Creating Authcate and MMS accounts

Contents

Important Note: This page outlines the steps for creating an Authcate and/or MMS account for regular staff members. The IT Service Desk now create accounts for all new staff that are registered in SAP-HR.
For role accounts, refer to the procedure for creating a role entry in the MDS

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• Required steps
• Checking to see if a user is in the Monash Directory Service (MDS)
• Postgrad entries in the MDS
• Creating entries in the MDS for visitors/honorary staff and for postgrad students.
• Account creation problems

   

Required Steps

The following steps are involved in creating Authcate and MMS accounts for a user:

• Create a staff entry for the user in CRUX.
• Make sure that the user is in the Monash Directory Service (MDS). If they have an honorary/visitors ID number, or if they are a postgrad student, you will need to manually enter the user's details into the MDS.

• Create the Authcate and/or MMS accounts.

 Checking to see if a user is in the Monash Directory Service

Use the MDS tool to see if a user is already in the Monash Directory Service. Look up the user by their ID number. If the user's ID number can be found using this tool, then they exist in the MDS.

The output from the tool will show you if the user already has an Authcate or MMS account.

• If the user has Authcate, but not MMS, you can create the MMS account.
• If the user doesn't have Authcate or MMS, but their CRUX details have been matched to their entry in the MDS, you create their Authcate and MMS accounts. Make sure that the correct username is listed before saving the details.
• If no username has been found for the user, you will need to make the accounts via CRUX.

Note: Accounts created with this web page (Authcate and MMS mail) will be working as soon as the details have been saved, but CRUX will not know about accounts until the following working day. The MMS Calendar account will not created be until the following working day.

If you need access to this tool, please contact the Service Desk.

All staff are entered automatically into the MDS. Postgrad students, and visitors/honorary staff need to be manually entered into the MDS.

Postgrad entries in the MDS

Note that post graduate students get a payroll number (in the staff payroll system) when they tutor or receive a grant or scholarship. While they are a student still completing their degree we suggest you use their student ID number (not their payroll number) for their CRUX login name(s).

This is because their student ID tends to remain current for a longer period. They may tutor for a year or two and then get serious about writing up and do no tutoring so their casual status goes -- and their research work with it -- UNLESS their ID number is their student ID.

Creating entries in the MDS for visitors/honorary staff and for postgrad students.

To create an MDS entry for visitors/honorary staff and for postgrad students, use the Create MDS Entry web page.

Account creation problems

  If you have any problems with creating Authcate or MMS accounts for users, please contact the Service Desk.