How Do I Activate a Long-Term Visitor Service Account?

Self-Help Article (External)

Purpose

This self-help article will help users to activate their Long-Term Visitor Service Account.

Requirements

Step-by-Step Procedures

The following instructions will detail how to activate a Long-Term Visitor Service Account. These actions can be performed by either the Primary or Secondary Owner(s). The three activation sections include Long Term Visitor Information, Email and Password.

1. As an assigned Owner of the Service Account, you will access your personal O-Key profile via okey.okstate.edu. If asked, please confirm your emergency contact information.

2. From within your O-Key profile, click on “Service Accounts” on the left pane.

3. Choose the appropriate Service Account listed by clicking on the “Activate” link in the Activate/Modify column.

4. From the resulting “Long Term Visitor Information” form, enter/choose the following information:

   • Enter the Account Name (This is the display name that will show in the Exchange Global Address List [GAL]. The default value that is displayed in the field when the Service Account is being activated is the Service Account UID. Edit this value if you would like a different Account Name.)

   • Choose "Yes" or "No" if you would like this Service Account to be displayed in the GAL

   • The Service Account Description is non-editable. This is the information that the Identity Management Specialist (IDMS) entered when the Service Account was created, based on information provided via the approved Service Account Request process. If the owner needs to modify this information, please email helpdesk@okstate.edu or phone 405-744-4357.

   • Enter any additional notes about this Service Account. This is not a required field.

5. Click the "Next" button. This page is using the following validation rules:

   • If the Account Name field is blank, you will see the following error message: "Exchange Display Name is required. Please enter an Exchange Display Name".

6. The next page in the activation wizard is the “O-Key Email Address” form.

   • Enter an email address and re-enter to confirm. The default value that is displayed in the field when the Service Account is being activated is the Service Account UID. Edit this value if you would like a different email address.

7. Click the "Next" button. This email address page is using the following validation rules:

   • Email can not be blank and can not contain prohibited word. Email address need to match on both text boxes. Email address has not been selected before. 

   • If ANY of those rules are violated, relevant error message will be displayed, such as: "The email alias 'xxx.xxxxxxxxxx' is not available. Please select something else.”

8. The next page in the activation wizard is usage notification page. Clicking continue on this page will send you to the password creation page. You have the choice to use one of the four generated passwords or enter your own.

   • NOTE: If choosing your own password, please ensure that the password adheres to the published password complexity standards. Please verify that CAPS LOCK is turned off if entering your own password.

9. Click the "Next" button. This page is using the following validation rules:

   • Enter a password that is fifteen characters long, contains at least one special character, at least one capital letter, at least one lower case letter, at least one number, and does not contain dictionary words.
   • If ANY of those rules are violated, relevant error message will be displayed, such as: "Your password does not contain a capital letter. Please enter new password".

10. The next page is the Long-Term Visitor Account Profile. This indicates that you have successfully completed the wizard. The Profile will list all information pertaining to that Service Account. If necessary, share the information with all owners of the account.

Please note that a Secondary Owner is required for all Service Accounts. Please refer to "Service Accounts - FAQ" article on how to add Secondary Owner.

Please make certain that all owners (primary and or secondary) are provisioned with mailbox rights(they can send/receive email from their institution email address).

Verification

By following those steps correctly, your Long-Term Visitor Service Account is now active and ready to be utilized.

If you go to your O-Key profile and click "Service Account" menu, you should be able to see your that service account is active.