Enportal/old/provisioning

This topic details how the enPortal administrator can configure each element of User management. First, we present the concepts of establishing the basic User organization. Then we detail usage of the specific administration tools and interfaces. The primary elements of the User management are Domains, Users, and Roles.

Basic Provisioning Concepts

Provisioning is how you create Users and Roles in enPortal, and then provide the appropriate targeted information to them. For an overview of basic provisioning concepts, see the article: Provisioning Basics

Provisioning in the enPortal Administration User Interface

User management is made up of three elements: Domains, Users, and Roles. Used together, these elements provide a flexible means of organizing Users and provisioning the appropriate content to those Users. This User organization is the foundation upon which content management and other system features are built. In enPortal, provisioning is achieved by assigning Roles to Users and/or Domains.

Provisioning in enPortal is accomplished by performing the following steps:

1. Create a Domain
2. Create a User in the Domain
3. Create a Role
4. Assign Content to the Role
5. Assign the Role to the User
6. Assign a Look and Feel (LAF)

Domains

A Domain is a grouping of Users.

Perform the following steps to create an enPortal Domain:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
3. In the Domain Explorer panel, right-click on the Domains folder and select New Domain.
4. Enter a name for the Domain and click Save.
5. Confirm that the new Domain is displayed as a folder in the Domain Explorer panel.

Perform the following steps to modify an enPortal Domain:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
3. In the Domain Explorer panel, click on the Domain that you wish to modify.
4. Click the General sub-tab to modify the general properties of the Domain.
   1. Default Login Page - You can assign a custom login page to a domain. To do so, perform the following:
      1. Create a custom login page JSP file and place it on the enPortal server in /server/webapps/enportal/login_pages/custom/customerName/loginPageName.jsp
      2. Enter the path and file name in the Default Login Page box. In the above example, you would enter "custom/customerName/loginPageName.jsp"
      3. Log in and log out of enPortal as a User in the Domain and confirm that the default login page for that Domain is displayed.
   2. Session Limit - You can specify a limit to how many licensed User sessions can be active simultaneously by the Users in a Domain. The following fields are displayed:
      1. Dedicated - The number of sessions currently dedicated to this domain. Modify the number of sessions, if desired. A value of -1 indicates that the selected domain can use unlimited sessions.
      2. Dedicated to other Domains - The number of sessions currently dedicated to all other Domains. This number cannot be modified.
      3. Licensed - The total number of sessions that can be allocated, as permitted by the system license file. A value of -1 indicates unlimited licenses. The number of sessions you allocate for this Domain plus the number already allocated to other Domains should not exceed the number in the Licensed field.
5. Click the Roles sub-tab to assign or unassign Roles to the Domain.
6. Click the LAF sub-tab to assign or un-assign a Look and Feel to the Domain.

Perform the following steps to delete an enPortal Domain:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
3. In the Domain Explorer panel, right-click on the Domains folder and select Delete.
4. Click Ok to confirm deletion.
5. Confirm that the Domain is no longer displayed as a folder in the Domain Explorer panel.

Password Policy For A Domain

The password policy can be set for individual domain by specifying a custom password policy for the domain. The password policy specified for a domain takes precedence over the system policy.

The setting in the domain password policy will affect only the users in the domain. If domain's users are managed by external ldap and you allow for passwords to be changed (subject to limitation in the note below), it is strongly recommended that the domain policy matches that of LDAP because most of the LDAPs do not give good error messages when user's password failed its policy.

Assigning a Domain Password Policy

Perform the following steps to assign a domain password policy.

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
3. In the Domain Explorer panel, right click on the Domain that you wish to set password policy on.
4. Click the Password Policy context menu.
5. Make the desired changes in the three sections: Password, Syntax, and Lockout
6. Click the Save button.
7. Confirm that the correct policy is applied by changing a test user's password.

In order to change password for users that are managed by ldap, you must specified a Pluggable Authenticator in the domains managed by this ldap and with Repository URL starts with ldaps:// and secured port # (default 636).

Additionally some ldaps like MS Active Directory and OpenLDAP requires ldap server's SSL certificate to be imported into java cert library running portal. Please read this section on how to set it up. Additional example for importing MS Active Directory SSL certificate into java cert lib can be found here.

Currently portal is delivered with two authenticators that allowed for ldap user password changes: Microsoft Active Directory and OpenDS.

Users

Once you have created a Domain, you must create a User in the Domain.

A User is a named member of a Domain who has unique credentials for logging in to enPortal.

Perform the following steps to create an enPortal User:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
3. In the Domain Explorer panel, right-click on the folder for the Domain into which you are adding the User and select New User.
4. Enter a User name and password for the User and click Save.
5. Confirm that the new User is displayed under the Domain folder in the Domain Explorer panel.

Perform the following steps to modify an enPortal User:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
3. In the Domain Explorer panel, expand the folder for the Domain of the User.
4. Click on the User that you wish to modify.
5. Click the General sub-tab to modify the general properties of the User.
   1. Password - As an administrator, you can reset a User's password.
   2. Lock Account - If you would like to lock the User’s account, select the Lock Account check box and, optionally, enter a reason in the Lock Reason field.
6. Click the Roles sub-tab to assign or unassign Roles to the User. Note: it is typically recommended that you assign Roles to Domains, and not to individual Users.
7. Click the LAF sub-tab to assign or un-assign a Look and Feel to the User. Note: it is typically recommended that you assign LAFs to Domains or Roles, and not to individual Users.

Perform the following steps to delete an enPortal User:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
3. In the Domain Explorer panel, expand the folder for the Domain of the User.
4. Right-click on the User and select Delete.

Roles

Roles are the mechanism through which content in enPortal is assigned to Users.

Perform the following steps to create an enPortal Role:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Roles. The Role Provisioning panel is displayed.
3. In the Role Provisioning panel, right-click on the top-level Roles folder and select New Role.
4. Enter a name for the Role and click Save.
5. Confirm that the new Role is displayed under the Roles folder in the Role Provisioning panel.

Sub-roles

Roles are hierarchical in enPortal. In addition to creating Roles, you can also create sub-roles. The terms parent and child are used when referring to the relationship between roles. All Roles with sub-roles are parent Roles. Sub-roles are considered child Roles of their parent Role(s). If a sub-role is assigned to a Domain or User, the Domain or User will inherit the assignments and security of the parent Roles. However, the User(s) is only permitted to log in to the system in his/her sub-role -- a User is not permitted to log in to the system in the parent Role(s).

The portalAdministration Role

The portalAdministration Role is the only Role in enPortal that provides full administrative privileges. When you install enPortal, a User called administrator in domain System is the only User assigned to this Role. This Role can be assigned to one or more additional Users by any member of the portalAdministration Role. All members of the portalAdministration Role are granted full permissions for all components and actions in enPortal. Any Users who are assigned sub-roles under the portalAdministration Role also have full administrative privileges.

Content

Once you have created a Role, you must assign content to the Role. This will provide information to any User who logs in to enPortal under that Role. To create content please follow the instruction specified in this Creating Content in enPortal page.

Folders present tabs of information to Users when they log in to enPortal. The enPortal administrator provides Folders to Users by provisioning them to Roles. Perform the following steps to assign one or more Folders to a Role:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Roles. The Role Provisioning panel is displayed.
3. In the Role Provisioning panel, click on the Role name to which you would like to assign content. The Content label is selected in the panel on the right. A directory tree of all content in the system is displayed, with a check box next to each item.
4. Check the box next to each item to be assigned to the selected Role. If you select a folder, all current and future items in that folder will be visible to that Role, and any changes to the content in that folder will also be seen by that Role. If you select an individual item, and not the entire folder, new content added to that folder will not be seen by the Role.
5. Click Save.
6. Log in to enPortal as a User with the selected Role. Confirm that the assigned content is presented to the User.

Assigning Roles to Users

Once you have created a User and a Role, and assigned content to the Role, the final step is to assign the Role to the User. The User will then be presented the appropriate folders when logging in to the system under that Role. You can assign Roles to either Users or Domains, using the same process. The only difference is that assigning the Role to the Domain will assign it to all current and future Users in the Domain.

A User can have more than one Role assigned in enPortal. If a User has multiple Roles, the default Role will be assigned to the User after login. A Role chooser will be presented in the upper banner. The User can use the Role chooser to switch to a different Role. This effectively logs the User out of enPortal and logs the User back in under the new Role. A User can only have one Role selected at any current time, and will see only the content provisioned to that current Role.

Perform the following steps to assign Roles to a User or Domain:

1. Log in to enPortal as an administrator.
2. Mouse over the Provisioning tab and click on Roles. The Role Provisioning panel is displayed.
3. In the Role Provisioning panel, click on the Role name that you would like to assign.
4. Select the Users label in the panel on the right. The list of Users and Domains assigned to the selected Role is displayed.
5. Click Assign... in the sub-nav bar. A pop-up window is displayed.
6. In the pop-up window, select the User or Domain to which you want to assign the selected Role.
7. In the pop-up window, click Ok. Observe that the selected User or Domain is now listed in the right panel.

The above procedure selects a Role and assigns a User or Domain to that Role. You can also select a User or Domain by mousing over the Provisioning tab and selecting Users, and assign the Role to that Domain or User. Either procedure creates the same result.

Direct vs. Inherited Role Assignments

When you assign a Role to a Domain, the Role is inherited by all Users in that Domain. When you assign a Role to a User, the Role is assigned directly to only that User.

Perform the following steps to see if a Role assignment is direct or inherited:

1. Log in to enPortal as an administrator.
2. Assign a Role to a Domain or User as outlined under "Assigning Roles to Users".
3. Mouse over the Provisioning tab and click on Users. The Domain Explorer panel is displayed.
4. In the Domain Explorer panel, expand the folder for the Domain of the User.
5. Click on the User for which you wish to examine the Role assignment.
6. Select the Roles label in the panel on the right. The list of Roles assigned to the selected User is displayed.
7. Observe the Inherited column.
   • Yes - This means that the Role is assigned to the User's Domain, and inherited by the User. Observe that you cannot click the Unassign button for this Role. It can only be unassigned by selecting the Domain.
   • No - This means that the Role is assigned directly to the User. Observe that you can click the Unassign button for this Role and it will be removed from the list.

Tutorial

A tutorial walk-through of the the basic enPortal provisioning screens is available at Provisioning Quick Start.

LDAP Provisioning

The sections above detail how to use enPortal's provisioning tools to manage Domains, Users, and Roles inside of enPortal. Some organizations already have an LDAP server in place to manage Users and Roles. In this case, enPortal can map to the existing LDAP configuration and rely on LDAP for externally managing this information. For instructions on configuring LDAP with enPortal, see enPortal LDAP Configuration.