User Directory Maintenance

See Also

The user directory consists of information about team solution users. Therefore, if you want user information for a particular user to be available in your solution, you must add this individual to your team solution even if the user will not be using the database. For details, see Adding Users to the User Directory later in this topic.

Hint   If you want to have a user in the directory but do not want them to be able to see or modify data, add them to a role that has no permissions on any database objects.

To keep the user directory current, the solution administrator designates a synchronization schedule. The user directory can be scheduled to synchronize on a regular basis to update the modUserList table with information for all of the users who have access to team solutions. For details, see Synchronizing the User Directory later in this topic.

Adding Users to the User Directory

One aspect of maintaining the user directory is adding new users to your team solution. Because Windows NT groups are enumerated, information for each user belonging to the group is stored in the user directory.

To add a user to the user directory

1. Create a Windows NT group or user account (or use an existing account). For details, see Creating Windows NT User and Group Accounts.
   
   
2. Create a SQL Server login for the group or user account (or use an existing login). For details, see Creating SQL Server Logins.
   
   
3. Create appropriate roles for your team solution. For details, see Creating Database Roles.

   Note   If you make any changes to the membership of database roles in your team solution, you need to synchronize the user directory in order for role permissions to work properly.

4. Add the login as a database user to your team solution. For details, see Creating Team Solution Database Users.
   
   
5. Assign users to applicable roles. For details, see Assigning Users to Database Roles.
   
   
6. Synchronize the user directory using the Team Solution Manager.

After synchronization, all users are included in the modUserList view in your team solution.

Synchronizing the User Directory

The user directory is synchronized with the information for all of the users who have been added to team solutions. Windows NT groups are enumerated, so information for each user belonging to the group is stored. The solution administrator is responsible for setting the synchronization schedule. For additional information about synchronizing and managing the user directory, see Managing Users and Roles in the Access Workflow Designer Administrator's Guide.

If you have Exchange Server, you can choose to synchronize the user directory with the Exchange directory information. If Exchange synchronization is not selected, the additional user information can be populated by manual data entry on the User Information tab in the Team Solution Manager. For details, see Editing User Information in the Access Workflow Designer Administrator's Guide.

If a Windows NT account has multiple Exchange mailboxes, the synchronization process automatically selects the first entry returned by Exchange. If you want to select a different mailbox, you can do so in the Team Solution Manager. For details, see Choose Mailbox Dialog Box in the Access Workflow Designer Administrator's Guide.

Any member of the modAppOwners group can synchronize the user directory. However, only members of the SQL Server system administrators role can configure synchronization. Configuration includes enabling synchronization with Exchange, designating the Exchange server name, setting up the synchronization schedule, and changing user information manually. For more information, see Synchronizing User Information in the Access Workflow Designer Administrator's Guide.

Note   If you make any changes to the membership of database roles in your team solution, you need to synchronize the user directory in order for role permissions to work properly.

To synchronize the user directory

1. Open the Team Solutions Manager. For details, see Accessing Access Workflow Designer Tools.
   
   
2. If necessary, select the server in the Server list, and click Refresh.
   
   
3. On the User Information tab, click Synchronize Now.

   Note   If buttons are disabled, select Refresh. If the options are still disabled, you may not have appropriate permissions to synchronize the user directory.