Manage Email Signatures – Onboarding New Employees

Manage Email Signatures – Onboarding New Employees We often hear the question,“How do you onboard new users to Xink?”The answer will vary for each person and organization. Depending on how your existing setup is, and how you plan to maintain the system in the future, there are several ways of doing this. We will discuss […]

Published: 3/10/2015 by Mathias Kiesler

Manage Email Signatures – Onboarding New Employees

We often hear the question,“How do you onboard new users to Xink?”The answer will vary for each person and organization. Depending on how your existing setup is, and how you plan to maintain the system in the future, there are several ways of doing this. We will discuss three different ways of adding new employees to the system.

Xink is built around the idea that users can be controlled in the system and maintained from within the administrative interface. With Xink, users are controlled entirely from within Xink and we provide different methods of adding and removing employees in order for you to maintain your database. These methods are outlined below:
Active Directory Integration
We provide a tool in the Enterprise model that allows you to seamlessly integrate Xink with your Active Directory (AD). This is known as Active Directory Integration.

We have chosen not to use Active Directory Federation Services to integrate between your on-premise AD and Xink for various reasons. The primary reason is that we want to make it independent of your AD. We will only provide a push mechanism from your on-premise AD; we will not pull any core principle data. Put simply: you can only push, not pull.

The traffic from your AD to Xink is of course encrypted and secure. You receive a special token from us upon signup, which you use when setting up the export of your AD to Xink. This process has been designed to be easy and straight-forward.

To push users to Xink, you only need to set up a scheduled task for running an export, which has many switches. One switch is to remove users that no longer exist in the AD, while another switch enables you to add new users as they appear in your AD.

As your AD is a live database of users, and is constantly being changed as users are added and removed, we ensure that the maintenance of users in Xink is a seamless task. Hence, new users that you add in your on-premise AD are automatically pushed to Xink.

When you use the AD Export function, you are also using the signed msi package with a certificate deployed from our Certificate Authority. This means that not only does the user get added, but his or her signatures are also deployed automatically, without any user interaction.

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Note the AD Export Tool download bar. Select this to get started.

Azure Active Directory Integration
We offer beautiful and seamless integration with Azure AD for users who rely on this platform. The implementation of this is described elsewhere in our solution center should you require more detailed information.

Azure AD is, at its core, an online repository of user information. You cannot deploy through Azure AD and it is not directly comparable to a real Active Directory. This is why you should still have your own on-premise AD while using Azure AD. You maintain Azure AD via the integration tools that Microsoft provides and this helps keep Azure AD“alive.”

Xink integrates directly with your Azure AD and replicates and removes users as they come and go. This process is indirectly controlled from your active directory, as it publishes the updates through Azure. Again, this is why it’s important that you maintain an active directory alongside your Azure AD.

If you integrate with Azure AD, you will in most cases have the certificate solution as described previously, and new users will automatically appear along with their signatures. This update process will occur without any user interaction or redeployment of any packages.

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Under Preferences, you will find an Integration option. Use this to sync with Azure.

Manually Adding Users
For smaller companies that use Xink, manually maintaining the user base is common, as there often isn’t an AD in place. You might even have remote locations with no office, no servers, and only running Cloud solutions. In such cases, you can maintain your user directory manually.

When you add additional people to your workforce, you can add them manually into the system and send them an invitation email at the same time. When people leave your company, you can remove them manually and release their license while you wait for a new user to take their place. We have made the process of manually updating and maintaining your database as easy as possible.

If you added your users by uploading an Excel spread sheet, you will need to apply this manual method to maintain them in the database. It is possible to add additional users by uploading a new sheet, but you will need to make sure that there are no duplicates. When you initially upload a batch of users via the spread sheet, try to include all users so that you can keep the user additions to a minimum.

All in all, maintaining your user base is very easy, making onboarding new users a trivial task. And of course, should you require additional help, you can always reference our Solutions Center.

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Adding a new user is easy. Under Employees, select the crossmark button in the top-right corner.