Mailbox Rights and Roles: Difference between revisions

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Email is used by the ''Service Manager'' application in various processes. For example, in Incident management it can be used to both receive [[What_are_Requests? |requests]] to create a call or to communicate progress or resolution of a request.  
This document can now be found at its new location in the [https://docs.hornbill.com/esp-config/email/shared-mailboxes#associated-roles/ Hornbill Document Library].


By default you will have a temporary mailbox set up as part of your instance. You will have received an email with details of this when your new instance was set up.
[[file:hornbill-document-library.png|Shared Mailbox Roles|link=https://docs.hornbill.com/esp-config/email/shared-mailboxes#associated-roles/]]
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== Using the Pre-configured Mailbox ==


Your new Hornbill instance is equipped with a pre-configured mailbox which will allow you to get up and running more quickly. To make use of this you must complete the following steps :-
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|[[Main Page|Home]] > [[Administration]] > [[Email Administration]] > Mailbox Rights and Roles
|style="text-align:right;"|[[:Category:Service Manager Administration|Index]]
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== Introduction ==
Email is used by the Hornbill applications in various processes. For example, Service Manager within Incident management it can be used to both receive [[What_are_Requests? |requests]] to create a call or to communicate progress or resolution of a request.  


:# '''Create a Mailbox Role''' - Go to [[Administration|Hornbill Administration]], and then ''Users and Groups'' then ''Roles''. Click 'Create New Role', select "Security Role", and populate the fields as follows:-
Your new Hornbill instance is equipped with a default mailbox (helpdesk) which has an inbound service and email address already configured. This can be used to get up and running more quickly. To begin using the default mailbox a new Security Role must be created. Before creating a new role for use with your shared mailbox, we recommend reading general information on the Hornbill Roles, please see the [[Roles|'''Roles''']] wiki page.
:::* Role ID: Mailbox – Helpdesk
 
:::* Privilege Level: User
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:::* Application: Hornbill Service Manager
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:::* Description: Role to manage Mailbox Access
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:::* Applications: Hornbill Service Manager
 
:::* Groups: Leave Blank
== Related Articles ==
:::* Shared Mailboxes: helpdesk
:* [[Email_Administration|Email Administration]]
:::* Click 'create role'
:* [[Shared_Mailboxes|Configuring Shared Mailboxes]]
:::* Click the “Shared Mailbox rights” Tab
:* [[Mailboxes|Working With Shared Mailboxes]]
:::* Then set the following rights...
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::[[File:Email_rights.png| 700px|email rights]]
 
:::* 'Save changes'  
== Creating a Shared Mailbox Role ==
::2.  [[How_do_I_assign_or_remove_roles_from_Co-Workers? |'''Associate the Role to a User''']] who will require access to this mailbox
::[[File:New_Mailbox_Role.PNG|700px|right|thumb|<div align="center">'''Create a new Security Role'''</div>]]
=== Create a New Security Role ===
Navigate to '''''Home > System > Organisational Data > Roles''''' in Hornbill Administration


:Click 'Create New Role'(located to the top right of the list) and populate the fields as follows:-
:::* '''Role ID''': Mailbox – ''mySharedMailboxname''
:::* '''Privilege Level''': User
:::* '''Type''': Security
:::* '''Description''': This Role will be used to grant access to the ''mySharedMailboxname'' Shared Mailbox


== Integrate with your own Email ==  
:At this stage the "Applications" and "Shared Mailboxes" fields aren't active so simply click 'Create Role'
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=== Associate a Shared Mailbox to the New Role ===
::[[File:Mailbox_Role_Select_Mailbox.PNG|700px|right|thumb|<div align="center">'''Associate a Mailbox to the new role'''</div>]]
:Now complete the remaining fields. A role purely governing access to a Shared Mailbox does not need application context so the "Applications" field can be left blank.
:::* '''Shared Mailboxes''': select the relevant shared mailbox
:::* Click 'Save'
A further tab will now be exposed at the top of the form labelled "Shared Mailbox Rights".
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=== Select the desired rights ===
::[[File:Mailbox_Role_Mailbox_Saved.PNG|700px|right|thumb|<div align="center">'''When a Mailbox is associated, a new tab appears called "Shared Mailbox Rights"'''</div>]]
:::* Click the “Shared Mailbox rights” Tab
:::* Then set the desired rights


Hornbill includes some powerful email integration capabilities. This is performed in Hornbill Administration in the context of Instance Configuration under the "Email" menu item.
==== Suggested Rights for a Typical User====
This set of rights allows a user to perform all the common actions required to process messages that are received by the Shared Mailbox. It allows a user to view and manage the contents of the shared mailbox.
:::* Can Get Folder Properties
:::* Can Get message
:::* Can Flag Message
:::* Can Delete Message
:::* Can Add File Attachment
:::* Can send message
:::* Can Edit Message
:::* Can Search Message


See [[Email_Administration]] for information on configuring
==== Minimum Rights for Sending An Email ====
:::*Email_Domains
This set of rights only allows an agent to send a message from the Hornbill Platform. It does not allow the user to view or process the contents of the shared mailbox.
:::*Shared_Mailboxes
:::* Can Send Message
:::*Email Routing Rules
:::* Can Add File Attachment
::[[File:Email_rights.png|700px|right|thumb|<div align="center">'''Check the desired rights and save. The image shows a suggested set of Mailbox rights'''</div>]]
Once you're happy with your chosen rights, click "Save" and proceed to [[Roles|'''Associate the Role to the Users''']] who will require access to this mailbox.
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[[Category: HDOC]]

Latest revision as of 22:45, 15 March 2024

This document can now be found at its new location in the Hornbill Document Library.

Shared Mailbox Roles

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