Since most companies and organizations already have a well-established e-mail system that they have grown accustomed to, the Intra.Net™ E-mail application has an interface that allows all Users to access their own established POP3 and IMAP accounts rather than requiring the creation of a new separate e-mail address.   Access all your mail in one centralized location.

 

Note: The IntraEditor™ will appear for Users running Windows®. 

 

Note: For Users running Linux® or Solaris™, the Plain Text Editor will appear.

 

 

 

Creating an E-mail Application

 

Note: If you are not an Administrator, and you wish to add this application to the Company Headline section, you must have at least the Read and Post access right at the Company Headline section (Root).

 

Note: If you are not an Administrator, and you wish to add this application to a Section that exists within the Company Headlines section, you must have at least the Read access right at the Company Headline section (Read), and at least Read and Post at the Section.

 

1. Within the Content Browser, click on the Create button located to the top right.

 

Note: The Create New Application dialog appears.

 

2. Select E-mail Manager from the Create: drop-down menu.

      

   3.  Within the Name field, enter a name for the E-mail Manager application.

 

Note: The Name of the application should also be clear to other Users who may be given access.

 

4. Click the Browse button.

 

Note: The Choose Folder dialog appears.

 

5. Now you must decide where the application will be situated within the Intranet.  This depends on what access rights you have been given and where you would like the application to be located.  Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation:

 

ü       If you have been given at least the Read and Post access rights at the Root of the Intranet, you are able to add the application to the Root (Company Headlines section) and to any Section that you have Read and Post.  Click on Company Headlines to have the application sit at the root of the Content Browser, or click on the desired Section to add the application there. 

 

ü       If you have been given at least the Read and Post access rights at the Root of the Intranet, and you would like to add the application to a Section, you may have to locate the Section as it may be hidden within another Section.  Therefore, you must click on the Section’s plus sign (+) to expand its contents.  Once you have located the Section, click on it to save the application there.

 

ü       If you have the Read right only at the root, you can only add the application to your My Section area.  Click on My Section within the Choose Folder dialog to save it there.

 

 

Note:  Remember, an Application cannot be added to another application.

 

6. From the list of icons available, select an icon that you feel best suits the E-mail Manager application.

           

    7.  If you would like to create a personal shortcut to the application, check the Include in Quickbar checkbox.

    

Note: The Quickbar allows you to set your own personal shortcuts to frequently accessed Applications rather than navigating throughout the Content Browser to access them.  A Shortcut is your own personal quick link that no other system member is able to view.  Once the shortcut is created it is located on one of the left Containers that you created; the container depends on which one you select from the drop-down menu.  If you have not created containers and would like to, refer to Quickbar Settings - Create a Container on Your Quickbar within the Help Guide.

 

8. From the drop-down menu, select the Container to where you would like the shortcut to be placed.

           

    9.  Click Save.

 

Note: If you have saved the Application to the wrong location within the Content Browser, you must have at least the Read, Post and Modify access right within that Section to delete the application.

 

Note: The Application is now added to the Content Browser to the chosen location.

 

 

 

Assign User and Group Access Rights to a E-mail Manager Application

 

If System Members are to have access to the E-mail Manager Application, you must assign User or Group Access Rights.  Follow the instructions below to assign User or Group Access Rights to the E-mail Manager Application.

 

Assigning the following access rights to Users or Groups within Applications will allow them the following privileges:

 

Four different User Access Rights exist: Read, Post, Modify and Admin.

ü       Read - view documents/files/images/links/events/contacts/etc within a Section or Application.

ü       Post - add new documents/files/images/links/events/contacts/etc to a Section or Application.

ü       Modify - edit any existing documents/files/images/links/events/contacts/etc within a Section or Application but unable to post new documents.

ü       Admin - The User is given Administrator privileges for a particular Section or Application allowing them complete control over documents/files/images/links and assigning Users Access Rights in that particular area. This User becomes a Section or Application Administrator.

 

Permissible User Access Right Combinations

 

ü       Read  - allows the User to only view items within a Section or Application, the User is unable to post and modify new and existing items.

ü       Read – Post  - allows the User to view and post new items within a Section or Application but the User is unable to modify existing items.

 

ü       Read – Modify - allows the User to view and modify existing items within a Section or Application but the User is unable to post new items.

 

ü       Read – Post – Modify - allows the User to view, post and modify new and existing items within a Section or Application.

 

Note: As a security measure, you are unable to assign Access Rights to any applications that exist or are added to your My Section area.  You are the only User that is able to see the information that is stored here.  

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       First, you must locate the E-mail Manager application within your Content Browser.  The location depends on whether you saved the E-mail Manager application to a Section area or to the Root area (Company Headlines) of your Intranet.  If you saved the E-mail Manager Application to a Section area, click its plus sign (+), otherwise, it should be visible within your Content Browser.

      

2.       Within the Content Browser, click on the lock located next to your E-mail Manager application.

      

3.       Make sure the Access Rights tab is selected.

      

Note: The application you have currently accessed has automatically inherited its Access Rights from its parent section.

 

Note: The All Users and Admin Users groups may be automatically added to this section or application.  You may use these groups or you may implement your own system.  They have been added for your convenience.

 

Note: If a User belongs to a group that has already been assigned Access Rights, you may override their group access rights by assigning them individual User rights to the Section or Application. 

 

Note: If Users or Groups have already been added to this E-mail Manager Application, you may view them in several ways.  For example, click Show All to list both individual Users and Groups that have been assigned access or click Show Users to list only individual Users who have been given access or click Show Groups to list only User Groups who have been given access.

 

4.  If you would like to change the Access Rights assigned to the User, simply click on the User or Group within    

     the list.

 

Note: The Permissions dialog for that User or Group appears with the assigned access rights.

 

5.  Reassign the User or Group access rights and click Save on the dialog.

 

Note: The User or Group is now reassigned access rights.

 

6.  To assign Users or Groups rights who are not listed, click Assign User Rights or Assign Group Rights.  

 

Note: The Assign Access Rights dialog appears. 

Note:  All Users and Groups of the Intranet are listed.

 

Note: When assigning User or Group Access Right s to a Section or Application that exists within the Company Headline section, the User or Group to be assigned, must have at least the Read access right within the Company Headline main section, before any access rights can be assigned to any of its Sections or Applications.  If you do not have this ability, contact your System Administrator.

 

7.   Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the E-mail Manager Application.

 

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

 

8.   Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area.  

9.   Click Save on the dialog.

 

Note: The User(s) or Group(s) is now added to the Access Rights area with the assigned permissions visible.

 

 

 

Modifying a E-mail Manager Application Properties

 

Here, you are able to change the name of a E-mail Manager Application or choose another Icon for it.  Both changes will be visible within your Content Browser.  The name you select for the E-mail Manager Application should be clear so that other Users are able to recognize it.

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       First, you must locate the E-mail Manager Application within your Content Browser.  The location depends on whether you saved the E-mail Manager Application to a Section area or to the Root area (Company Headlines) of your Intranet.  If you saved the E-mail Manager Application to a Section area, click its plus sign (+), otherwise it should be visible within your Contents Browser.

     

2.       Within the Contents Browser, click on the lock icon located next to your E-mail Manager Application.

     

3.       Select the Properties tab.

     

Note: Here you are able to modify the E-mail Manager Application’s Name, as well as select an icon for the application.

 

4.       Within the Name fiend, enter a new name for the E-mail Manager Application and/or select a new icon.

    

5.       Click Save Changes.

 

Note: The E-mail Manager Application’s changes are now modified within your Content Browser.

 

 

E-mail Account Setup and Settings

 

To be able to retrieve mail from your other mail accounts, you must setup an e-mail account within your Intra.Net™ E-mail Application.

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

Note: The E-mail Setup Wizard dialog appears.

 

Note: The E-mail Setup Wizard dialog will continue to appear until a mail account has been setup for this application.

            

 

           

3.    Enter the e-mail address for this mail account and click Next.

4.    Select from the drop-down menu whether your account is POP3 or IMAP.  

         

5.    Enter the name of your Incoming Mail Server and Outgoing Mail Server, then click Next.

 

Note: You may need to consult your Internet Service Provider for this information or check your account information within your other e-mail program.

 

6.    Enter the Username and Password normally used to access this mail account and click Next.

7.    Enter an Account Name for the mail account, which will appear in the Accounts List.

8.    Click Finish on the E-mail Setup Wizard dialog.

Note: This e-mail account has been created and is listed within your Settings dialog Accounts area. You are now able to retrieve this account's mail through your Intra.Net E-mail Application.

Note: If you would like to setup another e-mail account, continue with the following instructions.

 

8.   Click Settings. 

Note: The Settings dialog appears with existing accounts listed.

Note: The first account added to your Email application will be listed as the default account, therefore is no account is selected to send mail, this is the default account will be used.

9.   Click Add New Account.

Note: The E-mail Setup Wizard dialog appears.

 

10.  Repeat steps 2 through 9 to add another mail account.

 

 

Modify E-mail Account Settings

 

Note: If you are not a System Administrator, you must have at least the Read, Post, and Modify access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

2.       Click the Settings button.

 

Note: The Settings dialog appears revealing a list of your added mail accounts.

 

3.       Click on the mail account that is to be edited or check the checkbox next to the mail account and click Edit Account.

 

Note: The Mail Account’s settings appear.

4.  Once you have finished modifying the mail account settings, click Ok.

 

 

 

Delete E-mail Account               

 

Note: If you are not a System Administrator, you must have at least the Read and Modify access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

2.       Click the Settings button.

 

Note: The Settings dialog appears revealing a list of your added mail accounts.

 

3.       Check the checkbox next to the account that is to be deleted.

4.       Click Delete Selected Accounts.

 

Note: The Mail Account and all its information is permanently deleted from the list.

 

 

Managing Folders

Add New Folder

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

2.       Click the Settings button.

 

Note: The Settings dialog appears, revealing a list of your added mail accounts.

 

3.       Click the Folders tab.

4.       Click Add New Folder(s).

 

 Note: Existing folders are listed.

 

Note: The Add New Folder dialog appears.

5.       Within the Folder Name field, enter a name for the folder.

6.       From the Add to drop-down menu, select where you would like to add the folder.

 

Note: Inbox, Outbox, Drafts, Sent and Top Level folders are listed.

 

Note: If Top Level is selected from the drop-down menu, the folder is created as a main folder.  If one of the other main folders are selected the new folder is placed within.

 

7.  Click Create to add the folder.

 

Note: The folder is now added to the folders list.

 

 

Rename a Folder

 

Note: If you are not a System Administrator, you must have at least the Read, Post, and Modify access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

2.       Click the Settings button.

 

Note: The Settings dialog appears revealing a list of your added mail accounts.

 

3.       Click the Folders tab.

Note: Existing folders are listed.

4.    Check the checkbox next to the folder that is to be renamed.

5.  Click Rename Folder.

 

Note: The Rename Folder dialog appears.

 

6.  Enter the new name for the folder and click Save.

 

Note: The folder’s name is modified within the list.

 

 

Delete a Folder

 

Note: If you are not a System Administrator, you must have at least the Read and Modify access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

3.       Click the Settings button.

 

Note: The Settings dialog appears revealing a list of your added mail accounts.

 

4.       Click the Folders tab.

5.       Check the checkbox next to the folder that is to be deleted.

6.       Click Delete Folder.

 Note: The Delete dialog appears asking you to confirm the delete action.

 

7.       Click Ok to permanently delete the folder.

 

Note: The folder is now deleted from the list.

 

 

Managing Filters

Create a Filter 

 

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

2.       Click the Settings button.

 

Note: The Settings dialog appears, revealing a list of your added mail accounts.

 

3.       Click the Filters tab.

4.       Click Add New Filter.

5.       Within the Filter Name field, enter a name for the filter.

6.       From the Subject drop-down menu, select the field to be filtered.

7.       From the That Starts with drop-down menu, select the criteria of the filter.

8.       In the text field, enter the applicable keyword(s) for the filter.

9.     From the Move To drop-down menu, select either Move To or Delete.

10.   From the Inbox drop-down menu, select the folder where the filtered messages are to be placed.

11.   For the filter to be case sensitive, check the Case Sensitive checkbox.

12.   Click Ok once you have finished creating your filter.

 

13.   Click View Current Filters to view the newly created filter.

 

 

 

View Current Filters

 

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.

 

 

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents.  Once you have located the application within the Section, click on its name.

 

3.       Click the Settings button.

 

Note: The Settings dialog appears, revealing a list of your added mail accounts.

 

4.       Click the Filters tab.

Note: Current filters are listed.

 

 

Delete a Filter

 

Note: If you are not a System Administrator, you must have at least the Read and Modify access rights within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the E-mail Manager application that is to be accessed.