Accounts for external users (without UniAccount)
To create a SharePoint account, you will need the following information from the external user:
First name, last name, date of birth, email address
This information will be required later by the external user during account activation.
Contents
Create and Set Up a SharePoint Account in Identity Management (IDM)
To create an account, please call up Identity Management (IDM) and log in with your UniAccount <ukxxxxxx> and the corresponding password.
Accept the IT user regulations by ticking the appropriate box and click on "Request access".
The tile is only displayed to employees of the University of Kassel.
Scroll to the "Request SharePoint account" section and click on it. A new window will open.
If nothing happens after this action, your web browser is probably blocking the pop-up window that was supposed to open. Please make sure that your web browser allows the opening of pop-up windows for userapp.uni-kassel.de .
In Mozilla Firefox, for example, you will see a message and an option to allow the pop-up window directly below the address bar.
Now enter the required information (e.g., first and last names [...]) for the external person and click "Submit."
Your request will be reviewed and then approved by the IT Service Center (ITS). You will then receive a confirmation via email.
Activation and confirmation of the SharePoint account
The user of the newly created SharePoint account will also receive a confirmation email with additional information.
This email also includes instructions to activate the account in Identity Management (IDM) using the activation code <56xxxx>. During the activation process, the user of the new SharePoint account sets their personal password.
Once the new external SharePoint account has been successfully activated, you will receive a confirmation email with the relevant information about the new account.
Among other things, this email contains the new account name <e.g. SP0000xx>. You can use this access data to grant the external person the required authorizations on your SharePoint site.
From this point on, the external account can be actively used.
Once the first external account has been activated, a new button appears in your user app (IDM): "Manage SharePoint accounts". Here you can manage the SharePoint accounts of your users (see Manage accounts IDM).
If nothing happens after this action, your web browser is probably blocking the pop-up window that should actually open. Please make sure that your web browser allows the opening of pop-up windows for userapp.uni-kassel.de .
Administration of the SharePoint account in Identity Management (IDM)
Query the status of an external account
After creating an external account, you can check the processing status of your order at any time.
To do this, click on "Access" in the header bar and then select "Request history".
A list of all your requests is displayed in the request history.
Here you can see the current processing status and the newly created external SharePoint account.
Edit data from an external account and request deletion
As soon as the first external account has been created, the "Manage SharePoint accounts" button appears in Identity Management (IDM). You can use this button to view and edit existing external accounts
In the overview of SharePoint accounts, click on the name of the person whose data you want to edit.
An editing window opens in which you can change the desired account information (e.g. name, e-mail address or expiration date).
Confirm the changes with "Submit" to save the updated data.
To mark an account for deletion, select the corresponding option in the editing window.
Alternatively, you can set the expiration date to an earlier date if the account is to be deactivated earlier.
Management of the SharePoint account
Manage users and groups in SharePoint
To set permissions for specific users, please follow these steps:
Click the gear icon in the upper-right corner. A list will open; select “Website Settings” from the list.
In the website settings under Users and authorizations, click on "Users and groups".
Permissions will be set up using an example for a member of the " Documentation " group. The same procedure applies to the " Visitor" and " Owner" roles.
On the left side, you'll see the groups (e.g., Documentation Members, Visitors, or Owners).
Click on the desired group—for example, “Members of Documentation”—if you want to add people who are allowed to edit documents.
Add new member in SharePoint
Click on "New" and select "Add user" from the list that appears.
A dialog box will open where you can grant access to the section (e.g., "Documentation") for one or more users.
Next, enter the account you received in the following format: <its-ad\ukxxxxxx>.
Optionally, you can add a personal message to the invitation to explain the context of the invitation.
Finally, click “Share” to grant access.
Here you can mark an account for deletion or shorten the expiration date to an earlier date. The account will be automatically deleted later. Only then will it also lose access to the SharePoint site(s). If access to the account is to be terminated immediately, it must be deleted by the SiteOwner on the SharePoint site.
Here you indicate that you no longer want to or can no longer manage the account.
The account remains active on the SharePoint site, but no longer has an administrator.
The account can only be assigned to a new administrator by internal SharePoint support when the account is automatically requested to change its password by e-mail. A direct assignment from one administrator to another is not possible
Go-Link of this page: https://www.uni-kassel.de/go/externer-sharepointaccount