Creating a Marian College Email Account Only for Students



Creating SabreNet, Email, and Marian Online 2 Accounts for Staff and Faculty

Note: You will receive a request to setup accounts for a new staff member or faculty member via an email from webmaster@marianuniversity.edu titled “Account Request”. When you receive this email, you will need to create an account sheet listing the staff/faculty’s SabreNet, Email, and Marian Online 2 account information.

1. Prior to entering a new faculty or staff member into PowerCAMPUS, verify if the person does or does not already exist in PowerCAMPUS.

a. Open PowerCAMPUS and then open any setflow (i.e. Admissions, Academic Records, etc.)

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b. Select “Workflow” from the Main menu and then “People”

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c. Type in the name of the person you are searching for and click “Get Data”

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d. If the person shows up in the returned data, they are officially in PowerCAMPUS. However, to verify this is the same person, you should compare the information received in the “Account Request” email against the information in PowerCAMPUS (i.e. full name, address, Birthdate, phone number, etc.). If its determined this is the same person, they do not need another PowerCAMPUS record.

2. If the person does not exist in PowerCAMPUS, create them using the information provided on the “Account Request” email from sender webmaster@marianuniversity.edu

a. Open PowerCAMPUS.

b. Click any of the setflows on the left hand side of the screen to open it.

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c. Select “Workflow” from the Main menu and then “People”

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d. Click the “New” button on the Menu bar after which an empty dialog box will appear.

Note: this dialog box will open on the “People tab” by default. [pic]

e. Input data from the “Account Request” email into the People tab (i.e. First, Middle, and Last name, Birth date, in the Preferred Address field select Home (or Local if no home address is listed on the Account Request sheet), and select gender). [pic]

f. Save the account by clicking the Save button on the Menu bar.

g. Enter the SSN

i. Call the person who requested this account (the requestor’s name should be listed in the very last field on the Account Request email) and get the SSN for the new employee.

ii. Double click the “Secure Info” box (looks like a pad lock)

iii. Enter the SSN into the “Government ID” field

iv. Save the changes to this account by clicking the “Save” button on the Menu bar.

v. Close out of the “Secure Information” box

vi. We do make sure to get SSN for ALL employees except for Sodexo/Campus Facilities people (e.g. Maintenance, Housekeeping, etc.) that Sue Emmer requests an account for or Board Members that Carey Gardin requests an account for.

h. The People ID number is automatically generated once you save the account the first time.

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i. Enter Addresses

i. Go to the “Address” tab and select “Home” under Address Type.

1. To get to the Address tab choose “Options” from the top level menu and then choose “Address”

2. Or use the left and right scroll arrows on the far right side of the record.

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ii. Click the “+” sign beside the column titled “Recurring” to expand the field.

iii. Enter the person’s home address listed on the Account Request email. An example is below. You do not need to enter an email address at this time.

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iv. Click “Insert” from the top level Menu icons to add a new record for the Local address.

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v. For the Local address type, select “Local” from the Address Type drop down and enter the address for Marian (45 S. National Ave Fond du Lac Wisconsin 54935) as shown below. You do not need to enter an email address at this time.

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vi. Click the Save button to save changes.

j. Enter Phone Numbers

i. Go to the “Phone Numbers” tab

ii. Enter the mobile phone number from the Account Request email (if any) first on the Phone Numbers tab. Choose “Mobile Phone” from the Phone Type drop down and enter the phone number (without any special characters) into the Phone Number field. (see screen shot below)

iii. If the requestor listed the person’s Marian number in the Account Request email also enter it on the Phone Numbers tab by choosing the “Insert” button from the top level icons. Then choose “Secondary Phone” for the Phone Type, Type in “Marian” in the Description and enter the phone number (without any special characters) into the Phone Number field (see screen shot below.)

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k. Go to the “Record Type" tab and choose “Employee” from the drop down as the record type.

• If the person is a Faculty member they will need to have two record types (one as “Employee” and the other as “Faculty”). To insert another Record Type, click the “Insert” button on the Menu bar icons and choose “Faculty” from the drop down menu.

• If the person is a Sodexo employee, they need an “Employee” record type and a “Food Services” record type.

• If the person is a Campus Services employee they need an “Employee” record type and a “Facilities” record type.

• If the person is a Security Officer they need an “Employee” record type and a “Security” record type.

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l. Click the Save button to save changes.

3. Input the Staff/Faculty information in the IQWeb_accounts.xls spreadsheet. (The email address is established in this step of the process)

a. Open P:\Integrations\Accounts\IQWeb_accounts.xls spreadsheet.

b. Delete any data currently in the spreadsheet (do not delete/alter row number 1).

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c. Manually enter (*It’s best to just copy and paste*) information needed into the IQWeb_accounts tab of the spreadsheet.

i. In the “PEOPLE_CODE_ID” field, enter the letter “P” plus the 9-digit People ID number (no dashes). The People ID number is the 9-digit number automatically generated by PowerCAMPUS in Step 2.

ii. In the “Alias” field enter the first initial of the first name, followed by the first initial of the middle name (if any), then the entire last name, followed by the 6th and then 8th digit (starting from the left) of the People Id (people id is just the digits of the people code id e.g. 000012345). If the 6th and 8th digit equal 69 then make the number 60 instead. Don’t include any spaces or apostrophes, or accent marks. Note: Make sure the username is 20 characters or less, so cut down any extra characters (this, 20 characters, is a based on AD limiting usernames to 20 characters).

iii. To get the password needed for the “Password” field, go to the Passwords tab of the spreadsheet. Select and copy a password from Column A. Next, go back to the IQWeb_accounts tab of the spreadsheet and right click in the necessary Password cell, then select “Paste Special” select “Values”, and then “OK”.

iv. In the “EMAIL” field, enter the alias listed under the “Alias” field followed by @marianuniversity.edu.

v. In the “LAST_NAME”, “FIRST_NAME”, and “MIDDLE_INIT” columns, enter the necessary information (entire last name, entire first name, and first letter of middle name) respectively in each column.

vi. In the “COLLEGE_ATTEND” field, type in “FACULTY” or “STAFF” (FACULTY and STAFF are case-sensitive). Use whatever the account requestor checked/entered on the New User Account Request form.

vii. Leave the “APP_STATUS_DATE” field empty.

viii. Leave the “Personal_Email_Address” field empty

ix. Add the PersonId to the spreadsheet

1. Go to this link:

2. Type the person’s People Code ID into the box that says “People_Code_ID” and then click the “View Report” button on the right side of the screen.

3. A PersonId will display on the screen.

4. Add this PersonId to the spreadsheet in the appropriate field.

x. Save but keep this spreadsheet open.

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4. Check AD (Active Directory) to make sure that no one currently has the Username that you created in the previous step.

a. If there is not anyone else with that username currently in AD, leave the spreadsheet as is.

b. If there IS someone in AD with that username, you will need to change the username to something that is not in AD. Typically just increasing the last digit in the username will resolve this issue if it arises. Be sure to check AD again to make sure no one has the new username you gave the person.

c. Do a check in AD on the “Users, Contacts, and Groups” tab as well as the “Advanced” tab to search the “Company” field. The “Company” field houses old usernames.

5. Send Tony Steinmetz and Andrew (Andy) Miller the necessary “.csv” spreadsheet for email account creation.

a. Open P:\Integrations\Accounts\IQWeb_accounts_staff.csv spreadsheet for a new staff member or the P:\Integrations\Accounts\IQWeb_accounts_Faculty.csv spreadsheet for a new faculty member.

b. Delete any information currently in the spreadsheet (do not alter row number 1).

c. Enter the information into the .csv spreadsheet per the column headers. Copy and paste the information from the IQWeb_accounts.xls spreadsheet filled in earlier.

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d. Save and close the IQWeb_accounts_staff.csv or the IQWeb_accounts_Faculty.csv spreadsheet.

e. Locate the original “Account Request” email from sender webmaster@marianuniversity.edu.

f. Forward this email to Tony Steinmetz and attach the .csv spreadsheet(s) that were just updated (IQWeb_accounts_staff.csv or the IQWeb_accounts_Faculty.csv spreadsheet).

6. Insert new user(s) into the PersonUser table.

a. NOTE: Alternatively to the following steps (5b-5d), you can run the below SQL statement (replacing it with the appropriate PersonId and Username) in SQL Server Management Studio to insert the person into the PersonUser table for the current version of PowerCAMPUS.

insert into personuser (personid, username)

values ('12345','facultystaffusername99')

NOTE: In the 8.3.1 and beyond verion of PowerCAMPUS you’d need to run the below script. You will need to put in the “real” user values in red font before running this.

insert into personuser (personid, username, userstoreid,nonqualifiedusername)

values (‘12345’,'username99','2','username99')

b. First, open the “PersonUser Table Import.xls” file located at P:\Integrations\Accounts\PersonUser Table Import.

c. Fill in the “PersonUser Table Import.xls” file with data from the IQWeb_accounts.xls spreadsheet. Note there may be data already in the file from the last time this job was ran. So you’ll want to remove that old data. You can update the CreateDate and RevisionDate fields with today’s date (keep the formatting as is), you can leave the time as it is at 1am. Save and close the File.

d. Run the SSIS package PersonUser Table Import.dtproj at P:\Integrations\Accounts\PersonUser Table Import\PersonUser Table Import\PersonUser Table Import\ PersonUser Table Import.dtproj. Once you open that project click the “Data Flow” tab and then click “Debug” from the menu and the choose “Start Debugging”. The three rectangle boxes in the middle of the screen should turn green. After that happens choose “Debug” and then “Stop Debugging”. After running this job you can close this package. This will insert the necessary people into the PersonUser Table.

7. Add the Person’s Marian Email Address into their PowerCAMPUS record.

a. NOTE: You can manually do this step by going back into the “Address” tab of the person’s PowerCAMPUS record and manually adding in the person’s Marian email into both the Local and Home address records. In which case you can skip the process of running the script listed in the next steps of this section.

b. NOTE: If a person happens to have a PERSONAL email address in the email field, be sure to copy that email address over to the Telecommunications tab. And then overwrite the Personal email address on the Address tab with their Marian email address.

c. Update the Excel file Non-Trad Email Addresses.xls located at P:\Integrations\Accounts\NonTrad Email Updates with data from the “IQWeb_accounts.xls” file. The Email Address column in the Non-Trad Email Addresses.xls file is the Marian University email address of the person which is just their alias/username combined with the @marianuniversity.edu. Save and close the Non-Trad Email Addresses.xls file.

d. Make sure the NONTRAD_MARIAN_EMAIL_ADDRESSES SQL table is empty. Run this query in SQL to make sure the table is empty (delete from nontrad_marian_email_addresses).

e. Run the SSIS package NonTrad Email Address Updates at P:\Integrations\Accounts\NonTrad Email Updates\NonTrad Email Adress Update\NonTrad Email Adress Update. After running this job you can close this package. This package will upload the Marian email addresses into the NONTRAD_MARIAN_EMAIL_ADDRESSES SQL table.

f. Insert the Marian email addresses into PowerCAMPUS by running the SQL script Overwrite Email PC Email Addresses.sql. located at P:\Integrations\Accounts\NonTrad Email Updates. This will insert the person’s Marian email into their preferred email address record in PowerCAMPUS.

8. You can close the IQWeb_accounts.xls spreadsheet if you still have it open.

9. Create the single page account sheet with the new staff/faculty login and password information for SabreNet, Email, and Marian Online.

a. Open P:\Integrations\Accounts\ New Faculty-Staff.docx Word document.

b. Select “Yes” at the dialog box.

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c. Click the “Merge to New Document” button (on the Mail Merge toolbar) and then select “All” at the dialog box that appears.

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d. This will generate another Word document with personal SabreNet, Email, and Marian Online account information for the faculty/staff member(s).

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e. Convert and save this word document as a PDF file by: Clicking Adobe PDF on the Main Menu bar and then select Convert to Adobe PDF. Rename it “Account sheets” followed by the current date (i.e. “Account sheets20080211” if today’s date were February 11, 2008). Save it in the P:\Integrations\Accounts folder.

f. Close but do not save changes to the Word documents.

10. Send Tammy Thornton the newly created PDF account sheets for distribution.

a. Locate the “Account Request” email from sender webmaster@marianuniversity.edu.

b. Forward this email to Tammy Thornton and attach the PDF Account sheet(s) that were just created.

11. Insert the newly created PDF Account Sheets into the Master PDF File.

a. Open P:\Integrations\Accounts

b. Right click the file titled “Account sheets.pdf” and select “Open with Acrobat 8”.

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c. Click “Document” in the Menu bar and then “Insert Pages”.

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d. Find the PDF file you just created and select that file (should be titled Account sheet followed by the current date).

e. At the dialog box, select “After” for the Location and “Last” under the Page section and click “OK”.

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f. Save the PDF.

12. If the person who requested the account checked “Yes” that the new user needs PowerCAMPUS access, have that person who is requesting the account contact Joe Linder. They can talk with Joe about what access/permission the person needs to have in PowerCAMPUS and he can set that up. Note: Sue Emmer (for reasons I am not sure of) checks the “Yes” box that the Sodexo/Campus Facilities people she is requesting an account for needs PowerCAMPUS access. This isn’t true as none of the Sodexo/Campus Facilities people need PowerCAMPUS access so it is safe to ignore that for any Sodexo/Campus Facilities people Sue Emmer requests accounts for.

13. Finished.

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The 9-digit People ID number, which is automatically generated, is shown by the arrow in red.

The save button is circled in red.

Tip: When you type in a first and last name do not include spaces before or after the comma.

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