User Statuses

The User Statuses page gives system administrators a single, server-wide grid for checking the operational state of every mailbox — separate from how they're connecting (which is covered on the User Connections page). It answers questions like: is this account still being migrated in? Is it in the middle of a search index rebuild? Is it out of compliance with the domain's password policy? This is usually the first place to check when a user reports a symptom (slow search, missing mail, being forced to change their password) whose root cause isn't obvious from the mailbox itself.

When viewing user statuses, the following columns are available:

• User – The full email address of the user.
• Authentication – The authentication method configured for the account: SmarterMail (the account's password is stored and validated internally by SmarterMail) or Active Directory (the account authenticates against an external AD/LDAP directory instead). This matters operationally because several account actions behave differently depending on which type is set — most notably, forcing a password change (see Expire Password below) only has an effect on SmarterMail-authenticated accounts, since Active Directory owns the password for the others.
• Two-Factor Authentication – Whether two-factor authentication is currently enabled and fully configured for the user (i.e., the user has actually finished enrolling a second factor, not just that 2FA is required for the domain).
• Enabled – Whether the user account itself is enabled. A disabled account can't authenticate on any protocol, regardless of what's configured on the User Connections page.
• Migrating – Whether the account currently has an active mailbox import running (for example, an in-progress IMAP migration from another mail system). While Yes, the mailbox's contents may be incomplete, which is the most common explanation for a newly created user reporting missing email.
• Indexing – Whether the account is currently queued for, or actively undergoing, a search index rebuild. A large mailbox that's mid-index can feel sluggish when searching or opening folders until the index catches up, which is the most common explanation for a user reporting temporary slowness.
• Classified – Whether the account's Email Classification (spam/priority categorization) has finished its initial processing pass. This column will only ever show Yes if Email Classification is enabled for both the domain and the user; if classification is disabled for either one, or if the mailbox's backlog is still being processed, this column reads No. In other words, a No here doesn't necessarily mean something is wrong — it may just mean the feature isn't turned on for that account.
• Authenticated Connections – The total number of IP addresses currently recorded as authenticated for that user, across all protocols combined. This is a useful early warning sign: a sudden, unexplained spike for one user can indicate credential sharing or a compromised password.
• Password Changes Disabled – Whether the user has been locked out of changing their own password (typically set for shared/departmental mailboxes or accounts managed exclusively by an administrator).
• Password Violations – Not a historical count of past bad password attempts. This number reflects how many of the domain's current password requirements the user's current password fails to meet right now — for example, a password that's both too short and missing a required symbol would show a violation count of 2. Individual rules that can each contribute to this count include minimum length, requiring an uppercase letter, a lowercase letter, a number, and a symbol, not matching the username, not being blank, not appearing on the common-password blocklist, and not being a previously used password. A non-zero count here typically means the domain's password policy was tightened after the user's password was already set, and the user hasn’t changed their password since.
• Password Expired – Whether the account's password has expired and must be changed at the next login.

Actions

The following actions can be taken:

• Refresh – Reloads the status list for all users.
• Actions (⋮)
  • Reindex – Queues the selected user(s) for a full search index rebuild. Use this if a mailbox's search results seem incomplete or incorrect and simply waiting for the Indexing column to clear on its own isn't practical.
  • Expire Password – Forces the selected user(s) to change their password the next time they log in. This only applies to accounts using SmarterMail's internal authentication; if any selected users authenticate via Active Directory, SmarterMail cannot expire their password (since that credential lives in the directory, not in SmarterMail) and will report that those accounts were skipped.
  • Export to CSV – Exports the full status list for the selected users to a CSV file that can be opened in a spreadsheet application such as Microsoft Excel — useful for building a compliance report of, for example, every account currently out of password policy.