Users and Groups

Under the Management section of the left sidebar you will find: Users and Groups.

This is where you can set the method of authentication, rights to various Retain functions and mailboxes, and various setting.

Users

Users only show up on the list if they have logged into Retain or are added manually here using Add User.

Add User

If you want to create a user that has no way of logging into the email system you would add them manually here. This is useful for giving rights to an outside agency.

For example, we had a customer who called in asking about how to export very large amounts of data. They were looking at exporting about a third of the archive. While that can be done with Publisher, we found that what was happening was that they were just trying to give their lawyer access to find items relating to communications between them and another party. It was easier to get up a lawyer user so they could find the relevant items and then export only them.

Remove user allows admin to delete a user, and Remove Multiple Users allows admin to select groups of users with Shift-click and Ctrl-Click for multiple individual users.

Core Settings

Comment

Lets you add a comment about a user.

Authentication Method

There are multiple authentication methods available. That can be set for exclusive use.

• Offline Authentication
• LDAP Authentication (GW)
• SOAP Authentication (GW)
• Exchange Authentication
• Google IMAP

Group Membership

This allows you to add a user to a group without having to go to the Group link. Default is the default group.

Change Internal Password

You can set a password that will be saved by Retain.

Language

You can set the default language for a user

Expire Account

In the example of the lawyer from above, setting an expiration date is useful to rescind their access without having to remember to do it, which reduces that chances to leave a security hole open.

User Rights

Here is where rights are granted to users. By default, they can view, save, forward and print. Admin rights apply across mailboxes and user rights apply only to the users mailbox and mailboxes they have been granted access to.

Mailboxes

Admin can grant rights to users to other mailboxes in Retain.

This is useful for shared mailboxes and if access to a limited number of mailboxes needs to be granted like the lawyer example above.

Miscellaneous

These settings can be changed by the user under the Options tab in search Messages, but you can set defaults as your organization needs.

Groups

This allows you to set rights and settings for groups of users in Retain quickly.

Add Group

This allows you to create a blank group.

Remove will remove a group, except default.

Core Settings

Let's you add and remove users from the group membership.

You can set the default language of the group.

Prevent them from changing their passwords.

You may change the authentication method of the group. This is handy when migrating from one email system to another. For example, if an organization migrates from GroupWise to Exchange you can add the users to a group called GroupwiseOffline. That has the Authentication method changed to offline.

Group Rights

You can give a group additional rights.

In a large organization, it is useful to set up helpdesk users that can search all mailboxes and publish and restore messages, but are unable to manage the server or delete messages. You can set up a helpdesk group and add the helpdesk users to it.

Mailboxes

You can add entire mail servers or individual mailboxes that the group can manage.

In a multi-national organization, you may have several helpdesks and you could organize them by language.

Miscellaneous

Contains various setting that the user can adjust as well.

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