Using the New Connect Admin Portal

Note: For the CAP video training course, click here.

The Connect Admin Portal (CAP) allows a department to manage its Connect accounts. Accounts can be created, modified and deactivated using the CAP. Please note that the CAP is available only to Connect Departmental Administrators (CDAs) for those departments receiving e-mail service from Connect.

We strongly recommend that CDAs read the UCOP Electronic Communications Policy in order to understand users' rights and your responsibilities. UCSB Policies and Procedures provides additional information.

Before we dive into CAP functionality, here are a few definitions from the Connect Service Description you'll want to review:

Connect Account Types:

Person Account an email account that belongs to an individual person, such as a faculty or staff member
Functional Account an email account that belongs to a function; this could be a role, such as student receptionist, or a device, such as a fax machine
Calendar Resource an account intended only for scheduling with other individuals, such as a conference room or a laptop
Delivery Alias an email address that directs messages elsewhere; typically used to route messages from one place to another

Connect Address Types:

Connect Address <ucsbnetid>@ucsb.edu (e.g. jgaucho@ucsb.edu) - the address used to sign-in to an account
Additional Addresses You may add a number of additional addresses to a person account, such as a “department address” of the form <something>@<dept>.ucsb.edu

         

Create new Person Account:

  • Before creating a new person account the individual will need to meet a couple of prerequisites:
  1. They must have an active record, and a UCSBnetID and password, in the Identity Service. Individuals who aren't yet active will not appear in the CAP.  Identity records are created by becoming an active employee, student, or campus "affiliate". Employees get an active Identity record one day after their "active appointment date" in the payroll system (PPS). Employees who must have an active record before then can be made a "pre-hire affiliate" by their department's delegated editor (DDE) or by submitting an "Identity/Access" request to the ETSC.
  2. They must be tagged as belonging to your department's Connect service group. Individuals who aren't group-tagged will be visible in your search results, but without the group tag their account cannot be created and you will receive an error message. Your department's group tag owner must use the Identity Group Tagger to assign the individual to your Connect service group. For further details see information on Identity Services Group Management.
  • Login using your UCSBnetID and password
  • Click the Create New tab
  • From the Resource type drop down menu, select Person Account
  • Start typing the person’s last name in the Person field. You must select the name from the search results
  • Once selected, the user’s information will populate the necessary fields. These fields are populated based on the information currently in Identity
  • Add any Additional Addresses (aliases) if required,  To add aliases:
    • Scroll down to the “Additional Addresses” section and type the descriptive “Local Part” of the address (Example of the local part is the username or account name to the left of the @ symbol.) ie. <name>@<dept>.ucsb.edu
    • Verify or select a new version of the “Domain Part” of the address
    • Click Add Alias
    • Select the “Default Outbound” address if applicable.  This is the address that the account will ‘send mail as’ by default
  • Click Create New Person Account

Reset the Password for a Person Account:

Use this when you want to keep the person’s email account and auto-reply active, but prevent them from accessing the account.  This can be done only when the person’s Identity status is “terminated”.

  • Login using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Type the user’s last name in the search field
  • Select the user from the list of results
  • Confirm the Identity Status is terminated and the Connect Status is activated
  • Check the box to Reset Password
  • Scroll down and select Update
  • Click Yes, I am sure

Deactivate a Person Account:

We recommend that before deactivating a Person Account, you first enable an "out of office" auto-reply message on the account for a few weeks. 
Suspending an account will 1) prevent logins to the account, 2) block new email messages and calendar invitations (any sender receives a standard bounce message) and 3) disable any auto-reply message that has been enabled.

  • Login using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Type the user’s last name in the search field
  • Select the user from the list of results
  • Scroll down and select Deactivate
  • Click Yes, I am sure

Create New Functional Account:

This is an account that belongs to a function rather than an individual.  The function could be a role such as student receptionist or helpdesk or could be a device such as a scanner.

  • Login using your UCSBnetID and password
  • Click the Create New tab
  • From the Resource type drop down menu, select Functional Account
  • Enter the Display Name of the Functional account.  This needs to be at least two words and should start with your department abbreviation
  • Enter the Sponsor’s name.  This will be the user who will be responsible for the account
  • Select your Departmental Prefix from the drop down list.  Only departments you are a CDA for will be in this list
  • Enter the Account name you want to use, ie frontdesk, ricohscanner (you can see what the address will look like as you complete these fields.)
  • Add any Additional Addresses (aliases) if required.  To add aliases:
    • Scroll down to the “Additional Addresses” section and type the descriptive “local part” of the address. (An example of the local part is the username or account name to the left of the @ symbol.) ie <name>@<dept>.ucsb.edu
    • Verify or select a new version of the “domain part” of the address
    • Click Add alias
    • Select the “Default Outbound” address if applicable.  This is the address that the account will ‘send mail as’ by default
  • Click Create New Functional Account
  • Record the new account password
  • Provide it to the people using the functional account

Reset the Password for a Functional Account:

Do this when you need to generate a new password, eg when someone has forgotten the password.  There may be others using this functional account, so be sure they’re given the new password.

  • Login using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Type the name of the Functional account in the search field
  • Select the account from the list of results
  • Check the box to Reset Password
  • Scroll down and select Update
  • Click Yes, I am sure
  • Record the new password
  • Provide it to the people using the functional account

Deactivating a Functional Account:

We recommend that before requesting the deactivation of a Person Account, you first enable an "out of office" auto-reply message on the accountfor a few weeks.
Suspending an account will 1) prevent logins to the account, 2) block new email messages and calendar invitations (any sender receives a standard bounce message) and 3) disable any auto-reply message that has been enabled.  There may be others using this functional account.  Be sure they’re notified of the deactivation.

  • Login using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Start typing the name of the functional account and select the account from the list of results
  • Scroll down and select Deactivate
  • Click Yes, I am sure

Create a new Calendar Resource:

These are shared (not personal) calendars for scheduling rooms, vehicles, department events, etc.

Note: After you add a calendar resource, you might have to wait up to 24 hours for it to become available in everyone's calendar.

  • Log in using your UCSBnetID and password
  • Click on the Create New tab
  • Under the “Resource type” drop-down menu, click on Calendar Resource
  • Please follow our calendar resource naming conventions to make it easier for people to search for it:
    • Select your Departmental Prefix from the drop-down list – only departments you are a CDA for will be in this list
    • Enter the Resource Name (eg, if it is a room, use Building and Room Number without any spaces (eg, HSSB5115)
    • Select the Resource Type (eg, room) from the drop-down menu
    • Under “Resource Calendar To Be Created”, review the resource calendar name you have created (eg, lsit-room-HSSB5115)
  • If all of the information is correct, click Create New Calendar Resource
  • You will automatically have “Make changes and manage sharing” permissions for this calendar, so you can set sharing permissions for others in calendar settings

Delete a Calendar Resource:

This will permanently delete the calendar and its data.

  • Log in using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Start typing the name of the Calendar Resource (eg, lsit-room) and then select the resource from the list of results
  • Scroll down and select Delete

Create a new Delivery Alias:

Use this only if you need an address that delivers to a Google Group, mailing list, or any non-Connect external address.  If instead you want to add an additional address (alias) to an existing person or functional account, refer to that topic within "Create new Person Account" above.

  • Log in using your UCSBnetID and password
  • Click the Create New tab
  • Under the “Resource type” drop-down menu, click Delivery Alias
  • For the Source Address (alias), type the descriptive “Local Part” of the address
  • Verify or select the “Domain Part” of the address
  • For the Target Address (destination), type the descriptive “Local Part” of the address
  • Verify or select the “Domain Part” of the address
  • In the “Sponsor” field, type the name of the person responsible for this alias
  • Optional: In the “Expiration Date” field, select the date after which the alias is no longer needed
  • Click Create New Delivery Alias

Modify a Delivery Alias:

Use this when you want to change, for example, the Target Address.

  • Log in using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Type part of the alias address in the search field and then select the alias from the list of results
  • Edit the appropriate field(s)
  • Click Update

Delete a Delivery Alias:

Use this when you no longer need to forward emails sent to the Source Address.

  • Log in using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Type part of the alias address in the search field and then select the alias from the drop-down list
  • Click Delete
  • Verify the deletion by clicking on Yes, I am sure

Create a Google Group:

Use this to send a message to a single email address and have it distributed to multiple recipients for member discussions or announcements.

  • Log in using your UCSBnetID and password
  • Click on the Create New tab
  • Under the “Resource type” drop-down menu, click on Google Group
  • Type a Group name (eg, Econ Staff). This should start with the department’s name or abbreviation and consist of at least 2 words
  • Type the Address Local Part (descriptive part)
  • Select the Address Domain Part if it isn’t filled in automatically
  • Type the addresses of at least 2 Group Managers
  • Select the additional settings if needed
  • Optional: In the “Expiration Date” field, select the date after which the group is no longer needed
  • Click Create New Google Group

Modify a Google Group:

Use this to make changes to an existing group.

  • Log in using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Type part of the group address (eg, econ) in the search field and then select the group from the list of results
  • Edit the appropriate field(s)
  • Click Update

Delete a Google Group:

Use this when the group and its archives (if any) are no longer needed. They will be permanently deleted.

  • Log in using your UCSBnetID and password
  • Stay on the Manage Existing tab
  • Type part of the group address (eg, econ) in the search field and then select the group from the drop-down list
  • Click Delete
  • Verify the deletion by clicking on Yes, I am sure