Shared Items

Shared items are:

• Email folders – folders containing incoming or sent messages, drafts, etc.
• Contacts, Calendars (Events), Tasks, Notes, Journals – non-mail folders of email boxes serving for storage of the specific information.
• Files – a non-mail folder used for file storage and transfer.

Subscription

• Public folders are automatically displayed (no need to subscribe any more). Once a user has rights for a public folder, it is displayed in his/her folder structure.
• Shared accounts still need to be subscribed as there can be hundreds or thousands of them. Once a user has rights to somebody's account, he/she can subscribe to it and then it will appear (only those folders the user has rights to).

In IceWarp WebClient, access rights granting/subscription is done via the folder structure. After right-clicking the user name, two menu items serve for sharing: Folder access rights and Subscribe shared account. (The later mentioned one reveals a list of people who share any items to the user.)

Files

These folders are integrated with real file directories. You link a folder to a real directory and all the files are accessible also using a file system.

The directory is defined on the Domain & Accounts – Management – <domain> – Users – <user> – User tab by clicking the Permissions... button, selecting the Files folder, clicking the Files Directory Mapping... button (only in the case of selecting the file type folder this button is enabled) and selecting the appropriate address.

Unicode is fully supported so you can use any file names.

Sharing Folders

To share a folder in the WebClient, do the following:

1. Select the folder you want to share, right-click it and select the Folder Access Rights item.
2. In the Folder Access Rights dialog, click the Add New button.
3. In the Select Contacts dialog, add desired accounts to the Selected field.

   

   There are two ways how to do it:

   • Select a folder to choose contacts from (use the upper list) or use the search field immediately below, click the wished contact and add it to the Selected field by clicking this button. Repeat it for other contacts you wish to share a folder/account to.

   • or write the address(es) into the Selected field (separate addresses by a coma).

   NOTE: If you use other client than WebClient, you have to use the account prefix defined on the General tab. (By default, it is ~ (tilde). E.g.: ~peter@icewarpdemo.com.

   NOTE: You can share folders also with all domain users. In this case, select this domain name in the frame with addresses and click the Selected button, or write it to the Selected field – use square brackets, e. g. [icewarpdemo.com].

   Click OK.

4. In the Folder Access Rights dialog, select access rights for individual users for both Items and Folder. Use the Add New button to select user(s). Click OK.

   

   NOTE: You can use the same way for sharing of whole account.

   NOTE: Do not set any rights for Everyone unless you want to grant access to all server users.

Subscribing Folders

To subscribe shared folder(s), do the following:

1. If you use other client than WebClient, you have to create the appropriate folder (i.e. the folder with the name of the shared account) in your client. E.g.: John Doe shares his account with you, you have to add a new folder into your email client folder tree and name it ~john.doe@domain.com. (To do this, right-click the the user name in the folder structure tree, select the Add Folder item and write the account name.)

   (In IceWarp WebClient, this folder is added automatically after subscribing.)

2. In the client folder structure tree, right-click your user name and select the Add Shared Account item.
3. In the Select Contacts dialog (see above), select the appropriate shared account from the left frame and move it to the right frame using arrow buttons or write the shared account name (email address) into the right lower field and click the Add button. Click OK.

   NOTE: For other IMAP clients than for WebClient you have to write this address with the shared account prefix defined on the GroupWare – General tab. By default, it is "~" (tilde).

   Example:

   NOTE: In WebClient, the contacts frame is pre-populated with accounts that share folder(s) to you.

   The shared account with the shared folder(s) appears in the email client folder structure tree:

   

   NOTE: You may want to subscribe only one folder from whole account shared to you. In this case, specify this folder as shown in the Select Contacts dialog figure – Selected field. Use the same syntax: [email_address]\[folder_name].

Working with Shared Folders

Shared folders usage is quite obvious but this feature combined with other ones can became a powerful tool for email correspondence managing.

For example, combination with email rules (both sever and client defined) can be very efficient and save a lot of time when handling big amounts of email messages.

Another advanced feature allows you to organize events and send invitations on behalf of someone who shares his/her Calendar (Events) folder to you. You also can accept or decline invitations sent to this shared folder.