Online Software Portal Quick Start Guide for Administrators. Online Software from Time Warner Cable Business Class

Transcription

1 Online Software Portal Quick Start Guide for Administrators Online Software from Time Warner Cable Business Class

2 Table of Contents Requirements... 3 Summary of Administrative Tasks... 4 Initial Setup... 5 Activating or Purchasing Services... 6 Adding Users... 9 Assigning Services Assigning Multiple Services to One User Assigning a Service to Multiple Users Setting Up Services Still Need Help? GSG Page 2

3 To relieve the burden and costs of Information Technology, Time Warner Cable Business Class offers Online Software to allow your company to focus on growing your business while enjoying the productivity benefits provided by IT. Gain fast, easy and convenient access to productivity tools from trusted experts including Microsoft, EMC and McAfee. Online Software features: Corporate-class with shared calendar and contacts Automatic and secure online backup for PCs Integrated PC security and desktop firewall Document sharing with full text search Business grade instant messaging Online, self-service management portal Convenient all-in-one billing Dedicated customer service This guide will provide instructions on the following administrative steps that need to be performed on the Online Software portal before users can access Online Software: 1. Initial set-up 2. Activate and/or purchase services 3. Add users 4. Assign Online Software services to users For instructions on how users can get started in using their Online Software services, please see the Online Software Quick Start Guide for Users at Requirements In order to access the Online Software portal, you will need: Internet connection, broadband speeds recommended Web browsers: Internet Explorer 7.0 or Firefox 2.0 and above You will also need a domain name if you are going to use any Microsoft products offered by Online Software, (i.e., Outlook with Exchange, SharePoint, and Office Communicator). If you need a domain name, please contact a Time Warner Cable Business Class representative at GSG Page 3

4 Summary of Administrative Tasks The following table provides an overview of the steps required to set up users and services within the Online Software portal. This document will describe each of these steps in detail. Service Start With Instructions Initial Set-Up Welcome 1. Click on link to Online Software portal. 2. Create a portal password. 3. Review agreement and click Accept. Activating Complimentary Services Purchasing Services Adding Users Assigning Services* Online Software portal home page Online Software portal home page Online Software portal home page Online Software portal home page and click on MANAGE ACCOUNT button on the top navigation bar There are two options for assigning services 1) assign multiple services to an individual user, or 2) else assign a single service to multiple services. See next box for details. 1. In the Getting Started section, click on the green action button beside the service that you wish to activate. 2. If you wish to activate other services, go back to the Home page and repeat Step 1. If you are finished, select Checkout. 3. After reviewing the order, select Place Order. 4. Review agreement and click Accept. 5. If prompted, enter service-specific details. 1. Click on the ADD SERVICES button on the top navigation bar. 2. Click on the service that you wish to purchase from the navigation bar on the left side. 3. Click on the ORDER NOW button beside the option you wish to purchase. 4. Enter the number of licenses that you wish to purchase in the Quantity column. To purchase other services, select Continue Shopping. Or else, select Checkout. 5. After reviewing the order, select Place Order. 6. Review agreement and click Accept. 7. If prompted, enter service-specific details. 1. Click on Add Users link. 2. Provide user details (name, , phone, role). 3. Repeat for each user. Individual User: User Management page 1. Click on Users to get to the Add and Manage Users page. 2. Select a user from the list of users and click on ASSIGN SERVICES button. 3. Select service(s) and click the SUBMIT button. 4. User details may be required; enter as instructed. 5. Repeat for each user. Multiple Users: Service Management page 1. Click on Services to get to the Manage Services page. Click on the service to be assigned. 2. Click on the ASSIGN SERVICE button. 3. Select each user that is to be assigned to this service. 4. Click the SUBMIT button. 5. User details may be required; enter as instructed 6. Repeat for each service. *See page 9 for special instructions for assigning McAfee, MozyPro and SharePoint services. GSG Page 4

5 Initial Setup Once you have indicated your interest in using Online Software to your Time Warner Cable Business Class account representative, an Online Software portal account for your company will be created. 1. The Primary Administrator 1 is the designated Online Software contact for the account and will receive a welcome with initial login instructions. Click on the login link provided in the You will be prompted to create an Online Software portal password. The password must contact 8 to 20 characters and at least one each of the following characters: capital letter, number and special character (e.g., *,!, &). 3. After entering the new password, click on SAVE & CONTINUE 4. In the Terms and Conditions page, click on the Accept radio button and click on CONTINUE. You will be sent to your Home page. 5. You are now ready to activate and/or purchase services as described in the next section. 1 The Primary Administrator can be changed when at least one other user is added and assigned with an administrative role. GSG Page 5

6 Activating or Purchasing Services Based on the Time Warner Cable Business Class Internet Access plan that your company is using, complimentary licenses of Online Software may be available. In order to check if your company is eligible for complimentary licenses follow these steps: 1. Go to the Home page or login at 2. The Getting Started section will show the number of complimentary licenses 2 that are available for your account. To set up free services, go to the Activating Complimentary Online Software section. To purchase services or additional licenses, go to the Purchasing Online Software section. Activating Complimentary Online Software 1. From the Home page, click on the green action button beside the service you wish to activate in the Getting Started section. You will be sent to the Shopping Cart page. 2. In the shopping cart, the Quantity column lists the total number of complimentary licenses available to your company. If you wish to activate either less or more licenses, then change the quantity. NOTE: If you select a quantity that is greater than the number of complimentary licenses, charges for additional quantity are automatically calculated into the order price. Click on View Price Chart for details. 2 Availability of Online Software is limited to qualified Internet Access plans. To find out which plans qualify, please contact your Time Warner Cable Business Class representative. GSG Page 6

7 3. Click the CHECKOUT button to proceed to the Review Order page. 4. After reviewing the order, click the PLACE ORDER button to continue. 5. Accept the Terms and Conditions of the service that you are activating or ordering and click CONTINUE. 6. You may be prompted to enter additional information based on the service that you are activating or ordering. Listed below are explanations of data you may be asked to provide. After entering the information, click the SUBMIT button. Data Field Unique Organization Domain (Outlook, SharePoint) SharePoint Sub-Domain (SharePoint) Display Name (Outlook) Unique User Alias (Outlook, Communicator) Explanation A domain name is required for all Microsoft services, including Microsoft Outlook, SharePoint and Communicator. For example, the domain name for address, jill.smith@123-company.net and website address, is 123-company.net. If you do not have a domain name, and wish to purchase one from TWCBC, please contact us at , option 1. Enter the name that you wish to use for your SharePoint account. This name will be part of the URL that your company will use to access SharePoint. For example, the sub-domain is intranet in this example SharePoint URL Enter how the user s name should be displayed in Outlook s contact list and outgoing . The display name is typically the person s first name and last name (e.g., Jill Smith or Smith, Jill ). Enter what should appear before sign of this user s address. For example, jill.smith is the user alias in the address jill.smith@123-company.net. 7. You have finished adding the service. To add more complimentary services, click on the HOME link to go back to the Home page and repeat these steps. If you are finished adding services, you are now ready to add users by following instructions in the Adding Users section. GSG Page 7

8 Purchasing Online Software 1. From the Home page, click on the ADD SERVICES button on the top navigation bar. 2. The navigation bar on the left side lists all Online Software services that are available. Click on the service that you wish to purchase or find out more information. 3. A service may have multiple purchase options. Select the ORDER NOW button beside the option that you wish to purchase. 4. Enter the number of licenses in the Quantity column and select CHECKOUT. 5. After reviewing the order, click the PLACE ORDER button to continue. 6. Accept the Terms and Conditions of the service that you are activating or ordering and click CONTINUE. 7. You may be prompted to enter additional information based on the service that you are activating or ordering. See the table in Activating Complimentary Online Software section, Step 6, for explanations of data you may be asked to provide. After entering the information, click the SUBMIT button. 8. You have finished purchasing this service. To add more services, repeat these steps. If you are finished adding services, you are now ready to add users by following instructions in the next section. GSG Page 8

9 Adding Users 1. Click on the MANAGE ACCOUNT tab in the upper main menu. Click on the Users link to get to the Add and Manage Users page. 2. Click the ADD USER button on the right. 3. Provide the relevant information in Step 1. Select from one following options in Step 2: a. To add more users, select No, do not assign services and click the ADD ANOTHER button to save this user and add another user. Repeat until all users have been added. When you are adding the last user, select either option b or c. b. To assign services to this user, select Yes, assign services to user and click the SUBMIT button. The user information will be saved and you will be forwarded to the Assign Services page. Follow the instructions in assigning services as described in the next section. c. To save this user and continue, select No, do not assign services and click the SUBMIT button. The new user will be sent an with login information, including a temporary password. 4. You are now ready to assign services as described in the next section. NOTE: Orders must show Fulfilled status before users can be assigned to the service. To check the order status, click on the MANAGE ACCOUNT tab in the main menu and select Orders in the sub-menu. GSG Page 9

10 Assigning Services There are two ways in which you can assign services to users. You can either assign multiple services to an individual user or else assign a single service to multiple users. Depending on the number of users and services that you need to assign, either one of these options or a combination of these options may be applicable to you. For Microsoft SharePoint, McAfee, and MozyPro, please note the following: Microsoft SharePoint: You will have to assign users directly within the SharePoint site. Details are available in the SharePoint Getting Started Guide at McAfee Security as a Service: Only use the Online Software for assigning McAfee to administrator users. For end users, use the McAfee SecurityCenter. Details are available in the McAfee Getting Started Guide at MozyPro Online Backup: You will need to assign this service to just one user at a time. Please follow the steps for Assigning Multiple Services to One User. Assigning Multiple Services to One User 1. Click on the MANAGE ACCOUNT tab in the upper main menu. Click on the Users link to get to the Add and Manage Users page. NOTE: If you selected Yes, assign services to user when you were adding a user as described in the previous section, you should already be on the Assign Services page. Skip to Step Go to the list of users. Select the radio button beside the user that you wish to assign services. Click the ASSIGN SERVICES button. GSG Page 10

11 3. On the Assign Services to User page, select the service(s) that you wish to assign to this user and click on the SUBMIT button You may be prompted to enter additional information based on the service that you are assigning. Listed below are explanations of data you may be asked to provide. After entering the information, click the SUBMIT button. Data Field Display Name (Outlook) Unique User Alias (Outlook, Communicator) Mozy User Role (MozyPro) Explanation Enter how the user s name should be displayed in Outlook s contact list and outgoing . The display name is typically the person s first name and last name (e.g., Jill Smith or Smith, Jill ). Enter what should appear before sign of this user s address. For example, jill.smith is the user alias in the address jill.smith@123-company.net. Select whether the user should have administrative or normal access. The first user that is assigned to MozyPro will automatically be assigned as an Administrator. If a subsequent user is selected as Administrator, then the previous Administrator will automatically lose their administrative access and become a normal user. 5. To assign services to other users, go back to Step 2 and repeat. If you wish to assign a specific service to multiple users, then follow the instructions in the next section. If you are finished assigning services, you are now ready to follow the instructions to set-up services. 3 If the number of Licenses in Use is equal to the number of Licenses Purchased, you will have to purchase additional licenses before you can assign the service to this user by clicking on BUY MORE LICENSES. Follow the on-screen instructions. GSG Page 11

12 Assigning a Service to Multiple Users 1. Click on the MANAGE ACCOUNT tab in the upper main menu. 2. Select the Services link in the upper sub-menu. On the Manage Services page, you will see a table with all Online Software services that have been activated and purchased for your account. Click on the name of the service that you wish to assign to users. NOTE: You will not able to assign multiple users to MozyPro. Instead follow the instructions in the previous section to assign one user at a time to this service. 3. On the Service Details page, click on the ASSIGN SERVICE button on the right side. 4. Check each user that you want to assign this service and click on the SUBMIT button To assign multiple users to other services, go back to Step 2 and repeat. If you are finished assigning services, you are now ready to follow the instructions to set-up services. 4 If you receive a message indicating that you do not have the sufficient number of licenses to assign the service to users, you will have to purchase additional licenses by clicking on ADD SERVICES tab on the main menu. Follow the on-screen instructions. GSG Page 12

13 Setting Up Services You are now ready to perform set-up the different services that you have activated in the previous sections. The following services require administrative set-up activities: Microsoft Outlook with Exchange McAfee Security as a Service Microsoft SharePoint The table below provides an overview of the required set up activities administrators must perform. For detailed instructions, please view the Getting Started Guides for each specific application available in the Setting Up Services - Admin section in the Online Software portal home page. Service Start With Instructions Microsoft Outlook with Exchange McAfee Security as a Service Microsoft SharePoint Online Software portal home page > Click on SharePoint under My Services > Access SharePoint Admin Console Online Software portal home page > Click on McAfee under My Services > Access to McAfee s Security Center *Existing virus and firewall software needs to be uninstalled from computers prior to installing McAfee Online Software portal home page > Click on SharePoint under My Services > Access SharePoint Admin Console 1. Update DNS records where your domain is hosted. 2. Migrate account(s) if needed. 3. Configure application as needed (e.g., create contact and distribution lists, set up mobile device access, etc.). For detailed instructions, view the Administrator s Getting Started Guide for Outlook at 1. Click on Install Protection to set up installation process. 2. Follow the instructions on the Installation Wizard. In the final step, the installation URL is displayed. 3. the URL along with installation instructions to all users. For detailed instructions, view the Administrator s Getting Started Guide for McAfee at 1. Update DNS records where your domain is hosted. 2. Change user permissions if needed (by default all users have Admin rights) 3. Configure application as needed (e.g., permissions, work spaces, etc.). For detailed instructions, view the Administrator s Getting Started Guide for SharePoint at Still Need Help? Refer to the links available in the Setting Up Services or the Support sections in the Online Software portal home page. If you still need help setting up Online Software, contact us at GSG Page 13