Mimecast Awareness Training: Managing Employees

Document created by user.oxriBaJeN4 Employee on Sep 7, 2018Last modified by user.oxriBaJeN4 Employee on Aug 19, 2019
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This guide describes how Mimecast Awareness Training administrators can manage their employees, including allowing them access to the administration dashboard.

 

Listing Your Employees

 

Accessing Ataata SettingsTo list your users:

  1. Click on your Account Icon.
  2. Click on the Settings menu item. Your company settings are displayed.
  3. Click on the Manage Employees toolbar button.
  4. From here you can either:
    • Manually create an employee.
    • Import employees from a file.
Click on the Get Roster Status link above the employees to display details of the last user import.

Creating Employees

 

You can create employees with one of the following methods:

 

Once you have created your employees, you can add an introductory module from your Module Queue for your new users to view and complete. If your settings are configured to send out previously scheduled modules to new users, new employees receive one of these modules per day until they're caught up. The first of those is a "welcome" module. If a new user is an administrator, they also receive an automated "welcome" email (see right).

While the content of the individual module emails can be changed, the content of the welcome email cannot be changed. The only customization that can be made would be to the brand logo at the header of this email.

Ataata Customized Branding

The brand logo can be customized by using the "Company Logo Configuration" setting. See the Mimecast Awareness Training: Configuring Administration Preferences page for full details.

 

Manually Creating an Employee

 

To manually create an Employee:

  1. List your Employees (see above).
  2. Click on the Add New User button.
  3. Complete the Add Single User dialog as follows:
    Field / OptionMandatoryDescription
    NameYesSpecify the employee's full name.
    EmailYesSpecify the employee's email address.
    DepartmentYes

    Specify the employee's department. Specify "None" if required.

    Employee IdNoSpecify the employee's employment id.
    AccessYesSpecify the employee's access level:
    • None: This is for end users and provides no administrative functions.
    • View Only: This is for administrators. They can see administrative functions, but cannot modify them. 
    • Admin: This is for administrators who need access to modify administrative functions.
    Custom FieldsYesIf you've added one or more custom field, these are displayed below the "Access" field.
    The custom field functionality is currently only available to legacy Mimecast Awareness Training customers. If you're in doubt whether this applies to you, contact our support team. Customers on the Mime OS platform should follow our Service Updates space for news of when this functionality is available to them.
  4. Click on the Submit button. The employee is created.

 

Importing Employees From a File

Using our import template is recommended, but isn't mandatory. It provides a file complete with all the data columns (except for any custom fields) required to successfully import your users.

When using an import file to import users, consider the following:

  • The custom field functionality is currently only available to legacy Mimecast Awareness Training customers. If you're in doubt whether this applies to you, contact our support team. Customers on the Mime OS platform should follow our Service Updates space for news of when this functionality is available to them.
  • The sheet name must be "Employee Data".
  • Duplicate email addresses in the file will be overwritten and updated to prevent duplicate entries.
  • If columns added for custom fields don't exactly match the custom field name, a validation error is returned and the file's data isn't imported.
  • If you need to change details of your administrators, consider doing so manually rather than using the import file.
  • The import does not support commas (,) or quotation marks ("), ensure that these have been removed before importing.

 

To import employees from a file:

  1. List your Employees (see above).
  2. Click on the Download Template button. A file (AtaataEmployeeTemplate.xlsx) is downloaded to your browser's download location.
  3. Open the AtaataEmployeeTemplate.xlsx template in Microsoft Excel.
  4. Click on the Enable Editing button.
  5. Create the Import File with details of your users as follows:
    Field / OptionMandatoryDescription
    LNameYesSpecify the employee's last name (surname).
    FNameYesSpecify the employee's first name (given name).
    EmailYesSpecify the employee's email address.
    DepartmentYesSpecify the employee's department. Specify "None" if required.
    DashboardAccessYesSpecify the employee's access level. This field is validated in the template to only accept the following values:
    • None: No access to the administration dashboard is required.
    • View Only: Read access to the administration dashboard is required.
    • Admin: Full access to the administration dashboard is required.
    EmployeeIdNoSpecify the employee's employment id.
    Custom FieldsYesIf you've added one or more custom field, details of these must be added to the import file. The column names must mirror the custom field titles (e.g. "Job Title" for a "Job Title" custom field name).
  6. Save the Import file.
  7. Click and drag the import file into the Add Bulk Employees panel. What happens next depends on the import file contents:
    • If the file meets the minimum import requirements, the import and ingestion starts and an estimate of import's duration is displayed.
    • If the file doesn't meet the minimum import requirements, an error is displayed detailing the fields that need addressing. Change the file as required, and repeat the import process.
  8. An Import Report is emailed to you with details of the employees added or skipped.
    Import Roster

 

Public Rest APIs

This section should be read in conjunction with the Mimecast Awareness Training: Public APIs page.

You can use our Public Rest APIs to:

  • Import multiple employees
  • Import one employee
  • Delete an employee
  • Update an employee
  • Get a list of all employees

 

To do any of the above you'll need to create a script that runs periodically (e.g. daily, weekly, etc.) as a batch file on your internal systems. This needs to pull information from your Active Directory including new employee’s, changes in employee status, updates to employee fields (e.g. name, email address, etc.). Once the information has been pulled from Active Directory, the script must:

  • Determine the appropriate action (adding, deleting, or updating user attributes).
  • Use or call our API commands to perform the required action.
It is your responsibility to write the scripts for interfacing with the Mimecast Awareness Training platform. If you require support from Mimecast, a Professional Services SKU is available.

Changing an Employee

 

To change an employee:

  1. List your employees (see above).
  2. Click on the Edit User Icon icon to the left to the employee to be changed.
  3. Change the Employee as required.
  4. Click on the Submit button. The employee is changed.

 

Deleting an Employee

You cannot delete the CISO Admin user. Additionally deleting multiple employees can only be performed using the Mimecast Awareness Training: Public APIs .

To delete an employee:

  1. List your employees (see above).
  2. Click on the Delete User Icon icon to the left to the employee to be deleted.
  3. Click on the Confirm button. The employee is deleted.

 

Exporting Your Employee List

 

To export your employee list:

  1. List your employees (see above).
  2. Click on the Export button. An .XLSX file is downloaded to your browser's download location.

 

See Also...

 

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