Advanced User Administration
In the Basic User Administration section, we have seen how to create, edit, and
delete users on your MyOffice account. In this section, we will show how you (as
your account's User Administrator) can control which sections of MyOffice users
of your account are able to access, and what they are allowed to do within these
sections.
The User Permissions Page
To access the Permissions Page for a given user, open the User Admin window, open
a user for editing, and click the "Permissions" tab in the User Details dialog.
The Permissions tab is divided into seven sections, each relating to a different
area of MyOffice. A tick in a given checkbox means that the user has permission
to use that particular facility, and no check means the user has no permission to
use that facility. The exact meaning of each section is detailed below.
The Users Section
If the "User Administrator (Can create, delete, and edit users on this account)"
checkbox is checked, then the user in question has full User Admin rights. That
means they can access the User Admin dialog, and create, edit and delete users,
just as you are currently doing. If this box is unchecked, then the user will have
no access to the User Admin facilities. Because this setting gives a user considerable
power over your account, and the data within, it's best to only allow User Admin
rights to the absolute minimum number of users in your account. The default setting
for new users is no check in this checkbox.
The Diaries Section
If the "Can use Diaries" checkbox is checked, then the user in
question will have access to the Diary window. If this checkbox is not checked,
then the user will be unable to open the diary window, or work with diaries in any
way. The default setting for new users is to be allowed to use diaries.
If the "Diary Adminstrator" checkbox is checked, then the user
in question is able to access the Diary Admin window, and is able to create, edit,
delete and assign permissions to diaries. If this checkbox is not checked, then
the user will be able to access the diaries they have been allowed to see (see
"Sharing
Diaries" for details), but will not be able to create, edit, delete or assign permissions
to the diaries themselves. The default setting for new users is to allow them access
to the Diary Admin functionality.
The Contacts Section
If the "Can use Contacts" checkbox is checked, then the user in
question will have access to the Contacts window. If this checkbox is not checked, then
the user will be unable to access the contacts window, or work with contacts in
any way other than as recipients for emails. The default setting for new users is
to be allowed to use contacts.
If the "Contacts Administrator" checkbox is checked, then the user
in question is able to add, edit, delete, and assign permissions to Contact Groups
via the Contact Group List, and also via the Contacts Administration window. If
this checkbox is not checked, then the user will be able to access the contact groups
they have been allowed to see (see
"Sharing Contacts" for details), but will not
be able to create, edit, delete, or assign permissions to the contact groups themselves.
The default setting for new users is to allow them access to the Contact Group Admin
functionality.
The Tasks Section
If the "Can use Tasks" checkbox is checked, then the user in question
will have access to the Tasks window. If this checkbox is not checked, then the
user will be unable to access the tasks window, or with any tasks other than those
assigned to appear in the users Today window. The default setting for new users
is to be allowed to use tasks.
If the "Tasks Administrator" checkbox is checked, then the user
in question is able to add, edit, delete and assign permissions to Task Lists via
the Task List List, or the Task List Administration window. If this checkbox is
not checked, then the user will be able to access the Task Lists they have been
allowed to see (see "Sharing Task Lists" for details), but will not be able to create,
edit, delete, or assign permissions to the task lists themselves. The default setting
for new users is to allow them access to the Task List Admin functionality.
The File Store Section
If the "Can use File Store" checkbox is checked, then the user
in question will have access to the File Store window. If this checkbox is not checked,
then the user will be unable to access the File Store window. The default setting
is for new users to be allowed to use the File Store.
If the "File Store Administrator" checkbox is checked, then the
user will be able to share folders they have created with other users on in your
account. If this checkbox is not checked, then the user will be able to create their
own private folders, but will not be able to share them with other users in your
account. The default setting is for new users to be allow to share their folders
with other users in your account.
The Reminders Section
If the "Can use Reminders" checkbox is checked, then the user in
question will have access to the Reminders window. If this checkbox is not checked,
then the user will be unable to access the Reminders window. The default setting
for new users is to allow them to access the Reminders window.
If the "Can send SMS" checkbox is checked, then the user in question
can create reminders to be sent via SMS. If this checkbox is not checked, then the
user will be able to send popup and email reminders, but will not be able to send
SM reminders. The default setting for new users is to allow them to send SMS reminders.
The Email Section
If the "Can user Email" checkbox is checked, then the user in question
will have access to the Email window. If this checkbox is not checked, then the
user will be unable to access the Email window. The default setting for new users
is to allow them to access the Email window.
If the "Email Folders Admin" checkbox is checked, the user in question
will be able to add, edit, delete and assign permissions to Shared Email Folders
via the Shared Email Folders Admin window. If this checkbox is not checked, thenthe
suer will be able to access the Shared Email Folders they have been allowed to see
(see "Sharing Email Folders" for details), but will not be able to create, edit,
delete or assign permissions to the Shared Email Folders themselves. The default
setting for new users is to allow them to access the Shared Email Folder admin functionality.