New Account Messaging Setup

Make sure each EX user who needs to receive email notifications has an email address in the EX Name Entity window.

2. In the ID # column, enter the ID number for the user whose email address you are verifying.

To search for an ID number, choose Advanced Search from the right-click menu options.

3. Click the Search button.

The user is displayed in the bottom panel of the window.

4. Set the Name Option radio button to Individual and the View radio button to Details.

5. On the Individual tab, verify or enter the user's email address in the Addresses group box.

JICS Setup

Configuration settings in JICS can be done by roles with permission to access and administer global and portlet settings.

More Information for Administrators

If you are an administrator and need help in setting up and configuring this portlet, see the Configuration Guides on MyJenzabar.

Setting Global Portlet Operations

See the Setting Global Permissions to Portlets help topic for instructions on how to set up global operations for JICS portlets.

JICS Setup Details

1. Log in to JICS as an administrative user.

2. From the Portal menu on the left-hand side, click the desired portal.

3. From the New Account Messaging portlet, click the Customize icon. The Customize portlet page appears.

4. Click the Preferences tab.

5. From the Active Account Sort Order drop-down pick list, select Last Name, First Name, or Email to determine how new accounts listed in the portlet will be sorted.

6. From the Held Account Sort Order drop-down pick list, select Last Name, First Name, or Email to determine how held accounts listed in the portlet will be sorted.

7. Click the Save button. The updates are saved.

8. Click the Exit button.

1. Log into JICS as an administrative user.

2. From the Portal menu on the left-hand side, click the desired portal.

3. From the New Account Messaging portlet, click Setup or the Setup is required before account notification will function properly link. The Setup screen appears.

4. From the Security Groups to Send Account Notifications to drop-down pick list, select the security group to receive the notification.

To select groups that will be informed by email when accounts are created, go to Site Manager and check the box labeled Can Receive Account Notification for the groups you choose.

Potential applicants will not belong to a security group. To allow applicants to receive a notification, select Everyone.

5. From the Default Email Template for Account Notifications drop-down pick list, select the email template to be used, or create a new template.

To create a new email template:

a. Click the Add icon. The Email Template page appears.

b. In the Template Name column, enter a descriptive name for the template.

c. In the From column, enter the email address of the individual responsible for receiving direct email messages about the email sent.

This email address must have the same domain as the SMTP server sending the email. For example, if your SMTP server's domain is university.net, the 'from' address must be xxx@university.net.

d. To copy or blind copy additional stakeholders such as the Module Manager, enter their email addresses in the CC or BCC columns.

e. In the Subject column, enter the subject to be used for the email. This subject is used each time the notification is sent.

f. In the Message column, enter the message to be sent with the email. This text is used each time the email is sent. To include automatically updated related information, enter the following:

§ @@FirstName

§ @@LastName

§ @@MiddleName

§ @@Email

§ @@UserLogin

§ @@Password

§ @@Major

g. Determine the email format by selecting Text or HTML.

h. In the Send Test Email To column, enter an email address to which you want to send a test email.

i. Click the Send button.

j. Click the Save button. The template is saved and the Setup page reappears.

6. To update an existing email template:

a. Click the Edit icon. The Email Template page appears.

b. Make the appropriate updates.

c. In the Send Test Email To column, enter an email address to which you want to send a test email.

d. Click the Send button.

e. Click the Save button. The template is saved and the Setup page reappears.

7. From the Account Notification Delivery Method drop-down pick list:

a. Select Manual Email Notification if you want account notification emails to be sent immediately as users are added to a security group.

b. Select Automatic Email Notification if you want the account notifications to accumulate so they can be reviewed and sent at a designated time.

8. Click the Save button.

1. Log in as the JICS administrator.

2. From the New Account Messaging portlet, click the wrench icon .

3. On the Permissions tab, select permissions.

4. Click the Save button.

Permission	Notes
All Operations
Can Set Up Portlet	This activates the Setup link in the New Account Messaging toolbar.
Cancel Notification	User can cancel an account notification for a JICS user via the Held Notifications tab on the View New Accounts screen.
Create Email Template	User can create a new email template for use in sending an email message with login and password information to a JICS user. The add icon is available on the Setup screen.
Modify Email Template	User can edit an existing email template for use in sending an email message with login and password information to a JICS user. When this permission is given, the edit icon is available on the Setup screen.
Move to Active	User can move an account notification from Held to Active status on the View New Accounts screen.
Move to Held	User can move an account notification from Active to Held status on the View New Accounts screen.
Send Email	User can manually send an email message with login and password information to a JICS user via the View New Accounts screen.

You can also create new or edit existing email templates that will be used by the New Account Messaging portlet. These templates should include the Template Name, From email address, Subject, and Body of the email message and can be customized to include the user's name, major, login, and password. The CC and BCC email addresses can be configured if desired. The options to create or modify email templates are available if Modify Email Template and/or Create Email Template check boxes were selected as operations for the security group.

To create a new email template:

1. Click the Add icon.

2. The Email Template page appears.

a. In the Template Name column, enter a descriptive name for the template.

b. In the From column, enter the email address of the individual responsible for receiving direct email messages about the email sent.

This email address must have the same domain as the SMTP server sending the email. For example, if your SMTP server's domain is university.net, the 'from' address must be xxx@university.net.

c. To copy or blind copy additional stakeholders such as the Module Manager, enter their email addresses in the CC or BCC columns.

d. In the Message column, enter the message to be sent with the email. This text is used each time the email is sent. To include automatically updated related information, enter the following:

§ @@FirstName

§ @@LastName

§ @@MiddleName

§ @@Email

§ @@UserLogin

§ @@Password

§ @@Major

e. Determine the email format by selecting Text or HTML.

f. In the Send Test Email To column, enter an email address to which you want to send a test email.

g. Click the Send button.

h. Click the Save button.

i. The template is saved and the Setup page reappears.

To edit an email template:

1. Click the Edit icon.

2. Make the appropriate updates.

a. In the Send Test Email To column, enter an email address to which you want to send a test email message.

b. Click the Send button.

c. Click the Save button.

d. The template is saved, and the Setup page reappears.

3. Save.

Setting Up the New Account Messaging Portlet

EX Setup

JICS Setup

More Information for Administrators

Setting Global Portlet Operations

JICS Setup Details