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Systems onboarding/offboarding

Creating new users

For creating new users, the following steps must be followed.

Create user account on premise AD

Log into the AD server - dc.lclibrary.org

Open the Active Directory users and computers application (desktop shortcut)

Right click on the Users folder and select New then User

Fill out the following fields:

  • First name
  • Last Name
  • User Login Name (first initial + last name)

Click on next.

Give the user a temporary password (typically we use Library1690)

Leave the check boxes as is and click on next.

Click on Finish.

Find the user object in the list, right click on it and choose properties.

On the first page (General), fill out the following fields:

  • Telephone Number (406-447-1690 or DID)
  • E-mail address

If the user would like their pronouns displayed in Microsoft Apps, put the appropriate pronouns in the Description field surrounded by parenthesis - (she/her)

On the address tab, fill out the Street address, City, State, and Zip code for the user.

If the user is going to be use 2FA for the VPN, you must provide a mobile phone number.  open the Telephones tab and put their mobile address in the Mobile field.  This field must be filled out using the +1 1406XXXXXXX format. 

On the Organization tab, fill in the following fields:

  • Job Title
  • Department
  • Manager (use the change button and search for the supervisor)

On the Member of tab, add the user to the following groups as necessary:

  • ADP Workforce - For any employee that will be filling out a timesheet using ADP
  • Augusta - staff who work in Augusta
  • CivicPlus - Only for users who will have access to edit the website
  • Dashlane users - staff who will be using the Dashlane application
  • East Helena - staff that work in East Helena
  • Email Users - staff that are given an email address
  • Helena Staff - staff that work in Helena
  • InterlibraryloanStaff - staff that work in ILL
  • KnowBe4 Users - staff that have access to KnowBe4
  • Leadership staff - staff that are part of the leadership staff
  • Lincoln - staff that work in Lincoln
  • ProgrammingStaff - staff that work in programming
  • Public Services Staff - staff  that work in the public services department
  • Remote Users - staff that will have access to the VPN for remote work
  • Shelvers - staff that are shelvers
  • Springshare users - staff that will use Springshare apps (LibCal, LibGuides, LibConnect, LibWizard)
  • Substitutes - staff that work as substitutes
  • SystemsStaff - staff that work in Systems
  • TechServices - staff that work in technical services
  • WhenIWork users - staff that use WhenIWork
  • Zendesk Users - staff that have access to Zendesk

Creating the user on Entra online

The new user will be synchronized to the cloud using Entra connect.  Once it appears in Entra, you need to configure the user.

If the user or the changes you made to the user are not showing up on Entra, you can force a synchronization.  Go to the DC server, open PowerShell, and type in this command:  start-adsyncsynccycle -policytype delta.  This will force the synchronization between the DC and Entra.

Go to the Microsft365 admin portal page at: https://admin.microsoft.com

Open Users then Active Users.

Find the new user and click on them. 

Click on the Licenses and Apps option and give them the following licenses:

  • Microsoft 365 Business Premium (regular or donation)
  • Exchange Online Archiving (if the user has an email address)

 

Deleting users

For removing users from the local DC and Entra, the following steps must be followed.

Remove User from Entra and Local Domain

LRemove the user from the Domain first.  

Log into the Domain server: dc.lclibrary.org. 

Launch the users and groups app.  Find the user and right click on them and choose Delete.  Confirm the deletion.

Wait for the DC to sync with Entra.  If you want to force a sync right away, on the DC, open PowerShell, and type in this command: start-adsyncsynccycle -policytype delta

Log into the MS365 admin portal at:  https://admin.microsoft.com.  On the left side, expand Users and then click on Active Users.

You may have to click on the refresh option at the top of the screen to make sure it has synced properly.  Make sure the user is no longer listed in the Active Users list.