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Structure Administration

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The Structure Administration (Strukturverwaltung) is used to maintain the information of your organizational unit and to request domain names such as organization name (OrgName) and Internet names.

The OrgName must already be approved in order to apply for additional domain names.

To be granted access to this application, you need the role Structure Manager (Strukturverwalter). Initially, this role was given to heads of units, departments, central institutions, faculties, institutes and subject areas. Role managers who do not have the Structure Administration in the TUB portal can choose to assign themselves to this role after consulting with the leader of their institution.

Target Audience

Departments

Required Roles

Initially, the role of "Structural Administrator" is assigned to the heads of a department. It can be assigned to other users by using the "Role Management".

Properties of the organizational unit

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Under Organizational Unit Properties (Eigenschaften der Organisationseinheit), you can customize or change the information of your organizational unit. The italic fields can not be changed since these are taken from the cost center directory.

!Attention! An adaptation of the address data is e.g. important to reconcile the data for software and hardware orders.

Managing OrgName and Internet Name

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Under "Manage OrgNames and Internet Names" (OrgNamen und Internet-Namen verwalten) you can apply for the OrgName as well as a long name and an English long name.

You can also check the status of the application(s) here.

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Internet names can be applied for under Internet-Namen.

Under Assignment (Zuordnung) you can describe to which project or organizational unit the Internet name belongs.

The date indicates the duration of the validity of the Internet name.

You can change both points via the Edit (Bearbeiten) button.

Again, you can check the status of the application(s) here.

Rules for the Application

Please note the following rules when defining domain names:

  • 2-20 characters according to RFC (a-z, 0-9 and -)
  • no personal names
  • Numbering over numbers, not over letters
  • hyphens as separators between words, if applicable (spaces are not allowed for technical reasons)
  • the first character of a domain name is always a letter (a-z)
  • consistent lower case of the domain name is recommended
  • two different domain names should not only be case-sensitive

Manage Service Accounts

A service account is a non-personal account, which has only one owner. The account may e.g. be used for connecting devices to the eduroam TU network, for sending authenticated emails for printers / faxes / scanners, running scripts for robots / servers etc. How to create a service account is explained in the following steps. You must have the role of "structure administrator" (Strukturverwalter) for this.

Under "Manage Service Accounts" (Service-Accounts verwalten) you get an overview of all service accounts of your organizational unit. In this overview you can change the respective owner and password of an account. Every tubIT account can be registered as an owner.

With the "+" symbol you can create a new service account. Then choose a suitable name, a description and a password.
The service account then has the name: svc-<name of the service account> and has the email address: <name of the service account>@mailbox.tu-berlin.de.

Access
With a service account you can access almost all tubIT services. Registration in the portal, as well as the use of typo3 is not possible.

E-Mail Addresses

You can manage e-mail aliases for persons or organizations (institutes / facilities / services) of the TU Berlin under E-Mail addresses (E-Mailadressen).

Please note the information on the blocking periods of email addresses.

TU Members

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Under TU members (TU Mitglieder), you assign individual e-mail aliases to individual members, which are linked to their existing tubIT accounts.

Guide to alias assignment

Mailing Lists

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Under Mailing lists (Mailinglisten), you assign existing e-mail aliases to existing mailing lists.

Guide to aliasing for mailing lists

Guide for creating mailing lists

Teamboxen

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Under Teamboxes (Teamboxen) you can assign existing e-mail aliases to existing team mailboxes.

Guide to Alias Assignment for Team Mailboxes

Guide for creating team mailboxes

Manage tubCloud Storage

Under Manage tubCloud Storage (tubCloud Speicher verwalten), you, as the manager of the facility, can expand the available tubCloud storage of employees or the department. The price is 1 € per GB / year.

Quota Extensions can be purchased in blocks of 50 gigabytes and are tied to the department or staff.

Purchased storage units run for at least a year and are automatically renewed. The extension can be deactivated at any time. The billing is on the 30th of November every year.

Manage Mail Proxies

As of December 31, 2017, the old Unix mail server mail.tu-berlin.de will be switched off. The new e-mail server accepts only authenticated e-mails!

Unfortunately, it is not technically possible to send authenticated emails to some old scan2email printers, switches or robots. These devices will not be able to send after switching off the old server!

Under Manage Mail Proxies (Mail-Proxies verwalten), structure administrators have the option to specify the devices that can be sent to TU addresses as "postcards" after disconnection from the old mail system and also without authentication.

In order to use this function, the IP address of the device must be entered in the TU Portal under "Strukturverwaltung" -> "Mail-Proxies verwalten". Only IP addresses of the TU network can be entered. IP addresses from the WLAN networks can not be used.

If a client has been authorized, it can use the following e-mail server the following day:

Outgoing mail server: SMTP
Server Address: postcard.tu-berlin.de
Port: 25
Encryption: None
Authentication: none

A maximum of two e-mails per minute may be submitted. These e-mails may each be addressed to a maximum of five recipients. The maximum e-mail size of 2MB must not be exceeded. Only TU-internal (Exchange) e-mail addresses can be specified as recipient.

Please note: Sending E-mails in "plain text" corresponds to a postcard. Everyone on the net can (theoretically) read the content of these e-mails.

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Example: An Example Configuration for common KonicaMinolta rental equipment.

Manage groupware service Exchange

If your organization has an OrgName, you can use this menu item to enable and manage the Exchange service for your department.

Requesting Exchange

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Follow our guide Requesting Exchange to enable Exchange for your deployment.

Manage Exchange Resources

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If your institution uses our Exchange service, you can manage resources such as rooms or devices (projectors, notebooks, etc.) with this menu point. It is then possible to invite not only the employees to meetings, but also to reserve the necessary resources at the same time, such as the room or the projector.

Guide for managing resources in Exchange

Manage email archiving for Exchange

By using Veritas Enterprise Vault, TU employees can actively relieve the storage space of their e-mail inbox (Exchange). By reducing the amount of disk space used, e-mail applications such as Outlook and Thunderbird can work more stably and faster.

The Veritas software stores e-mail attachments that are older than 60 days and larger than 1 MB on a TU internal archive server. The corresponding e-mail contains a link with direct access to the archived attachment. This will allow easy access to the already archived attachments in the future.

More information about this service can be found here.

Manage Groupware Sharepoint service

If your organization has an OrgName and enabled the Exchange service, you can use the "Groupware-Dienst Sharepoint verwalten" menu item to enable and manage Sharepoint for your institution.

Activating Sharepoint

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Follow our guide SharePoint application to enable Sharepoint for your department.

Manage SharePoint

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SharePoint application role owners have rights for the entire team site. If you are processing sensitive data that you e.g. only want to make available to certain employee groups or external team partners, we recommend creating separate lists for this data and restricting access rights. You can do this by creating individual groups, providing them with members, and setting group permissions for each list.

Guide for managing sharepoint

Zusatzinformationen / Extras

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