Managed account by multiple users using ZCO and ZCS sharing features

Managed Account by Multiple Users using ZCO and ZCS Sharing Features

   KB 22266        Last updated on 08/19/2015  




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Purpose

This Article describes the steps to configure an account that is managed by a number of users using the outlook connector and the ZCS shared features.

Resolution

Distribution List Configuration

The first step is to create a distribution list that will be used to manage the account permissions. The benefit of using this method will allow administrator to create the grants to the account once and provide the ability to grant and remove access to the account by adding or removing users from the DL. This also allows the ability to provide a user manager rights and access to manage the list from their web client.

Create a distribution list (DL) using a name that matches shared email accounts. For example:

For homestay@domain.com, I recommend homestay-dl@domain.com

Managedaccount-001.png

Create the email address of the DL:

Managedaccount-002.png

Add users to the DL:

Managedaccount-003.png

Recommended configuration for the DL

  • Select Hide in GAL
  • Select Notify new members of available shares

Managedaccount-004.png

If you like to assign a non-administrator the ability to manage the list, you will add the user to the Owners list. This will provide the user to access the list configuration within their web client under contact. (More information in the following section).

Managedaccount-005.png

Save the changes.

Configuring Distribution List to Account

Once the Distribution list has been created, the list needs to be added to the account to provide permission. The following steps needs to be preformed using the command line:

Configure full account share to the DL by running

zmmailbox -z -m share@domain.com mfg / account DL@domain.com rwixd

Provide DL send as rights

zmprov grr account share@domain.com use  DL@domain.com sendAs

Client Configuration

Once this has been configured a welcome message will be send to each user and they can accept the share from the web client. They also can accept the share by selecting Preferences => Share. The user should see a share request from the account within the first section. For example:

Managedaccount-006.png ~ Managedaccount-007.png

Selecting accept will mount the profile to the web client.

The ZCO client will recognize the share account and mount the account as a secondary profile.

To be able to send out using the email address of the shared account, the user will need to create a persona by selecting the Zimbra Tab, Selecting Personas

Managedaccount-008.png

Then they will need to select add and create a persona using the shared account email address. This also can be created within the Zimbra Web Client. The following is a screenshot of the configuration window within Outlook.

Managedaccount-009.png

Without creating the persona and selecting it when sending from the shared account the user will receive an NDR reporting cannot send on the behalf of.

Managing DL from User account

Once a user has manager rights to a DL, they can manage it within their own account. To do this the user will need to log into their web client, select the Contacts Tab the Distribution Lists:

Managedaccount-010.png

Right Click on the Distribution list and select Edit Distribution List:

Managedaccount-011.png

If this is grayed out, then the user does not have ownership of the list. The user then will be able to add members to the List by locating them within the GAL and selecting add:

Managedaccount-012.png

The user also has the ability to modify Distribution list Properties like who can send to the list and ownership.

Additional Content

  • No related resources
Verified Against: Zimbra Collaboration 8.6, 8.5, 8.0 Date Created: 08/19/2015
Article ID: https://wiki.zimbra.com/index.php?title=Managed_account_by_multiple_users_using_ZCO_and_ZCS_sharing_features Date Modified: 08/19/2015



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Wiki/KB reviewed by SME1 SME2 Copyeditor Last edit by Jorge de la Cruz
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