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Controlled Copy Service Account/Common M ailbox Management
Cognizant Technology Solutions
Service Accounts/Common Mailbox Management
Help Guide
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the explicit written approval from Cognizant’s Executive Leadership Team.
Controlled Copy Service Account/Common M ailbox Management
Contents
Identity self-service: Service Account/Common Mailbox Management ................................................... 3
How to access the activities ....................................................................................................................... 3
Features ..................................................................................................................................................... 4
Other Accounts Creation ........................................................................................................................... 4
My Accounts .............................................................................................................................................. 7
Account Properties .................................................................................................................................... 8
Project Remapping .................................................................................................................................... 9
Account Recertification ........................................................................................................................... 11
Password Change ..................................................................................................................................... 13
Requestor Change ................................................................................................................................... 14
Account Deletion ..................................................................................................................................... 17
Common Mailbox Access Management .................................................................................................. 18
Controlled Copy Service Account/Common M ailbox Management
Identity self-service: Service Account/Common Mailbox Management
How to access the activities Two features (Create other accounts and manage my accounts) are provided in other accounts tab for Other
Accounts creation and management.
Controlled Copy Service Account/Common M ailbox Management
Features This module deals with creation and management of other accounts (common mailbox and service accounts) by
Cognizant Associates with role Senior Associate and above.
Following are the functionalities that are provided with other accounts management
• Other Accounts creation
• My Accounts – To list the accounts a user owns
• View Properties of accounts
• Remap accounts to another project
• Recertify accounts
• Password Change for accounts
• Requestor change for accounts
• Deletion of accounts
• Common Mailbox Access Management
Other Accounts Creation
Service Account Creation
• Service Account creation can be initiated by Cognizant Associates who are having role of Senior Associate or
above.
• For the creation of an account, if the associate is the project manager of the project to which the account is to
be tagged then there will be an auto approval otherwise an approval request will be send to the Project Manager
Primary Approval) and Messaging Team(Secondary Approval) .The account will be created only after the
manager and the messaging team approves it.
Common Mailbox Creation • Common Mailbox creation can be initiated by Cognizant Associates who are having role of Senior Associate
or above.
• For the creation of an account, if the associate is the project manager of the project to which an account is to
be tagged then there will be an auto approval otherwise an approval request will be send to the Project Manager
and account will be created only after the manager approves it.
Step 1: Select the account type.
Controlled Copy Service Account/Common M ailbox Management
Step 2: Enter the details and click Submit button
Service Account
Common mailbox
Controlled Copy Service Account/Common M ailbox Management
Step 3: After successful submission, a confirmation message with the default password will be shown.
Step 4: For Common Mailbox after Manager approval the account will be created and for Service Account after Project Manager and Messaging Team Approval the account will be created.
Controlled Copy Service Account/Common M ailbox Management
My Accounts • This feature shows the list of Service Accounts and Common Mailboxes for which the user is the Project
Manager.
• By default the Common Mailbox details will be listed out and the user can choose the account type from the drop
down list.
Controlled Copy Service Account/Common M ailbox Management
Account Properties
This feature is to view the details of the selected account.
Step 1: Select the account type and an account to remap. Then Click on “Properties” button
Controlled Copy Service Account/Common M ailbox Management
Project Remapping
• This feature is to remap the account to a different project.
• Select an account type and an account to remap.
• Click on “Remap to Project” button to proceed
• Then you can select the new project to which the account is to be remapped .Only projects for which the user
is the project manager will be listed for remapping.
• Click submit and then you will get a confirmation on project remap
Step 1: Select the account type and an account to remap. Then Click on “Remap to Project” button
Controlled Copy Service Account/Common M ailbox Management
Step 2: Select the project and click Submit.
Controlled Copy Service Account/Common M ailbox Management
Step 3: After successful completion of remap, a success message page will be displayed.
Account Recertification
• This feature is to recertify accounts that are going to expire within 1 month.
Eg: If the account expiration date is 07/21/2013, then the user can recertify the account starting from
06/21/2013.
• If the user already replied for the approval mail for recertification or approved through Identity self service then
he will be getting a message as “Your request for recertifying the account 'Account Name' has been already
initiated”.
• For Common Mailbox after recertification the account expiry date will get extended to 1 year or to project end
date whichever is earlier.
• For Service Accounts after recertification it will be go for approval to Messaging Team. After approval from
Messaging Team the account will get extended to 1 year or to project end date whichever is earlier.
• Select an account type and an account to remap.
• Click on “Recertify” button to proceed.
Controlled Copy Service Account/Common M ailbox Management
Step 1: Select the account type and an account to remap. Then Click on “Recertify” button.
Step 2: On successful recertification, confirmation page will be shown.
Controlled Copy Service Account/Common M ailbox Management
Password Change
• This feature is to change the password of accounts
• User has to provide the current password along with the new password.
• The new password must follow the password rules shown below:
o Atleast 8 characters
o Atleast 1 number (1, 2, 3, 4...)
o Atleast 1 special character (@, #, %...)
o Atleast 1 alphabet (a, B...)
o Must not contain account user id/Name
o Must not use last 12 passwords
Step 1: Select the account type and an account to remap. Then Click on “Change Password” button.
Controlled Copy Service Account/Common M ailbox Management
Step 2: Enter the fields and Click on Submit.
Step 3: The confirmation page will be shown.
Requestor Change
• This feature is to change the requestor of an account.
• The requestor should be a Cognizant user with role Senior Associate and above. Search for
a new user and assign to new user
Controlled Copy Service Account/Common M ailbox Management
Step 1: From My Accounts page select an account type and an account .Click on “Change Requestor” button
Step 2: Search for a particular user using Associate ID or Associate name.
Controlled Copy Service Account/Common M ailbox Management
Step 3: Select a user from the search results and Click on “Select as Requestor”
Step 4: The confirmation page will be shown
Controlled Copy Service Account/Common M ailbox Management
Account Deletion
• Account deletion can be initiated by Cognizant Associates who are the Project Manager of the selected
account.
• User can select from the list and delete the required account.
• A confirmation message will be shown before deletion
Step 1: From My Accounts page select an account type and an account .Click on “Delete Account” button
Controlled Copy Service Account/Common M ailbox Management
Step 2: The confirmation page will be shown after deletion
Common Mailbox Access Management Common mailbox access management deals with granting and revoking access of a user to a common mailbox.
Available accesses that can be granted to a common mailbox are as follows:
• Full Access: Access to read/write messages in a common mailbox.
• SendAs Access: Access to configure and send mails from common mailbox.
Two views are available for access management:
Controlled Copy Service Account/Common M ailbox Management
• Manager View: On clicking My Accounts option in Identity, manager can view the common mailboxes and
service accounts for which he/she is the project manager. On selecting a common mailbox and clicking on
access management the users with access to that common mailbox will be listed out. The manager can
add/remove access for the users in the list.
• User View: An option New Access Request is available in Identity for Cognizant employees to view the list
of common mailboxes associated with his/her project. The user can request an access to a common mailbox
by selecting any. After manager approval the user will be granted the access.
Manager View
Step 1: From My Accounts page select a common mailbox and click on “Access Management” button.
Controlled Copy Service Account/Common M ailbox Management
Step 2: Select Common mailbox Users option to add/remove access for the existing users to the common mailbox.
Step 4: On selecting a user delete icon will be displayed beside the current accesses. Also a drop down will appear in
Provide Access column.
Controlled Copy Service Account/Common M ailbox Management
Manager can add a new access for the user by selecting an access type from the drop down list and can remove
granted access by clicking on the delete icon.
Click on submit button to submit the changes
Step 5: Manager can provide access to new members by selecting the option Provide Access to New Members.
Any Cognizant employee can be granted access by searching for the employee using 6 digit employee ID or
employee name and selecting the access. After granting access click on submit button. A success message will be
displayed after submission
Controlled Copy Service Account/Common M ailbox Management
User View
Step 1: Login to Identity and click on New Access Request.
Step 2: The common mailboxes tagged to the project of the logged in user will be listed out. The user can select any
common mailbox from the list and request for access to the common mailbox.
On selecting common mailbox the existing access will be displayed in the Current Access column.
Controlled Copy Service Account/Common M ailbox Management
The user can search for a specific common mailbox using the link Search for a specific Common Mailbox and
request for access.
Step 3: After successful submission of request a success message page will be displayed.
Controlled Copy Service Account/Common M ailbox Management
Step 4: An approval mail will be sent to the manager and once the manager approves the request the user will be
granted the access.
After approval the user will be granted the access.
Controlled Copy Service Account/Common M ailbox Management