Who is this article for?

Admins who would like to know about security and folder setup when setting up or using Mail Manager.

Usually, elevated permissions are required.

When searching for, or filing emails, you may have private emails that should only be accessible by people with the correct permission, this article explains how this works in Mail Manager.

1. How do security and permissions work with Mail Manager?

Mail Manager has no security build in, all security and permissions are controlled by your Server folder permissions, or SharePoint site, library and folder permissions.

When a Mail Manager user files or searches an email, Mail Manager uses their login details to file or search the email, so if they don't have access to a folder, they can't file or search the email.

Your IT team or SharePoint team are responsible for settings up this security.

 

1.1. Security and server folders (network folders)

When filing to server or network folders, Mail Manager will use your windows login credentials.

For example, every folder to file an email to, or every folder you search for email within, will be using your windows logon details to authenticate.

Security on these server folders is usually applied with security groups on your server by your IT team.
 

1.2. Security and SharePoint folders

When filing to SharePoint sites, Libraries and folders, Mail Manager will prompt for your SharePoint login details when you first start Outlook. If these are saved in your browser, it will grab these saved details.

This SharePoint authentication token will re authenticate after a time (set by your admin) it also can expire or go stale on occasion.

SharePoint permissions can be applied at the site level, Library level or even at the folder level (not recommended because it is hard to manage).
These will be set by your SharePoint admin.

You can check a users SharePoint permissions using the built in SharePoint permissions checker here:

Site permissions:
SharePoint settings cog > Site Permissions > Advanced permission settings > Check permissions

Library permissions:
SharePoint settings cog > Library Settings > More library settings > Permissions for this document library > Check permissions

2. Folder security and Auto Discovery 

When using Mail Manager Auto Discovery, if you have the correct folder security setup, Mail Manager will only discover folders accessible by the specific user. This is because Mail Manager Auto Discovery run as the user, with their permissions.

This makes it easy to only show users folders they have access to.

2.1. Folder security and manual collections

With manual collections, you have 2 levels of folder security:

1. Security on the folder where you place or store the collection file (for example Directors.mmcollection)
   This ensures only people with access to this folder can open the collection.
2. Security on the filing location folders, inside the collection.
   This ensures only people with access can search or file emails to the location folders.
    

Further reading

• Creating and adding Collections in Mailmanager – Ideagen Mail Manager | Help | Ideagen Luminate
• Understanding Collection types – Ideagen Mail Manager | Help | Ideagen Luminate
• Adding and Managing Locations – Ideagen Mail Manager | Help | Ideagen Luminate