1. Ability Mail Server
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  3. Users

Users

Ability Mail Server uses a logical hierarchy to organize its domains and user accounts, composed in the structure of 'domain\group\user'. With this structure, the mail server can allow easier and faster management of users. Each individual user has a large variety of options which can be accessed through the normal dialog interface, remote admin and WebMail.

Importing Users

If your are migrating from another mail server or simply want to import a large number of users, then this is possible using the 'Import CSV' tool available in the Tools section of the settings. For more information, please view the Tools page.

Users #

  • Domain - This allows you to change the currently selected domain.
  • Group - This allows you to change the currently selected group.
  • Display Format - This allows you to change how the users are displayed in the dialog interface. This doesn't actually effect the mail servers behavior, other than allowing you to view the users in a more desirable format.
  • Users - This displays a list of all users on the currently selected domain and group.
  • Add Using Wizard - To help manage the creation of new users, you can use the wizard to help guide you through the process.
  • Clone - This allows you to copy the selected users settings, folders and mails into a new account.
  • Move - This allows you to move a user to another domain or group.

Add / Edit User #

  • Enable User - If enabled, the user will behave as normal. If disabled, the user will behave as though it does not exist.
  • User - This is the part of the email address before the '@' symbol. This is also the login user of the account. Please note that it is perfectly legal to log into an account with a username matching this field or with the full email address of the account.
  • Password - This is the password required to access the account. If this is blank then the account will operate as an anonymous account (any password is acceptable). If the username and password pair already exists on another domain then you must use another password. This is because you can log into the account using only the 'User' and 'Password' (the domain is not known at login time), and so if multiple instances of the same pair were valid for multiple accounts, the mail server would have no way of knowing exactly which account is trying to be accessed.
  • User Directory - This is the directory path where the user's mails and folders are stored. Also stored in the user directory are the account settings such as 'Redirections', 'Account Options', 'Auto-Response', 'WebMail Signature', 'Filters', 'Custom Filters', 'POP3 Retrievals', 'Address Book' and 'Personal Data'. It is perfectly legal to have this path set to a network location. For more information on using network drives, please view the Frequently Asked Questions page.
  • Alias Email Addresses - This option allows you to assign multiple email addresses to a user. This is useful for combining multiple email accounts into one.
  • Redirections - This option allows you to redirect any incoming mails for this account to other email addresses. The email addresses can be local or external accounts.
  • Still Deliver to User - If enabled, the redirection rule will redirect the mails but they will also still be delivered to this account.
  • Cycle Addresses - If enabled, incoming mails will be distributed amongst the addresses. The first mail will be delivered to the first address in the list and the next will be delivered to the second address. When the last address in the list has received a mail, the first address will then be used again. This is useful when a single email address should be shared amongst a group of recipients, such as a busy email support system.

Add / Edit User - Account Options #

  • Save Sent Items in Directory - If enabled, composed mails sent by WebMail will automatically be set to save a copy to the provided account directory. Also, if the user sends a mail through the SMTP while using SMTP Authentication, those mails will be saved into the provided directory.
  • Save Deleted Items in Directory - If enabled, any mails deleted with POP3, IMAP4 or WebMail will result in the mail being moved into the provided directory.
  • Auto-Delete Mails After - If 'Save Deleted Items in Directory' is enabled, this option allows you to automatically clean up the provided directory. Any emails which are older than the number of days provided here will be automatically deleted.
  • Save WebMail Drafts in Directory - If enabled, incomplete composed mails can be saved by WebMail to the provided account directory.
  • Enable Password Resetting Question - If enabled, this will allow the user to reset the password themselves without any intervention from the admin.

Add / Edit User - WebMail Options #

  • Sending Read Receipts - This option controls the default behavior when a user opens a mail which contains a 'Read Receipt' request. A 'Read Receipt' is basically a notification which gets sent back to the sender, describing what time the mail was opened.
  • WebMail Reply-To - If enabled, any composed mails sent from WebMail will have a 'Reply-To' header field added to the mail.
  • WebMail Default From - If enabled, any composed mails sent from WebMail will have the address entered here pre-selected. If the user does not have permission to edit the from address and has no aliases, this option will be ignored.
  • Compose in HTML Format by Default - If enabled, HTML formatting will be used by default when a user begins composing a new mail.
  • Always Request a 'Read Receipt' - If enabled, mails composed and sent by WebMail will contain 'Read Receipt' request. If the recipient then permits the sending of receipts, a receipt will be received and displayed in the Inbox once the mail is opened.

Add / Edit User - Auto-Response #

  • Enable Auto-Response - If enabled, every time a mail is received which has a valid SMTP sender, an auto-response mail will be generated and sent to the sender.
  • Reply-To - If enabled, the auto-response's mail header will contain a 'Reply-To' address.
  • Subject - This will be the subject of the auto-response mail. This option allows the use of field tags, for more information please view the Using Field Tags page.
  • Message Text - If set, the auto-response's body will be the text provided with this option. This option allows the use of field tags, for more information please view the Using Field Tags page.
  • Message File - If set, the auto-response's body will be the contents of the provided file.

Add / Edit User - WebMail Signature #

  • Use Signature in New Mails - If enabled, every time the user composes a new mail with WebMail, the text in this option will appear in the body by default.
  • Use Signature When Replying / Forwarding - If enabled, every time the user replies to or forwards a mail, the text in this option will appear in the body by default.

Add / Edit User - Custom Filters #

  • Custom Filters - This displays a list of all the user's custom filters. You can re-order the custom filters using the buttons 'Move Up', 'Move Down', 'Move Top' and 'Move Bottom'. All the custom filters are applied after the normal filters (i.e. SPAM filter, block list etc.). The custom filters are applied in the order in this list. If a custom filter triggers, all other custom filters after that are ignored.

Add / Edit User - Add / Edit Custom Filter #

  • Subject Contains - If the subject of the incoming mail contains this string, this custom filter will trigger. This is case insensitive.
  • From Contains - If the from address of the incoming mail contains this string, this custom filter will trigger. This is case insensitive.
  • Delete Mail - If set and the custom filter is triggered, the incoming mail will be deleted before it reaches the account.
  • Place in Directory - If set and the custom filter is triggered, the incoming mail will be placed in the provided directory.

Add / Edit User - Filters #

  • Check If Marked As SPAM - If enabled and the SPAM flag of the incoming mail is set, this filter will trigger. The SPAM flag of the mail can be manipulated using the SPAM Protection options in the SMTP service or through Content Filtering. This filter rule is applied first and if it triggers all other filters and custom filters are ignored.
  • Check If in Email Block List - If enabled and the incoming mail is from one of the email addresses provided, this filter will trigger. This filter rule is applied second and if it triggers all other filters and custom filters are ignored.
  • Check If Not in Address Book - If enabled and the incoming mail is from an email address not part of the users address book, this filter will trigger. This filter rule is applied third and if it triggers all custom filters are ignored.
  • Delete Mail - If set and the appropriate filter is triggered, the incoming mail will be deleted before it reaches the account.
  • Place in Directory - If set and the appropriate filter is triggered, the incoming mail will be placed in the provided directory.

Add / Edit User - POP3 Retrievals #

  • POP3 Retrievals - This displays a list of the user's POP3 Retrievals.

Add / Edit User - Add / Edit POP3 Retrieval #

  • Enable POP3 Retrieval - If enabled, this POP3 Retrieval will be processed when the POP3 Retrievals for this account are triggered. The trigger can be from the user logging into a particular service or by manually triggering from WebMail. The allowed triggers are controlled by the group.
  • Host - This controls the host name that will be used for the connection. This must be the host name of a mail server which the POP3 retrieval will try to retrieve mail from.
  • Port - This controls which port on the host mail server that will be used for the connection. This must match the POP3 port value used on the host mail server. The default POP3 port value of 110 is normally used.
  • User - This controls the username that will be supplied when trying to log into the host mail server. This must match a valid account username on the mail server.
  • Password - This controls the password that will be supplied when trying to log into the host mail server. This must exactly match the password for the specified user on the host mail server.
  • Destination Folder - This is the folder which new mail will try to be placed in for each of the delivery accounts. If the folder does not exist for any of the accounts, any new mail will be placed in the Inbox folder instead.
  • Use SSL - This option controls the use of SSL and TLS. Some POP3 servers may support SSL but if not this option should be left unchecked. If you are not certain that SSL will be supported but still wish to try anyway, you can check this option. This will cause outbound connections to try to use SSL.
  • Only Allow Secure Connections - If Use SSL is enabled, this option controls whether or not non-SSL connection attempts are allowed when SSL connections fail.
  • Test POP3 Retrieval - This will perform tests to ensure that mail can be retrieved successfully using the settings provided.
  • Leave a Copy of Mails on the Server - If enabled, the POP3 retrieval will leave a copy of the mails on the server. Subsequent retrievals will ignore previously downloaded mails.
  • Delete After (days) - This allows you to automatically delete any mails stored on the server when they are a certain number of days old. This option is useful for preventing the remote account from endlessly filling with mails, which would also eventually lead to its allocation limit being reached.
  • Delete If Number of Mails Exceeds - This allows you to automatically delete any mails stored on the server when the number of mails stored exceeds this value. This option is useful for preventing the remote account from endlessly filling with mails, which would also eventually lead to its allocation limit being reached.

Add / Edit User - Address Book #

  • Address Book Entries - This displays a list of all the user's Address Book entries.
  • Import - This allows you to import address book entries from a CSV file. This facility supports any CSV format and has additional support for formats found in popular mail clients.
  • Export All - This allows you to export all the address book entries into a CSV file.
  • Address Book Groups - This displays a list of all the user's Address Book groups.

Add / Edit User - Add / Edit Address Book Entry #

  • Common Name - This also known as the nick name. This field is required.
  • Email Address - This field is required.
  • First Name - This field is optional.
  • Surname - This field is optional.
  • Organization - This field is optional.
  • Department - This field is optional.
  • Street Address - This field is optional.
  • Town / City - This field is optional.
  • State / Province - This field is optional.
  • Country - This field is optional.
  • Zip / Postal Code - This field is optional.
  • Telephone No - This field is optional.
  • Description - This field is optional.

Add / Edit User - Add / Edit Address Book Group #

  • Common Name - This also known as the nick name. This field is required.
  • Description - This field is optional.
  • Members - These are the members of the group, which are in fact the common names of address book entries.

Add / Edit User - Personal Data #

  • Common Name - This is also known as the nick name. If using LDAP for sharing address book entries then it is recommended you set this field as it usually forms the name of a contact in email clients such as Outlook. This field is optional.
  • Email Address - This field cannot be edited and is always set to the email address of the user.
  • First Name - This field is optional.
  • Surname - This field is optional.
  • Organization - This field is optional.
  • Department - This field is optional.
  • Street Address - This field is optional.
  • Town / City - This field is optional.
  • State / Province - This field is optional.
  • Country - This field is optional.
  • Zip / Postal Code - This field is optional.
  • Telephone No - This field is optional.
  • Description - This field is optional.

Add / Edit User - Additional Sign-up Fields #

  • Additional Sign-up Fields - This displays a list of all the user's additional sign-up fields. The information in this box is set only when a user signs up using WebMail's automatic sign-up feature.
  • Clear Additional Sign-up Fields - This allows you to reset and clear the additional sign-up information.