Understanding User Roles In Emailgistics
In Emailgistics, there are five distinct roles available for users, each with specific responsibilities tailored to different aspects of managing the service. While one person may fulfill multiple roles within an organization, it’s essential to understand the unique duties associated with each role.
Optional Configuration
System Administrator
- The System Administrator is tasked with the ongoing management of the Emailgistics service from a technological standpoint.
- Responsibilities include syncing new users to a mailbox, adjusting user privileges, and updating mailbox settings of all mailboxes onboarded with Emailgistics, even if they are not a member of that mailbox in Outlook 365.
- Typically held by a senior Emailgistics user with appropriate privileges or an IT team member not directly involved in day-to-day Emailgistics operations.
Billing Administrator
- The Billing Administrator is responsible for establishing and maintaining payment details for Emailgistics once the trial period concludes.
- This role may be designated to the corporate finance department or filled by a Mailbox or System Administrator.
- Additionally, adding additional mailboxes to Emailgistics requires the Billing Administrator privilege.
Mailbox Administrator
- The Mailbox Administrator oversees the daily functionality of the Emailgistics service.
- Tasks involve generating reports, configuring dashboards, creating rules, and managing users’ availability settings if necessary.
- Usually assumed by a manager or supervisor within the team utilizing the mailbox.
Mailbox Agent
- The Mailbox Agent role grants users access to Emailgistics functionalities.
- Users with this role can utilize the Emailgistics add-in, possess a team folder in the mailbox, manage their schedule, and access the page in the admin center.
- Essential for any user operating within the Emailgistics shared mailbox.
- This role offers the option to remove from Outlook. While retaining some Emailgistics functionality, users without a team folder cannot be assigned emails, manage replies, or participate in assignment rules.
Reports Viewer
- The Reports Viewer role enables users to access and run reports/dashboards for specific mailboxes.
- Users with this role can analyze mailbox data without requiring the agent role or a team folder.
- Mailbox Admins and System Admins automatically possess this role.
Understanding the distinct roles within Emailgistics ensures effective management and utilization of the service’s features, allowing organizations to optimize their email workflows and productivity.
Applying Roles to User in Emailgistics
Roles in Emailgistics can be easily assigned to users via the Mailbox settings. Here’s how to navigate to the Mailbox settings and apply roles.
- Access Mailbox Settings
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• Navigate to “Mailboxes” in Emailgistics.
• Select the specific mailbox the user is a member of. - Navigate to Users Tab
- • Within the selected mailbox, click on the “Users” tab in the mailbox settings.
- Select User
- • Choose the user to whom you want to assign roles.
- Assign Roles
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• Roles are listed under the “Roles” section.
• Check the checkboxes corresponding to the roles you want to assign to the user.
Roles can also be applied at the system level via the Users Section in the admin center:
- Access Users Section
- • In the admin center, locate and access the “Users” section from the left panel.
- Select User
- • From the list of users displayed in the Users section, select the user you want to assign roles to.
- Apply System Level Roles
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• System and Billing Admin roles can be applied here as well.
• Look for the relevant options to assign these roles to the selected user.
By following these steps, administrators can efficiently manage user roles within Emailgistics, ensuring appropriate access and privileges for each user according to their responsibilities within the organization.