Difference between revisions of "Mailbox Rights and Roles"

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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].
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[[file:hornbill-document-library.png|Shared Mailbox Roles|link=https://docs.hornbill.com/esp-config/email/shared-mailboxes#associated-roles/]]
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|[[Main Page|Home]] > [[Administration]] > [[Email Administration]] > Mailbox Rights and Roles
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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.  
 
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.  
  
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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.
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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.
  
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== Using the Pre-configured Mailbox ==
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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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== Related Articles ==
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:* [[Email_Administration|Email Administration]]
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:* [[Shared_Mailboxes|Configuring Shared Mailboxes]]
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:* [[Mailboxes|Working With Shared Mailboxes]]
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:# '''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:-
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== Creating a Shared Mailbox Role ==
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:::* Role ID: Mailbox – Helpdesk
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::[[File:New_Mailbox_Role.PNG|700px|right|thumb|<div align="center">'''Create a new Security Role'''</div>]]
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:::* Privilege Level: User
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=== Create a New Security Role ===
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:::* Application: Hornbill Service Manager
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Navigate to '''''Home > System > Organisational Data > Roles''''' in Hornbill Administration
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:::* Description: Role to manage Mailbox Access
 
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:::* Applications: Hornbill Service Manager
 
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:::* Groups: Leave Blank
 
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:::* Shared Mailboxes: helpdesk
 
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:::* Click 'create role'
 
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:::* Click the “Shared Mailbox rights” Tab
 
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:::* Then set the following rights...
 
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::[[File:Email_rights.png| 700px|email rights]]
 
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:::* 'Save changes'  
 
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::2.  [[How_do_I_assign_or_remove_roles_from_Co-Workers? |'''Associate the Role to a User''']] who will require access to this mailbox
 
  
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:Click 'Create New Role'(located to the top right of the list) and populate the fields as follows:-
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:::* '''Role ID''': Mailbox – ''mySharedMailboxname''
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:::* '''Privilege Level''': User
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:::* '''Type''': Security
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:::* '''Description''': This Role will be used to grant access to the ''mySharedMailboxname'' Shared Mailbox
  
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== Integrate with your own Email ==  
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:At this stage the "Applications" and "Shared Mailboxes" fields aren't active so simply click 'Create Role'
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<br>
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Hornbill includes some powerful email integration capabilities. This is performed in Hornbill Administration in the context of Instance Configuration under the "Email" menu item.
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<br>
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=== Associate a Shared Mailbox to the New Role ===
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::[[File:Mailbox_Role_Select_Mailbox.PNG|700px|right|thumb|<div align="center">'''Associate a Mailbox to the new role'''</div>]]
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: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.
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:::* '''Shared Mailboxes''': select the relevant shared mailbox
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:::* Click 'Save'
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A further tab will now be exposed at the top of the form labelled "Shared Mailbox Rights".
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<br>
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<br>
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=== Select the desired rights ===
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::[[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>]]
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:::* Click the “Shared Mailbox rights” Tab
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:::* Then set the desired rights
  
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See [[Email_Administration]] for information on configuring
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==== Suggested Rights for a Typical User====
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:::*[[Email_Domains|Email Domains]]
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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.
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:::*[[Shared_Mailboxes|Shared Mailboxes]]
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:::* Can Get Folder Properties
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:::*[[Email_Routing_Rules]]
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:::* Can Get message
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:::* Can Flag Message
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:::* Can Delete Message
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:::* Can Add File Attachment
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:::* Can send message
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:::* Can Edit Message
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:::* Can Search Message
  
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[[Category: Email]]
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==== Minimum Rights for Sending An Email ====
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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.
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:::* Can Send Message
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:::* Can Add File Attachment
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::[[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>]]
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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

Retrieved from "https://wiki.hornbill.com/index.php?title=Mailbox_Rights_and_Roles&oldid=32016"