Mail Security Issues

There are four types of security in the Mail module in InEight Document:

1. Security groups.
2. Personal, Department, Company and no mail access for the user.
3. Access to unregistered mail.
4. Access to folders.

InEight Document is designed on the fundamental principal that a user from one company cannot see mail between two or more other companies if no one from the user’s company is on the distribution.

The security group a user is assigned to controls the type of mail they can create, view and send.

Users can view three different types of mail depending on their user access:

• Personal mail: Mail that the user is any of the To, Cc, Bcc or From values in     the distribution.

• Department mail: Mail that a user of the same department is any of the To,     Cc, Bcc or From values in the distribution.

• Company mail: Mail that anyone from the user’s company is any of the To,     Cc, Bcc or From values.

This is managed as follows:

1. Click Admin in the top menu and select Manage User Access.

   1. The Manage User Access screen has an upper and a lower window. The upper window lists security groups that have been defined. The lower window has two tabs:

      • The Mail Type Access tab shows what mail types users in the selected security group can access.

      • The Users tab lists the users assigned to the security group and their access levels to InEight Document modules.

2. Click the security group that the user is assigned to in the upper window (if the user has not been assigned to a security group, they will need to be added by clicking Add Users).

3. Click on the Users tab in the lower window and locate the User Record.

4. In the Standard Mail column on the right, select the access level as either None, Personal, Department, or Company. There is a drop-down list in the top right corner of the lower window to help filter large user lists by company.

5. On the same screen, set up user access to unregistered mail and folders:

   1. In the Unregistered Mail column, select the user’s access level to the unregistered mailbox for their company. The options are:

      • None: No access.

      • Personal: Access to process mails sent to the user only.

      • Department: Access to process mails sent to any user in the same     department.

      • Company: Access to process mails sent to any user in the same company.

   2. In the Folders column, select the user’s access level for folders. The options are:

      • None: The user cannot view folders.

      • View: The user can view folders. The items within each folder visible to the user is based on the standard access rules for information in InEight Document (e.g. company or personal mail access, document access, etc).

      • View and Allocate Items: The user can view folders and add and remove items from folders based on information access rules in the system.

      • Create, View and Allocate Items: The user can create new folders, view folders and add and remove items from folders.

If users belong to a company using the Force users to file mail in folders option, and the user only has None or View access to folders, the user will not be able to send mail. The user will be notified.