Mimecast MSP - Managing Users

This article contains information on searching, creating, changing, and removing users in in the Mimecast Partner Portal, including sorting and filtering options, user registration status, and role assignments.

Preconditions

• You have a Mimecast Partner Portal Administration role.
• You have a suitable Administrator role in Salesforce, if needed.

Searching for a User

The search function can be used to find a specific user. This filters the list of displayed users based on the entered text.

You can search for a user, by using the following steps:

1. Click on your Account Information toolbar icon. A drop-down menu is displayed.
2. Click on the User Maintenance menu item. A list of the users is displayed.
3. Enter some text in the Search Users field.
4. Click on Go. The results are displayed.

 

• You can sort all columns in the list of users. Click on the column header to sort alphabetically from A to Z. Click the column header again to sort alphabetically from Z to A.
• Use the alphabetical links above the results list and filter drop-down in the top right-hand corner to filter the results further.

Registered / Unregistered Users

The "Registered" column in the customer list displays a user's registration status via an icon.

• Registered users can log on to the Partner Portal signified by the green tick  icon.
• Unregistered users cannot access the Partner Portal signified by the red cross     icon. Instead, they've been sent an email containing a link to complete the registration process. Once completed, their status changes to "Registered." In addition, the link requires the user to:
  • Set and confirm a password.
  • Set a security question. This is used if you need to reset your password in the future.

Creating a User in the Mimecast Partner Portal

Users with the MSP Administrator roles can create users for each customer account. This includes adding their contact details and specifying each user's role. In addition, these roles control the functions a user can perform. See the Understanding Administrator Roles page for more information.

The user must have an account on the Mimecast grid before you can create a user. If you are in doubt whether this is the case, contact Mimecast Support.

You can create a user, by using the following steps:

1. Log in to the Mimecast Partner Portal.
2. Click on Account Information | Create User.
   
3. Enter User details, as follows:
   

   Field / Option	Description
   Name	Enter the user's name.
   Email	Enter the user's email address.
   Phone Number	Enter the user's phone number.
   Partner Roles	Select a role for the user, depending on what functions they are to perform: • MSP Administrator: The user can place orders, view existing customers, create users, assign roles, and set up standard partner configuration information for the RFI form. • MSP Helpdesk: This user has access to all customers for management but cannot create prospects or place orders. • MSP Implementation Lead: The user can place orders, provision new customers, and complete the RFI forms. This role should be assigned to the technical contact. • MSP Prospects: This user can create new prospects without placing orders or managing existing customers. • MSP Sales: The user has administrative access to PIMS, including the ability to set up a company.

4. You can optionally click on Add Another User, to add details for another new user.
5. Click on Next.
6. Click on Finish.
7. The new user is added. If an MSP Administrator Role was selected for them during setup, their user's role is set to Basic Administrator.
8. The new user receives an email, to enable them to reset their password.
   
   

Creating a User under a Partner Account in Salesforce

Users with the MSP Administrator roles can also synchronize new  users added via Salesforce, by using the following steps:

1. Log into Salesforce.
2. Create a new Contact under the Partner Account, and set Portal Access to MSP.
3. Wait for the Contact to synchronize to the Partner Portal.
4. Log in to the Mimecast Partner Portal.
5. Click on Account Information | User Maintenance.
6. Search for the newly synchronized user.
    
7. Click on the Thumbs Up icon.
8. Select the required Roles for the user, and click on Invite.
    
9. The new user is added. If an MSP Administrator Role was selected for them during setup, their user's role is set to Basic Administrator.
10. The new user receives an email, to enable them to reset their password.
    
    

Removing a User's Access

Before removing users from the portal, be sure to remove their MSP Administrator Role in the Partner Portal.

You can remove a user's access to the portal (e.g. if a user leaves the company). To terminate a user's access, use the following steps:

1. Log in to the Mimecast Partner Portal.
2. Click on Account Information | User Maintenance.
3. Search for the user you wish to remove MSP Administrator functionality for, and click on Edit User.
   
    
4. Unselect MSP Administrator and click on Save.
    
5. Basic Administrator access is removed, for the user.
6. To remove the user's access to Partner Portal, click on the icon next to the Edit icon in User Maintenance, for the user.

Changing a User

You can change a user, by using the following steps:

1. Log in to the Mimecast Partner Portal.
2. Click on Account Information | User Maintenance.
3. Search for the user you wish to add MSP Administrator functionality for, and click on Edit User.
   
    
4. Select MSP Administrator and click on Save.
    
5. The user's role is set to Basic Administrator.

From inside a user record, click on User Status Check to display summary information of a user account, their Mimecast grid, and the last log-in error.

See Also...

• Managing Prospects
• Managing Customers