Your IcePORTAL web page should be preconfigured by IceWEB Customer Service with at least one primary user/network account name and password.  In order to have additional users/accounts log into your portal, you need to configure a mailbox for each person. 

Upon signup and completion of your initial IcePORTAL purchase, you will have received a “Welcome” email with your primary administrator account and password.  This account and password must be used to log into the IceWEB web-based Control Panel (cp.iceweb.com).  From this Control Panel, you can add Exchange mailboxes for each of your users/employees. 

Mailboxes and IcePORTAL User Accounts

By default, when you order your IceMAIL or IcePORTAL service, no mailboxes are created—you only have the administrator account which enables you to log into the web-based Control Panel.   An IceMAIL mailbox must be created for all users who will access IcePORTAL.  You will need to create an IceMAIL mailbox will with an email address and password for each user/employee.  Users will access your IcePORTAL system using this same mailbox/email address and password.  If the user does not wish to use this email account/address on a regular basis, you can configure it to automatically forward all inbound email to an external/existing email account the user has elsewhere.  The purpose for having an IceMAIL email address is a) enables secure authentication into IcePORTAL and b) allows alerts to be used inside of IcePORTAL (such as alerting a user when a document is changed or a new announcement is posted in the portal).

How to Add Mailboxes/Users in the web Control Panel

1) Go to http://cp.icemail.com from your web browser.  You should get a log-in screen similar to the one below.  This login will be the administrative login that you created when you signed up for the IceMAIL or IcePORTAL service (this information is also contained in your "Welcome to IceMAIL" email you should have received upon successful charge of your credit card.  Enter your username and password and click the “Login” button.
 


2) Once you are logged in successfully, you will see a screen similar to the one below.  From this screen, you can add or make changes to your Exchange mailboxes or Internet domain names.

3) Click on the “Exchange” link.  You should then see a screen similar to the one below:



4) Click on the “Mailboxes” link.  You should see a screen similar to the one below:

5) To add a mailbox, click on the “Add Mailbox” button (If you do not see this button, you do not have any mailboxes available for your account.  Add additional mailboxes though the “Upgrade Wizard” link under Billing).  Once you click “Add Mailbox” you should see a screen similar to the one below. 

Select "New Service User" and click the Next button.

6) Now you will see the screen below. Enter a “Display Name” for the mailbox.  You can create a password by typing it in the “Mailbox Password” and “Confirm Password” fields.  If you want the system to generate a random password for you, click the “Generate New Password” button.  Enter the e-mail address in the proper field (note that if you have multiple domains tied to your account, you can determine which domain to use for the mailbox by changing the domain drop-down). When finished, click the Next button.

7) On this next page (see below), Confirm that the Display Name and E-mail address are correct. Under the “Size Limit”, enter 1 in the field asking for the Size Limit (IcePORTAL users do not need a large mailbox as they are not full IceMAIL mailbox users). Do not check any of the boxes under “Protocol Settings” and “Mobile Services” as these only relate to full IceMAIL mailbox users (not used for IcePORTAL users).

How to Add Configure Email Forwarding in the web Control Panel

You can configure some or all of the mailboxes created above to forward all inbound email back out to an external non-IceMAIL system.  This is typically useful when you are not using IceMAIL as your primary email provider and already have an external email system.  The reason for having the mailbox created is to provide the user access to IcePORTAL and because users can sign up to receive alerts within IcePORTAL (such as an email alert when a document or announcement has been updated or added or when a task has been assigned).

1)  Log into the IceWEB web-based Control Panel.  Go to the Exchange then Mailbox section as shown in step s 1 through 4 above. 

2) Click on the underlined Display name of an existing mailbox such as John Smith in the example below.

3) On the mailbox detail screen below, select the “Forwarding” tab.

4) From the Forwarding tab, click on the Enable button located at the bottom right

5) Now enter the external (non-IceMAIL) email address that all messages should be forwarded to.  If the user/mailbox will not be utilized regularly and is only being used to allow login and alerts within IcePORTAL, we recommend you leave the “Leave copy of messages” check box unchecked so that your mailbox will not exceed its storage limit.  If this “leave copy” is checked/enabled, all email sent to this mailbox/account will remain in the IceMAIL Exchange system and can be access via the Microsoft Outlook email client, Outlook Web Access, or any POP/IMAP email client.  Refer to instructions on configuring IceMAIL email client software until IceMAIL Support from the IceWEB.com web site.

6) After entering the forwarding email address, click the Submit.  All messages will now be forwarded.  Note that if the forwarding email address is incorrect or that external mailbox becomes full (exceeds its storage limit), the messages forwarded from IceMAIL may not get delivered successfully to the external email system.

How to Configure User Access Privileges to IcePORTAL

As mentioned earlier in this document, an IceMAIL mailbox account must be created for each user or employee that will log into IcePORTAL.  This mailbox is used as both the login ID/password as well as used for subscribing to optional alerts (notification of adds/changes) within IcePORTAL.

Default Access Groups in IcePORTAL
When an IceMAIL mailbox has been created for a particular user or employee, they will be able to immediately log into IcePORTAL but will not have any assigned access privileges.  This means these users are “Visitors” and can only view information within IcePORTAL that is specifically made available to only Visitors. 

IcePORTAL has other groups called Members and Owners (additional custom group can also be created).  In order to secure the data within IcePORTAL and begin limiting data, documents, and other content in the portal, you will want to use the Members and Owners groups.  For every portal page, document library, list, or other content within IcePORTAL, you can assign what group has read-only access, which groups have add/change access, and which groups can make major changes to the portal itself.  By default, Visitors have no access to view data within the portal—only users added to the Members group can login and see the portal.  Owners, by default, are given complete access to the entire portal and can perform add/remove of user accounts and creation of new pages/content.

To Add or Changes Users in IcePORTAL:

1) Ensure the IceMAIL user/mailbox is created in the IceWEB web-based Control Panel (see instructions above)

2) To add users into IcePORTAL, log in as the administrator or as a user who is a member of the Owners group.  Click on the Site Actions drop down menu at the top right of the main portal page.

3) Then click Site Settings and then People and Groups located on the left side under Users and Permissions. 

4) You can then choose the New button to add news users or groups to your IcePORTAL site. 

5) From the “Add Users” screen, you can enter one or more account names for your employees/users or search and select them from the address book  icon.  Normally, the user name(s) you would enter are the full email address for each employee/user (e.g. jsmith@abccompany.com).  Once you have entered one or more names, click the “check name” icon  which will confirm the accounts/names exist.  As stated earlier, these user names must have IceMAIL mailboxes before adding them to IcePORTAL.

On the “add users” screen above, you can define what permissions each new user is to have for your IcePORTAL site.  By default, each new user will be added to the “Members” group which means they can read and contribute information to the portal.  You can select from other default groups called Owners (for administrators) or Visitors.  You can also give users specific permissions instead of just assigning them to a group.  Only certain users should be given “Administrator” rights (or assigned to the Owners group) as this allows them to make any changes or even delete entire pages from your IcePORTAL site.

Finally, you can choose to send a “welcome” email to all of the new users.  Simply adjust the subject line and/or body of the message.  When you press the OK button on the button right of the screen, your new users will be added and the welcome message(s) sent.