Frequently Asked Question
This Standard Operating Procedure defines the steps for a user to log onto a Microsoft 365 Account for the first time and configuring recovery options as part of Microsoft Azure Active Directory configuration procedures. This will allow users to login to the new NRF HR System, ERP system and other integrated services as they come online. Users will be able to reset your own password in future with just your web browser and your cell phone.
****NB: All staff accounts have already been created on the ERP system, Please follow this guide on how to configure your account for first-time use.*****
2. Setup Instructions
2.1 Login to Microsoft Online
I. Open your favourite internet browser and type the following address in the address bar.
II. Enter your username in the sign in field.
Your new user name will be in the following format: [email protected] e.g. if your staff number is 00100 at the SAEON office, your username would be [email protected] (Note: This is not an email address)
III. Click Next
When you have done this click on the Next button.
IV. Enter your Password
A temporary password has been allocated to all user accounts.
Password is: [email protected]
Please note that you will not be able to login to the HR system until this is completed so there is no danger of someone else using your account.
V. Click Sign In
2.2 Configure Password Recovery Options
I. More Information
The Microsoft system will require you to add some additional information to your account for password recovery. This is for Password self-service. IE you will be able to reset your password yourself without the assistance of IT
II. Click Next
When you have done this click on the Next button
III. More Information Required!
Microsoft will require some additional information from you, to assist you in the event that you lose access to your account. This can either be a secondary email address (non-NRF) or a cell phone number. The cell phone number is the preferred method of password recovery. Please note that your cell number
will ONLY be used for password resets and will not be used for any marketing or other purposes.
If you do not want to use your cell phone
number as a password reset, then you can use a second private email address.
Please note that the email address may result in delays when you need to reset your password.
IV. Configure Authentication Phone.
Click on the “Set it up now” link next to your chosen recovery method.
V. Configure Authentication Phone.
Choose your country code from the dropdown menu in the first block. Then enter your cell number into the bottom block.
VI. Click Text Me.
When you have done this click on the Text me button
VII. Enter the Verification Code.
Enter the verification code received on your cell phone into the verification block.
VIII. Click Verify.
When you have done this click on the Text me button.
IX. Recovery Confirmation.
The system will change the icon next to your selected recovery option from a red circle with an exclamation mark to a green circle with a tick. The image depicted below indicates that your cell phone number was successfully set.
X. Click Finish.
Your password recovery options are now configured and you must change your password.
2.3 Change your password.
I. Click on the Settings Cog.
Once you have finished setting your recovery options you will be redirected to the account page. At the top right-hand side of the screen, you will find a settings cog. Click on the cog to access your settings.
II. Choose Change your password
Click on the "change your password" option to change your password.
Enter your old password [email protected] into the password field. Enter your new password into both the fields.
Note that the new password must meet complexity requirements as below:
- Must be longer than 8 characters
- Must contain upper and lower case letters
- Must contain a number
- Must contain a special character [email protected]#$%
III. Click Next.
When you have completed all fields click on the submit button
NB: Password Timing Settings:
The minimum age for a password is set for 24 hours. This means that once you’ve created your own, or reset your password, you’ll have to wait 24 hours before you can change it again. If you try and reset your password within 24 hours you will receive the following error message.
Note that the ‘does not meet complexity requirements’ error message is generic and can also mean that the password is under the minimum age. The current maximum age setting is 30 days, which means that your password will expire after 30 days and you’ll receive a message to reset your password.
***CONGRATULATIONS***, your account and recovery options are now configured. You will now be able to login to the new NRF HR System, ERP system and other integrated services as they come online. You will also be able to reset your own password in future with just your web browser and your cell phone.
3. ESS system
3.1 Logging into the ESS Portal.
You can now go to https://ess.nrf.ac.za portal to login with your newly configure account.
If you are having difficulties you can watch a tutorial on how to log into the ESS portal here: