Manage access rights for group mailboxes in the IdM portal

A group mailbox provides an e-mail address that is not linked to a person, but to a function (e.g. a department, a project). Emails sent to this address are stored in a group mailbox that can be accessed by specified persons. They can then read, sort or delete emails there. These people can also send emails in the name of this email address. For further information, please read solutions for person-independent e-mail addresses.

The administration of access to a group mailbox is regulated by the respective resource managers (exclusively employees of Chemnitz University of Technology). For group mailboxes on the central mailbox server, this is now possible via the IdM portal. If you have Exchange group mailboxes, you can find information on this on the website Groupware → Exchange → Email.

Managing access rights to a group mailbox via the IdM portal has the following advantages:

• The access rights are also set uniformly for all subfolders, which makes maintenance and the overview much easier.
• The authorisation to send emails with the email address of the group mailbox as the sender is set.
• It is easier to separate resource managers (who can set access rights) and authorised users (so that, for example, a resource manager does not even see the group mailbox in the e-mail programme).
• The use of IdM groups is possible. To do this, the IdM group must have ‘LDAP for URZ services’ set as the target system. This means that groups can also be used for this purpose in addition to accessing storage services or websites, which reduces administration work. We will be happy to advise you on this.

You cannot manage the access rights to a group mailbox via the IdM portal if you want to set

• access rights other than full access (e.g. read only) or different access rights to subfolders

In this case, you continue to set the authorisations via Webmail SOGo. The access rights of the group mailboxes managed via IdM can no longer be changed via Webmail SOGo.

You can find the administration of access rights to group mailboxes in the IdM portal under ‘E-mail’ in the ‘Group mailboxes’ tab:

If you click on an existing group mailbox, you will find the ‘Manage access’ item under Actions. If your group mailbox has already been converted, you can grant or remove authorisations for persons and groups here. The users or group members entered will then immediately receive all authorisations to read, move or delete emails in the relevant group mailbox and all subfolders.

If your group mailbox has not yet been converted, the item ‘Manage access’ refers to a description. If you want to switch your group mailbox to the new procedure or have any questions, please contact postmaster@tu-chemnitz.de.