icon in Virtual Office, the following gadgets are displayed:
    • Change Password (this task works even if Universal Password is not turned on)
    • Define Password Hint
    • Answer Challenge Questions

    These gadgets allow them to initiate a password change.

    The following figure is an example of the Universal Password icon: Virtual Office change password icon

The next time users log in through Virtual Office, the post-authentication features prompt them to comply with the Password Policy.

For more information about the features, see “Managing Passwords Using Password Policies” and “Password Self-Service” in the Nsure Identity Manager 2 Administration Guide.

NOTE:Identity Manager (formerly DirXML) is not required for using Password Management and Self-Service features in Virtual Office. However, Identity Manager is required if you want to apply policy to connected systems, or synchronize or set passwords on connected systems.

In this section:

Prepare Your Environment for Universal Password

  1. Upgrade your environment to support Universal Password.

    For more information, see “Deploying Universal Password” in the Novell Modular Authentication Services (NMAS) 2.3 Administration Guide.

  2. Upgrade your client environment to support Universal Password.

    • Novell Client (If you are using it, you must upgrade it to version 4.9 SP 2 or later. However, using the Novell Client is not required.)
    • NT Client
    • Web browser. If you use no client at all, and users log in through a Web browser, you need to make sure they have one of the browsers that supports iManager 2.0.2 or later.

    For instructions, see “Deploying Universal Password” in the Novell Modular Authentication Services (NMAS) 2.3 Administration Guide.

Create a Password Policy

iManager 2.5 has the password policy plug-in installed if you installed this from OES. You must create at least one Password Policy with Universal Password enabled. You must assign this Password Policy to the users that you want to have access to the new Password Management features in Virtual Office. If desired, you can create multiple Password Policies assigned to different parts of the tree.

The steps to follow are different depending on whether you have used Universal Password before

Password Policies contain several new features, such as Advanced Password Rules and Forgotten Password actions.

For more information about Password Policies, see the online help in iManager, and “Managing Passwords Using Password Policies” in the Novell eDirectory 8.7.3 Administration Guide.

New Universal Password Users: Creating a Password Policy
  1. In iManager, click Password Management > Manage Password Policies.

  2. Click New and follow the steps in the wizard to create a new Password Policy. Make sure to enable Universal Password, choose the Forgotten Password action to help users remember forgotten passwords, and assign the Password Policy to the correct part of the tree.

Previous Universal Password Users: Re-Creating Universal Password Assignments and Creating Password Policies

If you have previously set up Universal Password for use with NetWare 6.5, you must remove the old password policies, and use the new Password Management plug-ins to create Password Policies.

  • After you install the passwordmanagement.npm, the NMAS plug-ins that were used in NetWare 6.5 for Universal Password are no longer available. Instead you use Password Management > Manage Password Policies, which offers more features.
  • The first time you use the Manage Password Policies task in the new plug-ins, you see three policy objects in the list that cannot be edited:
    • Universal Password On
    • Universal Password Off
    • Universal Password On - S

    These objects were used for the initial NetWare 6.5 implementation of Universal Password. To take advantage of the additional benefits of Password Policies provided by the passwordmanagement.npm, you need to remove them.

    The following figure shows an example:

    Example of password policies from NetWare 6.5 use of Universal Password

To remove the old policy objects and re-create your policies using Password Policies:

  1. Decide where you want Universal Password enabled in your tree.

    • If you want it turned on for the same containers as when you set up Universal Password the first time with the NetWare 6.5 plugins, continue with Step 2.
    • If you want it turned on everywhere in your tree, simply create a new Password Policy with Universal Password enabled, and assign it to the Login Policy object. Then continue with Step 4 to remove the old policies.
  2. Find out where in the tree you had previously enabled Universal Password when you set it up using the plug-ins that shipped with NetWare 6.5.

    This step is necessary because the plug-ins do not display where the assignments were made using the old plug-ins. Instead, you find out by searching the tree.

    1. Search the tree for objects that have the nspmPasswordPolicyDN attribute populated with one of the following values:

      • Universal Password On
      • Universal Password On - S
    2. Make a note of all the containers that are the results of the search. These are the containers where Universal Password is turned on.

  3. If you want Universal Password assigned in the same containers where you had assigned it previously, create one or more new Password Policies with Universal Password enabled, and assign them to the same containers.

    Refer to the list of containers from Step 2, to make sure your assignments match.

  4. Go into Password Management > Manage Password Policies and remove the policy objects that remain from the first NetWare 6.5 implementation:

    • Universal Password Off
    • Universal Password On
    • Universal Password On - S

Configure Notification for Password Self-Service

If the Password Policy you created specifies a Forgotten Password action that uses e-mail (“E-mail current password to user” or “E-mail hint to user”), make sure that your eDirectory users have the Internet EMail Address attribute populated.

(Optional) If you want to customize the e-mail templates, follow the instructions in “Configuring E-Mail Notification” in the Nsure Identity Manager 2 Administration Guide. The templates used for Forgotten Password e-mail notifications are basically the same for Virtual Office as for Identity Manager.

Enable Change Universal Password in Virtual Office

After completing all the other procedures in this section, you can turn on the Change Universal Password option for Virtual Office. This is a simple task.

  1. In iManager, click Virtual Office > Services Administration.

  2. Click the Change Password tab, then select Change Universal Password Link.

    Change Password tab in Virtual Office administration
  3. Click OK to save the change.

Test-Drive Password Self-Service

To verify that the features are set up correctly, you can complete the following tasks as part of testing Password Self-Service:

  1. Create a policy with the following characteristics:

    • Enable Forgotten Password
    • Require Challenge Set
    • Select the option to verify that the Challenge Response and Hint are configured on login
    • Assign the Password Policy to a container with at least one user you can use to test with, a user who has the e-mail address indicated on the user object in the Internet EMail Address attribute.
  2. Make sure you have another user to test with who does not have a Password Policy assigned, such as a user in a different container.

  3. Log to Virtual Office as a user with the Password Policy assigned and verify that you are taken through the post-authentication steps of answering the challenge questions and setting a hint.

  4. Return to the Virtual Office login page again, and click “Forgot your password?” With the user ID for the same user, verify that the challenge questions are correctly presented and that answering them correctly executes the correct action (display hint, allow user to reset password, etc.).

  5. Return to the iManager self-service console login page again, and click “Forgot your password?” Enter the User ID for the user who does not have a Password Policy assigned. Verify that the appropriate errors are given, advising the user that Forgotten Password functionality is not available to them.