Demo Buy

Assigning mailboxes to individuals and departments

An administrator grants access by dragging a mailbox onto a person or department on the board in the Assignments screen. The person sees the mailbox in their own dashboard. Department assignment shared mailbox is also explained on the page.

  • Administrator with assignment permission

How to assign mailboxes to individuals and departments?

The administrator grants access by dragging a mailbox onto a person or department on the dashboard in the Assignments screen. Who can do this: An administrator with assignment permission. The mailbox is added as a tag to the person's card and a "mailbox → person" notification appears on the screen. The person sees the mailbox in their own dashboard.

Steps

  1. Open Assignments from the left menu. Mailboxes are listed on the left, departments and users on the right; next to the mailboxes, the number of people with access is shown.

  2. Drag the mailbox you want to assign from the left column 1.

  3. Drop the mailbox onto a department 2: everyone currently in that department gains access. To give it to one person only, drop the mailbox onto the person's card 3.

  4. To set what the person can do in this mailbox, click Permissions on their card 4.

Mailbox assignments: mailboxes on the left, departments and users on the right; assigned mailboxes on user cards
  1. 1Drag the mailbox
  2. 2Leave to department
  3. 3…or leave it to the person
  4. 4Mailbox permissions
Mailbox assignments dashboard, with demo data.
ResultThe mailbox is added to the person's card as a label and the "mailbox → person" notification appears on the screen. The department assignment also states how many people were granted access. The change is also reflected immediately in open dashboards.
Note When a person is removed from a department, access they gained through that department is removed automatically. To grant access to someone who joined the department later, drop the box back onto the department; only access for missing members is added.
TipInstead of dragging on a touchscreen or with the keyboard, click the mailbox first, then the person. Press Esc to cancel. The search box at the top filters both mailboxes and people.

Remove assignment

  1. On the person's card, click the × next to the mailbox label you want to remove. The mailbox is removed from that person's dashboard.

Common issues

The warning "This user is inactive" appears.
The person is inactive in DBLinx and cannot sign in. First, activate the person from the Users section of the DBLinx dashboard.
Department list is empty.
Departments are defined in DBLinx. Create departments from the Users screen of the DBLinx dashboard; the dashboard shows them automatically.

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