This settings page is only available to Domain Administrators.
The Users section is where a Domain Administator can manage the user accounts on their domain. This document explains the actions that can be taken on user accounts, incuding the ability to import users, improve the search functionality for a user by reindexing their account, enabling or disabling the MAPI/EWS and/or EAS synchronization add-ons, and more.
More information is availble for adding new users as well as Managing Users.
To access the Users section, log in to SmarterMail as a Domain Administrator and click on the Domain Settings icon. Then click on Accounts in the navigation pane. The Users tab will load by default.
- Adding new users
- Import from CSV - Import new user accounts from a CSV file.
- Import from LDAP - When enabled, this allows a Domain Administrator to import new user accounts from Microsoft's Active Directory.
- Export All to CSV - Export a CSV file of all users on the domain.
- Reindex - Reindexes users/accounts to improve the search functionality for a user by reindexing their account.
- Refresh Disk Usage - Recalculate the disk usage for one or more user accounts.
- Expire Password - Force a user to change their password on their next webmail login.
- Enable EAS - This will give the selected User(s) the ability to set up Exchange accounts on mobile email clients, contacts and calendar apps, etc.
- Disable EAS - This removes the EAS capabilities for the account(s).
- Enable MAPI/EWS - This will give the selected User(s) the ability to set up Exchange accounts in Microsoft Outlook for Windows, Outlook for Mac, Apple Mail and will sync the account to eM Client.
- Disable MAPI/EWS - This removes the MAPI/EWS capabilities for the account(s).
- Resync User Protocols - This forces a resync of all clients and all protocols for the selected user(s).
The Users tab lists all users created on the domain, as well as some basic information about each user. This information includes:
- Account - The username, or name that appears to the left of the "@" symbol in the email address.
- Name - The Display Name set for the User.
- Type - The "Role" of the User: User, Domain Admin or Primary Admin.
- EAS - Whether or not the EAS add-on is enabled for the User. If there is a checkmark here, this add-on is enabled.
- MAPI/EWS - Whether or not the MAPI/EWS add-on is enabled for the User. If there is a checkmark here, this add-on is enabled.
- Enabled - Whether the User is allowed to send/receive email (Enabled) or not.
- Last Login - The last date and time the User logged in to webmail.
- Disk Usage - The total amount of disk space being used versus their limit.
In addition, each User has a series of actions that can be performed. This are available by clicking on the Actions (...) button and include:
To add new SmarterMail users via a CSV spreadsheet, click on the Actions (...) button then click on Import from CSV. Upload the CSV file that contains the user information and click Next. The first page of the import modal will allow you to map the CSV column headers to the appropriate configuration option within SmarterMail. For example, if your CSV contained a column header for "user name", you can select the "Username" mapping.
At minimum, the CSV file must contain a "Username" column header. All remaining account configuration options will mimic the domain's User Defaults template. If no "Password" column header is provided in the CSV, the import modal will prompt you to create a temporary password for the user(s) being imported. Those users will be prompted to change their password the next time they log into the webmail interface.
This feature is only only available to Domain Administrators using SmarterMail Enterprise.
The Lightweight Directory Access Protocol (LDAP) is, as the name implies, a lightweight client-server protocol that email servers, software and network appliances can use to connect to, and look up information from, a directory service. For example, LDAP can be used to look up information from Microsoft Active Directory.
For its part, SmarterMail acts as an LDAP client. That means LDAP can be used to integrate SmarterMail with Microsoft Active Directory for lookup and authentication services. The LDAP integration between SmarterMail and AD via LDAP is, therefore, one-way: SmarterMail can look up information within Active Directory but it can't send information TO Active Directory. So, when Active Directory is used as an authentication method for users, if the user changes their password, display name or other information in SmarterMail, that change is NOT synced back to Active Directory. However, if that same information is changed in AD, it will sync back to SmarterMail.
Follow these steps to import new users using LDAP:
- Log into SmarterMail as the domain administrator.
- Click on the Domain Settings icon.
- When the domain settings load, click on Accounts in the navigation pane. All existing accounts will load in the content pane.
- Click the Actions (...) button.
- From the dropdown menu, click Import from LDAP. A modal will appear.
- Input the location of your active directory users via the LDAP binding string. An example LDAP string might look like this:
- If you want to use the LDAP email address as the username for the imported accounts, enable it.
- Click List Users.
- Select the users you wish to import into the domain. NOTE: If any users, aliases or mailing lists already exist in SmarterMail they will not show up in the LDAP list.
- Click Import to begin the import process.
Note: LDAP integration will only function if SmarterMail is on the same domain as the LDAP server you are trying to connect to.
To export a list of all user accounts on the domain, click on the Actions (...) button then click on Export All CSV. The CSV file will continue a variety of details about the user accounts, including their username, display name, authentication method, home and work address, disk usage, and more.
If a user reports errors or a lack of results when performing a search, it may be necessary to reindex their user account, which will regenerate the mailbox index file. To reindex one or multiple users, checkmark the desired user accounts, click on the Actions (...) button, then click on Reindex.
This option can be used to recalculate the disk usage for the selected user(s). If you find discrepancies in the user's disk usage display throughout the various areas of the interface (in the email section, reports, or Users grid), use this option to recalculate and correct that display. Please note that there may be no visual effect if the disk usage numbers shown were already correct. To refresh the disk usage for one or multiple users, checkmark the desired user accounts, click on the Actions (...) button, then click on Refresh Disk Usage.
This option can be used to expire the password of one or more users, forcing the user(s) to change their account password the next time they log into the webmail interface. To expire the password of one or multiple users, checkmark the desired user accounts, click on the Actions (...) button, then click on Expire Password.
Note: If password changes were disabled for a user, expiring the user's password will automatically enable password changes and expire their password. They will be required to set a new password next time they log in. In addition, accounts set to Active Directory authentication cannot be expired.
EAS is the industry standard for synchronizing mobile devices to SmarterMail, in addition to some desktop email clients. It uses direct push technology to sync email and collaboration items to variety of mobile devices, including smartphones and tablets, as well as Windows Mail, which ships as part of Windows 10.
If a Domain Administrator is given the ability to manage EAS mailboxes -- that is, add and remove EAS functionality for Accounts -- then these options will be available once a account, or several accounts, are selected.
MAPI is Microsoft's "Outlook protocol". That means it is the foundation by which Outlook on Windows does things like share tasks, calendars and email folders; set up meetings; create contact groups and much more. EWS is a similar protocol, but one that was developed specifically for integration with the Apple ecosystem. While other, non-Mac email clients have adopted EWS (e.g., eM Client), it primarily works with Outlook for Mac and Apple Mail.
What makes SmarterMail's use of MAPI different than its competitors is that SmarterMail has native, server-level integration of MAPI, just like Microsoft Exchange. Other products use separate pieces of software that are installed on client machines to "emulate" Exchange functionality. These "Outlook Connectors" don't provide the full suite of Exchange features to Outlook. In addition, they're another piece of software that a client has to install, and that mail administrators or IT staff have to manage.
If a Domain Administrator is given the ability to manage MAPI/EWS mailboxes -- that is, add and remove MAPI/EWS functionality for Accounts -- then these options will be available once a account, or several accounts, are selected.
This option can be used by either a Domain Administrator or a System Administrator to help potentially resolve an issue that's seen by a user who is using a particular client. (I.e., Microsoft Outlook, eM Client, etc.) For example, a user can see an issue receiving new emails in Outlook for Windows, which uses the MAPI protocol. The issue they're seeing may be the result of something hung in a different client: iOS Mail that uses EAS, eM Client that uses EWS, Gmail that is using IMAP. To help resolve this issue, an admininstrator can force a resynchronization of all clients across all protocols, thereby clearning up any issue regardless of which protocol is affected.
An administrator (domain or system) can use this tool on up to 25 individual accounts, on a single domain, at a time. Once started, a toast notification appears for the administrator(s) running the resync that let's them know the resync has started. They also see a notification. Once the resync has completed another notification appears with the results. If one or more users are unable to be resynced, that information appears in the notification, but the resync will continue until all users have been synced. NOTE: The notification will appear for all domain or system administrators, not just the one running the resync.
All resyncs are captured in the Administrative logs.
IMPORTANT NOTE: Resyncing user protocols can cause an increase in server resources, so it is restricted to 25 users at a time to mitigate impact on a server. When resyncing ALL users (in batches of 25) administrators will want to closely monitor CPU and memory usage to ensure the server can handle the additional load.
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