User management

Exception domains

Users are allocated to organisations according to the domain name in their email address. The exception domain feature prevents general domains (like @gmail and @hotmail) from being automatically allocated to an organisation. However, a user with an exception domain email address may be added manually to any organisation. Many popular exception domains are prepopulated into Collaborate, but System Administrators are encouraged to add others.
Select the
Exception domains
 tab.
The
Exception domains
 section has two principal functions: To create new exception domains and to manage existing exception domains.

Create a new exception domain

To add a new exception domain, select the
Add exception domain
 button and enter the exception domain in the Add new domain section.
Exception domains can be
Active
,
Pending
 or
Archive
. By default, all new domains are set to be
Pending
. Change the domain status to
Active
 to allow users with this domain to log in. Change the status to
Archive
 later if users with that domain should no longer be able to log in.

Edit an existing exception domain

To edit an existing exception domain, click on the domain in the list and edit the details. An existing exception domain may be changed in the following situations.
Associate a mistaken exception domain with an organisation
If a mistake was made and a regular domain (like "hotmail.com") was marked as an exception domain, the domain can later be associated with an organisation. First, edit the mistaken exception domain name, make it a fake domain ("hotmail-123.com") and set the status to
Archive
.
Then go to the Organisation administration page, find or create the appropriate organisation, and then create a new domain ("hotmail.com") that is associated with the selected organisation.
If any users had been added to the system with the old domain ("hotmail.com"), their email addresses would have automatically been changed to contain the new, fake (and archived) domain (hotmail-123.com). So
jsmith@hotmail.com
 would now be
jsmith@hotmail-123.com
. Find each of those users (searching by the new, fake domain) and move them to the correct organisation, and at the same time change their email domain back to the correct domain ("ibm.com"), by using the instructions found here.
Change a mistaken organisation domain to an exception domain
Suppose a mistake was made and an exception domain was associated with an organisation (like "gmail.com" was mistakenly associated with IBM). In that case, the domain can be changed to be treated as an exception domain. Go through these steps:
  1. Go to the
    System Admin
     console.
  2. Go to the
    Org admin
     tab on the left and find the organisation the exception domain was associated with (here, IBM).
  3. On the admin page for that organisation, click on the
    Domains
     tab on the left.
  4. Find the exception domain ("gmail.com") and click on it to bring up the
    Edit domain
     page for that domain. From there, change the domain to a fake domain (this will be temporary) and hit
    Save
    . For example, change "gmail.com" to "gmail-fake.com".
  5. Go back to the
    System Admin
     console and click on
    Exception domains
     tab on the left.
  6. Click on
    Add Exception
     domain and add the correct domain (for example, "gmail.com") as an active exception domain and hit
    Save
    .
  7. Go to the
    System Admin
     console again and click on the
    User admin
     tab on the left.
  8. Find every user with the fake domain (in this example: "gmail-fake.com"). The user search can be restricted by domain. For each user (do this for one user at a time), check the box next to the user's name and click on the
    Move
     button. Then select the correct organisation for this user: the organisation that the user was originally assigned to or should be assigned to (here IBM), and then select the exception domain that was just added (in this example, "gmail.com").
  9. Finally, go back to the
    Org admin
     page, find the organisation (here, IBM), click on
    Domains
     on the left, find the fake domain (here, "gmail-fake.com") and set the status to
    Archive
    .

This article applies to:

  • PRODUCT: HighQ
  • Subject: User account