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How to adopt accounts for claimed domain
Introduction
This article explains how to adopt freemium Zivver accounts that are not part of your Zivver organization yet in a domain that you have claimed.
Requirements
- You have administrator rights in Zivver for your organization
Verify you have administrator rights by opening the organization administrator panel - You have claimed the domain for accounts you want to adopt
In this case, a message appears next to the domain name in the list: <#> Account(s) not yet adopted.
See requirements for claiming a domain in Zivver and invite users manually if you can’t claim your domain in Zivver.
When to adopt accounts
If your organization is implementing Zivver, discuss this question with your contact person in Zivver, often a project lead.
If you are implementing Zivver on your own, then feel free to start the adoption process after you have claimed the domain.
Pilot phase
When you start implementing Zivver with a pilot phase, you probably don’t want to adopt all accounts into your Zivver organization yet. If there are some pilot users that already have an account outside the organization, that should be in your organization for the pilot, you can invite these accounts.
Please make sure that you first disable SSO before you start inviting accounts into your Zivver organization.
You can re-enable SSO after the users have accepted the invite.
Adopt accounts
If you start the adoption process, then all to be adopted accounts will be logged out of Zivver and users will need to log in again. Any account that is waiting to be adopted will be adopted after the user has logged in again. This step is necessary so that your organization can decrypt the messages of the adopted user.
- Go to the Domains page in Zivver.
- Click ADOPT in the list of domain names.
- Click ADOPT in the confirmation window.
All to be adopted accounts are logged out in Zivver and need to log back in again to finish the adoption process for that account.
New events are then added to the Audit log in two categories:
- Join accounts to organization.
- Account joined organization when the account is successfully adopted.
How to see accounts that still need to be adopted
Currently you do not have insight in which accounts are to be adopted in the administrator portal.
If you use to the Zivver Synctool for automatic account synchronization, then you can recognize accounts that should be adopted in the Synctool logs by the Synctool error log “Account is outside the organization”.
Send users a regular email asking them to log in to
https://app.zivver.com in the browser of their preference.
Troubleshooting account adoption
User cannot log in after adoption process started
If the user forgot their password, then they can reset their password. You can share the reset your password manual with the user. The user may temporarily lose access to their already sent and received Zivver messages because they are encrypted with the password that is lost or forgotten. After the password is reset, as an administrator in Zivver you can restore access to the messages.
User left the company
If the user left the company you can choose one of the two options below regarding the adoption process:
- Leave the account
- Use the alias function (recommended)
Leave the account
You just leave the account for what it is. This is the easiest option, but it comes with the risk that you cannot reuse the email address for a new employee with the same name. This is why we recommend to use the alias function to adopt this account into your Zivver organization.
Use the alias function
Instead of leaving the account, you can add the email address to your own mailbox as an alias in your mailserver. Once the email address is succesfully added to your own mailbox, you can reset the password of the account. Next, you can loggin with the new password, and the account is adopted into your organization.
User cannot read messages after being adopted
The user may have reset their password when logging in to Zivver. As an administrator in Zivver you can restore access to the messages.
How to revert the adoption process
If you started the adoption process and want to revert or stop it, then release the domain claim and claim the domain again. All accounts that are already adopted will remain in your organization, and accounts that have not yet been adopted will remain outside your organization until you start the adoption process again.
In the time period the domain is released and not claimed you cannot create accounts via the Zivver Synctool, log accounts in via SSO and set email aliases until you have claimed the domain again.
- Go to the Domains tab.
You may need to authenticate with your administrator credentials. - Click RELEASE under the Actions column for the domain you want to stop the adoption process.
- Read the prompt and click YES.
- Claim the domain again.
After claiming the domain again, you should see the “ADOPT” button again.
- You can now adopt the accounts again.