8. Working with delegates

8.1. Introduction on delegates

The Zarafa WebApp allows to specify coworkers who should be able to work on the behalf of the current user. For example, a secretary can be granted permission to send email on behalf of his/her superior or schedule meetings. This is commonly referred to as delegation.

Zarafa distinguishes two kinds of delegation:

  1. User defined delegation a.k.a. Send on Behalf of: if a coworker, for example Michael, grants the appropriate permissions to a user, this user can then send emails and schedule meetings on behalf of Michael. These mails contain a modified From field in the following form “<user> on behalf of <Michael>” to distinguish them. See the example below.
Email sent on behalf of

An email sent on behalf of someone else

  1. Administrator defined delegation a.k.a. Send As: if the system administrator gives a user the rights to send as Michael, this user can send out emails or schedule meetings which appear to be sent or scheduled by Michael himself. The receiver of such an email or meeting request will not be able to see that it was another person who sent actually send it. The receiver will only see Michael in the From: field.

Since Send As implies impersonating somebody else, this kind of delegation can only be set by a Zarafa system administrator. Only Send on Behalf permissions can be set from WebApp.

Important

The user defined delegation has a higher priority on the server. In case a user has privileges to both send as and on behalf of, he will always send on behalf of. Also in the standard configuration each mail that is send as a user or on behalf of a user will also be placed in the sent items of this user.

8.2. Adding delegates to an account

  1. On the left side of the Settings screen, click Delegates. The list of Delegates is now displayed as shown in “Delegate settings”. By default, this list is empty.
Delegate settings

Delegate settings, showing list of Delegates

  1. Click Add.... The Global Addressbook pops up.
  2. Select the person or group you want to add as a delegate.

Note

If you notice that the group you want to add as a delegate is not in the list, this is because the group probably is a Distribution Group. Only groups of the type Security Group can be added as a delegate. Please contact your Zarafa System Administrator for more information.

  1. Click OK. The Delegate Permissions screen pops up.
  2. Set the desired permissions as described in the next session and click OK.
  3. Click Apply. The delegate can now start working on behalf of the user.

Note

Setting up a delegate conflicts with Send-As permissions set by the local Zarafa administrator. If a user should only have access to a certain folder and also should send mails in the name of the current user please refer to “Sharing mail folders with coworkers” to learn about sharing individual folders.

8.3. Specifying Delegate Permissions

Permission for the following folders can be set from the delegate screen:

  • Calendar
  • Tasks
  • Inbox
  • Contacts
  • Notes
  • Journal

Note

The Journal is currently used by Outlook only and has been added to this list for convenience. It is not possible (yet) to access the Journal from within WebApp.

For each folder the following permission profiles can be set:

  • Owner
  • Secretary
  • Only read
  • None

By default, WebApp sets the permissions for each folder to None, which means the delegate will have no permissions to access these folder. Permission levels can be changed by clicking on the drop down button and selecting the desired permission from the drop down menu.

8.3.1. Owner permissions

The Owner permission profile allows the delegate to:

  • Create items
  • Read items
  • Create subfolders
  • Set folder permissions
  • Actually see the concerning folder
  • Edit all items
  • Delete all items

8.3.2. Secretary permissions

The Secretary permission profile allows the delegate to:

  • Create items
  • Read items
  • Actually see the concerning folder
  • Edit all items
  • Delete all items

8.3.3. Only read permissions

The Only read permission profile allows the delegate to:

  • Read items
  • Actually see the concerning folder

8.3.4. Permissions overview

The following table contains the same data as mentioned in the previous sections, but now combined in a single view.

Delegate permissions overview:

Permission \ Profile Owner Secretary Only read None
Create items yes yes no no
Read items yes yes yes no
Create subfolders yes no no no
Set folder permissions yes no no no
Actually see the concerning folder yes yes yes yes
Edit all items yes yes no no
Delete all items yes yes no no

8.3.5. Allowing delegates to see private items

By default, only the user himself is allowed to see his private items. To allow delegates to see the contents of private items, click the checkbox next to Delegate can see my private items in the Delegate Permissions screen.

Note

Please have in mind that the regardless of the above setting, every user with Secretary or Owner privileges can move or delete items that are marked as private. Only viewing its contents is denied.

8.3.6. Automatically send copies of meeting requests to delegates

By default the delegate of a calendar is not informed when receiving a meeting request. To have a delegate automatically updated as well he or she can receive copies of all meetings requests sent to a user.

To enable this feature the checkbox Delegate receives copies of meeting-related messages sent to me in the Delegate Permissions screen has to be marked.

8.4. Working on behalf of somebody else

Once the according permissions to Send On Behalf of or Send As have been granted, the user can start working on behalf of.

8.4.1. Sending email

To send an email on behalf of someone else, first create a new email message. Then, click the Show From button, as shown in “The Show From button”. The From: field will now be added above the To: field. Here it is possible to specify any coworker, group or resource, the same way as with the To: or CC: fields. Finally, click the Send button to send the email.

The *Show From* button

The ‘Show From’ button when creating a new email

Note

In case delegation permissions have not been granted for a certain user, the sender will receive the following (bounce) message in his Inbox soon after the mail has been sent:

You are not allowed to send as user or group <name>.

If this happens, please be aware that the email has not been delivered the its original recipient.

8.4.2. Scheduling a meeting

To schedule an appointment or meeting on behalf of someone else, first open his/her calendar. Then, double click on the date / time where the new meeting should be created. In the new tab that appears, fill out all the details and click Save (when scheduling an appointment) or Send (when scheduling a meeting request).

The meeting request will now be sent by on behalf of the owner of the account.

Note

You can also use the New button to schedule a new meeting. However, WebApp does not allow you to specify the calendar when you have multiple calendars open. Instead, it will always add the new meeting to the left-most calendar.

8.5. Removing delegates from an account

To remove a delegate from ab account:

  1. On the left side of the Settings screen, click Delegates. The list of Delegates is now displayed as shown in “Delegate settings”.
  2. Select the delegate that should be removed from the account
  3. Click Remove...
  4. Click Apply