Provision user accounts and distribution groups

You can provision user accounts by choosing Active Directory (AD) Organizational Units (OUs). The User Management Tool matches accounts based on email address and adds or updates employee account information in ShareFile.

When you add a distribution group and create employee accounts, users accounts are linked to AD only if those users already have a ShareFile employee user account. If an employee user is not in the account, they do not appear in the distribution group created using the User Management Tool.

When ShareFile synchronizes with AD, ShareFile uses sign in names and email addresses to validate employee accounts against AD. AD groups synced with ShareFile through the User Management Tool sync as a distribution group in ShareFile.

ShareFile has a limit of 2,000 users per distribution group.

Provision accounts and groups

To provision accounts and groups:

1. Sign in to the User Management Tool. The connected subdomain appears on the Dashboard. To connect to a different subdomain, select the subdomain icon.

2. To add users from AD:

   1. Select the Users tab. Your AD Organizational Units (OUs) displays.

   2. Select one or more objects as needed and then select Add Rule.

   3. In the Edit Users Rule dialog box, review and update the options as needed.

   You can specify storage quotas, whether to use values from AD for employee information, and settings for new accounts, such as a storage zone and user permissions. For more information, select the question mark icon in the dialog box.

The settings are applied when a new account is created.

Distribution groups

To add distribution groups from AD:

1. Select the Groups tab.

2. Select one or more groups as needed and then select Add Rule. The Edit Groups Rule dialog box opens.

3. To create and update new employee accounts and distribution groups, select the check boxes for Create a ShareFile distribution group… and Update the ShareFile distribution group….

   If you create employee accounts and a user in an AD group already has a ShareFile employee account, the account is linked to AD.

4. In the Edit Users Rule dialog box, review and update those options as needed.

Rules

To apply the added rules, select the Rules tab.

• The Rules area lists all added rules.
• The Desired Users or Desired Groups area lists the users or groups added by the selected rule.
• The Actions area shows the results of the applied rules.

To manage rules:

• To make a rule active or inactive, select a calendar icon. The calendar icon for an inactive rule is dimmed.
• To delete a rule, select it and select Delete.
• To view the user accounts or groups added by a rule, select the rule. The information to be added appears in the Desired Users or Desired Groups area.

To preview the results of all active rules, select Refresh.

The changes that occur when the rules are run appear in the Actions area. If no changes are listed, the rules you applied do not result in new or changed user accounts or groups. Select a user to view details provided from AD.

To immediately apply the active rules, select Commit Now.

Scheduling

To ensure that ShareFile is kept up-to-date with AD changes, specify a synchronization schedule.

To schedule AD synchronization for all active rules, select Schedule and use the Save Job dialog box to create a named job and specify a synchronization schedule. You can also update a job.

Jobs are stored in %ProgramData%\\Citrix\\ShareFile\\UserManagementTool\\Jobs.

To specify advanced scheduling features such as triggers and conditions, specify a Schedule of Manual and then use Windows Task Scheduler.

If you run the scheduled job as a non-administrative user, you must configure it to use the proxy settings as described in the “Configure a proxy server” section of Configure the User Management Tool.

To view recent activity and synchronization results, select the Dashboard tab.