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User Creation and Onboarding | centrexIT Knowledge Center
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Adstra / Belardi Wong — User Creation and Onboarding

KB00001743
Cory Walton Work Instruction 1 min
Publishedv3

| Rev| Section|Location|Date|Contributor| |—|—|—|—|—|—| |2.0| Responsibility, Records, Steps |Created new workflow for creating tickets & stakeholder communications. All comms going through Touchbase ticket & childing Provisioning and New User tickets to parent Touchbase ticket |10/25/23|Cory Walton| |1.0| All |Reworked entire document please review and follow carefully|10/19/23|Cory Walton|

Purpose:

Section titled “Purpose:”

Please use this work instruction to create a new Adstra user when a New User Onboarding Request is received.

  • Process Flow provided in References Section

  • IMPORTANT: If there is a scheduling conflict for the request IT Touchbase please contact vITM & vCIO!

  • Electronic Forms Information (sign into centrexit.ops@adstradata.com via 1Password > Websites > M365 CentrexIT Ops Account)

  • Forms are located in the HR and IT- TAR M365 Group

  • HR/Manager link to Submit New Employee Requests

  • IT Admin link to Edit Edit New Employee Onboarding Form (INTERNAL IT USE ONLY!)

Scope:

Section titled “Scope:”

  • Service Delivery

  • Customer Satisfaction

Responsibility:

Section titled “Responsibility:”

  • Service Desk

  • IMPORTANT: Create initial New User Onboarding Request as a Parent Touchbase ticket and Child Provisioning & New User tickets.

  • IMPORTANT: To centralized comms please provide all client/stakeholder updates on the Touchbase ticket created above, the following communications should be posted publicly in the Touchbase ticket:

  • Who will be performing the Touchbase call and confirm the date/time

  • When the New User’s account is created

  • Confirmation of the device being shipped with the tracking number

  • vITM

Completion Criteria:

Section titled “Completion Criteria:”

  • Appropriate POCs from the initial New User Onboarding Request receive all updates on Touchbase ticket

  • New User created in the Adstra Active Directory

  • New User in the Adstra M365 Tenant licensed with Business Premium

  • Appropriate communications to client stakeholders for shipping and account creation

Records:

Section titled “Records:”

  • Halo Tickets

  • Touchbase (initial intake ticket)

  • New User (childed to Touchbase)

  • Provisioning (childed to Touchbase)

  • Adstra M365 Forms Responses:

Requirements:

Section titled “Requirements:”

  • 1Password > Adstra > Domain\Service Accounts > Active Directory Adstra

  • 1Password > Adstra > Websites > New M365 Global Admin (GA) Adstradata.com Tenant

Steps:

Section titled “Steps:”
  1. IMPORTANT: Please provide all public updates in the Touchbase ticket (reference Responsibility & Records section). New User tickets should be a child of the Touchbase ticket.
  2. Log onto “CL-DC01” or “ADSTRA-DC2” within Screenconnect/NCentral and open Active Directory Users & Computers (ADUC).
  3. Each new user should have an “Assigned Buddy” which is the user you will be copying the account of. Locate the Buddy, right click on their name and hit “copy”
  • If the Buddy’s account does not let you copy, right click the OU and select New>User. You will need to manually copy each Security Group.
  1. Princeton > Users is the default location for all new users


  1. When creating a user, it will be in the [First Initial][Last Name]

  • eg: jdoe, asmith

  • Duplicate username schema: [First Initial][Middle Initial][Last Name]

  • eg: jadoe, arsmith

  • domain: adstradata.com



  1. Use the format of [ADSTRA][Year][User First/Last Initials Lowercase][!] when creating the user’s password. Do not check any box at this point in time. Hit next, then finish once completed.
  2. Example for John Doe: ADSTRA2024jd!


  1. Open your newly created user within the OU you just added them to. Go to the General tab.
  2. Fill out General tab with provided information in the new user ticket, if unavailable, leave blank. Ensure the email box has been adjusted to a First.Last@adstradata.com format. Hit Apply.


  1. Go to the Organization tab. Update with provided information on new user ticket, if unavailable, leave blank. Hit Apply.


  1. Go to the Member Of tab. Also, open the Buddy’s AD Profile side by side with your new user. Compare and verify all Security Groups have been added (From Buddy, not groups listed in photo). Add all additionally requested groups. Hit Apply.


  1. Go to Attribute Editor tab. Locate Proxy Addresses and open it.


  1. Add each variation of email to the smtp list:
  1. Hit OK, then Apply. Once back to Attribute tab, Hit OK to close AD Profile.


  1. IMPORTANT: Login to ADVM-AAD via ScreenConnect or N-Central
  2. Open up Powershell as Admin, run AD Sync Command.
  • Start-ADSyncSyncCycle -PolicyType Delta
  1. If erroring out, wait the 30 minute sync time for 365
  2. Log onto Portal.office.com and log in as the M365 GA Adstra Account. Go to the Admin Center.
  3. Under Users, Select Active Users and locate your new user. Open up their profile and assign a Business Premium. If one is not available, reach out to Dylan Quiros. If DQ is not available, please reach out to a lead.


  1. Once added/applied, hit Save changes.


  1. Reference New User Ticket and add user to all requested DLs & M365 Groups
  • IMPORTANT: Make sure user is added to Adstra M365 Security Pilot security group (Required for MFA & VPN)
  1. All new user’s get a Basic Zoom Account set up, unless specified to add a license on the new hire ticket. If a license is needed, but not available, please update vITM for the appropriate POC to reach out to.
  2. Log onto Zoom Admin Console, credentials are provided in PWState
  3. Adstra > Website > Zoom Admin Console
  4. Under User Management > Users > + Add Users


  1. Add email in format of First.Last@adstradata.com . Set to Basic User Type unless specified otherwise. Hit Add. User will be sent an email to set up account / select password.


  1. All additionally listed programs in the New User Ticket, please refer to KBs
  2. If user is set to have a phone number set up, please refer to KB00001449 [retired]
  3. User Account Notification: Please provide a public update to the Touchbase ticket once the account and mailbox are created by COB Wednesday (prior the New Hire Start Date) but DO NOT send the credentials, these will be given to the New Hire during their IT Touchbase call.
  • IMPORTANT: If the above cannot be performed by COB Wednesday, contact vITM and vCIO immediately.
  1. Computer Tracking Guidance: Please put the tracking information into the public notes of the Touchbase ticket AND send an email to the personal email address listed in the onboarding ticket so the end-user has their computer tracking info and can plan arrival accordingly.
  • IMPORTANT: If we cannot 2-day ship the device to be delivered to the end-user on Friday prior to a Monday start date, notify vITM and vCIO immediately.
  1. New User ticket can be closed once communications are sent out.

REFERENCES

Parent Touchbase Example: