Administering Secure eMail

Common questions - organisation administrators

Can I change my organisation's details in the Secure eMail Directory?

As the Administrator of your organisation's account, you are responsible for keeping your listing in the Directory up to date. It's very simple to do. Just click on the 'Organisation Details' heading in the 'Administrative Tools' section of the site, and you'll be able to view and edit your organisation's current details.

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Can I view all users in my organisation without having to perform a search?

Yes. If you click on the 'Manage My Users' heading in the 'Administrative Tools' section of the site, you will see all of your organisation's users, and their current status. To view an individual's details, click on their first name, last name or location.

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Can I create new accounts?

Yes. In the Administration Tools section of the site, you’ll have an option to 'Create Accounts' if you have a mailbox connection. you’ll need to enter the new user's First Name; Last Name; Address; Town / City; and Postcode. When you’ve done this, you’ll be shown a one-time password to give to the new user. The first time the new user logs in, they will be asked to change the password to something of their own choosing. They will also be asked to answer some security questions, which will be used to verify their identity if they ever need to have their account unlocked or password reset in the future.

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Can I create several new accounts at once?

Yes. There is a facility to create up to 500 accounts at a time, under the 'Create Accounts' heading in the 'Administrative Tools' section. A wizard will take you through the process, which involves downloading a spreadsheet template, and filling in all the new users' details. You will then be asked to save and upload the file so that the details can be validated. Once this has been done, you can download a new file containing a username and one-time password for each new user.

When the new user first logs in, they will be asked to change the password to something of their own choosing. They will also be asked to answer some security questions, which will be used to verify their identity if they ever need to have their account unlocked or password reset in the future.

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Can I create new entries in the Secure eMail directory?

Yes.

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When should I delete or suspend a user's account?

You should suspend or delete a user's access to Secure eMail if they regularly use their account to send and receive personal emails; if they share their account details with another person; or if they use their account to send confidential information to someone who does not need to know it. Whether you choose to delete their account altogether or just suspend it temporarily will depend on the severity of the misuse.

The 'Help' section of the new Secure eMail site contains more detailed guidelines about the appropriate use of Secure eMail.

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Can an account be undeleted or unsuspended?

Yes. Deleted accounts remain on the system for 30 days. After that time, you will not be able to 'undelete' it. Suspended accounts can be reactivated at any time.

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Can I change a user's mailbox quota?

Yes. As an administrator, you can increase or decrease the size of users' mailboxes, either on an individual basis, or for several users at once. You can do this by selecting the 'Manage My Users' heading from the 'Administrative Tools' section of the site

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If I go on holiday, or just need help in the day to day running of my organisation's account, can I authorise someone else to be an administrator?

You can give organisation administration permissions to any member of your organisation whose account is 'Active'. This means that they will be able to manage your organisation's account on a day to day basis. you’ll need to select the 'Assign Roles' heading in the 'Administrative Tools' section of the site. it’s just as easy to remove organisation administration permissions when they are no longer required or appropriate.

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