Module 4: Understanding user roles

Users can be granted or denied permissions by another user with higher access rights to Emailgistics. These settings will only appear if a user has rights to change them. At least one user must be a System Administrator, and one a Billing Administrator.

Emailgistics will not allow settings to be saved if privileges are withdrawn beyond this limitation. You can always select the   symbol beside each role to learn what that role means.

Roles:

Mailbox Agent

The mailbox agent role is what provides the functionality of Emailgistics to a user. This allows the user to access the Emailgistics add-in, has a team folder in the mailbox, is credited with replies, can manage and edit their own schedule, and can access the page on in our admin centre. This is a required role for any user who will be working in the Emailgistics shared mailbox.

Note: This role has the option to remove from Outlook. This will still allow the user to have some of the functionality of Emailgistics without a team folder. This user would not be eligible to be assigned emails, manage their replies, or be a part of any assignment rules.

Reports Viewer

The reports viewer role can be assigned to any user in the mailbox (not assigned by default). This role allows the user to access and run reports/dashboards for the mailboxes they have this role for. They do not have to have the agent role nor a team folder to run reports. Mailbox Admins and System admins have this role built into their role.

Mailbox Administrator

The Mailbox Administrator manages the day-to-day functionality of the Emailgistics service and is typically a manager or supervisor within the team that will be using the mailbox. These tasks include running reports, configuring dashboards, creating rules, and managing users’ availability settings, if required.

Billing Administrator

The Billing Administrator is responsible for setting up and maintaining the licences and payment details for Emailgistics once the trial period has expired. In some installations, this is a role reserved to the corporate finance department; in others, the Billing Administrator role is filled by a Mailbox or System Administrator. To add additional mailboxes to Emailgistics requires the Billing Administrator privilege.

System Administrator

The System Administrator is responsible for the ongoing management of the Emailgistics service from a technology perspective. The System Administrator can access functions to sync new users to a mailbox, edit user privileges, and update mailbox settings. This may be a senior Emailgistics user with appropriate privileges or may be an individual in the IT team who is not a day-to-day Emailgistics user.