Features
Click on each feature to find out more.
Service Account Administration offers a list features so you could perform the following actions:
Create new Service Account users and send user login information right away
When you register a Service Account, you can create any number of Service Account users in Service Account Administration console. To send new user login information, select the 'Send an e-mail to the new user with user account information' checkbox on the 'New User' form, and an automatic e-mail including all relevant login details is sent to the entered e-mail address.
How to: Create
new user
Import users from your Outlook Contacts or Active Directory
Instead of creating new user accounts, you may choose to import Service Account users from your Outlook Contacts folders or Active Directory. The process of importing contacts/users requires just a few moves from the user: on the 'Import Users' form, you will need to select the needed contacts/users and click the Import button. The missing login information will be automatically generated by the system.
How to: Import
users to the Service Account; Import
users from Outlook Contacts; Import
users from Active Directory
View and edit all relevant user properties in a single form
When you double-click the user on User details list view pane, or right-click the user and select Open… on the shortcut menu, the 'User Details' form is opened representing all the entered general and detailed user information, together with license assignment details and permissions set for accessing Public Folders.
How
to: View & edit user details;
View
& remove licenses assigned to Service Account users; View
& edit user permissions to Public Folders
Enable and disable users in a mouse-click
In order to disable or enable a user, you only need to select the needed user on User details list view pane and click the Disable User/ Enable User button on the Users toolbar. When the user is disabled, OutShare licenses assigned to him are automatically removed (freed), and he/she can further work in Offline mode with OutShare Synchronizer.
How
to: Enable and
disable Service Account users; Arrange
OutShare Synchronizer licenses
Arrange Service Account users to departments and user groups
When you have one common Service Account for the whole organization, you might find it useful to arrange users to departments and user groups in order to build the structure that corresponds to the existing hierarchic structure within the organization. Such arrangement also provides the means for distributing Service Account administration between several department administrators, as well as setting the same permissions for a defined group of users.
How
to: Organize users to departments;
Arrange user groups; Select
users and user groups to set access to Public Folders
Set separate administrators to manage different department
To divide the function of managing the Service Account between several persons, you may set a separate administrator for every created department. Afterwards, each department administrator will be able to add, remove, disable and enable the users belonging to his department, and assign OutShare licenses to department users.
How
to: Create new department; Add users to departments; Remove
users from departments; Enable
and disable Service Account users;
Transfer the users between several Service Accounts
Service Account Administration provides the functionality to transfer Service Account users between several Service Accounts. In case you have several Service Accounts in one organization, you might need to transfer the whole Service Account data - users as well as Public Folders - to another Service Account, and you can do it at any time, the same way you transfer separate users.
How
to: Transfer
users & Service Account to another OutShare Service Account
Activate and reactivate OutShare Synchronizer and Web Access Engine licenses
When you purchase OutShare Synchronizer and/or Web Access Engine license, you will need to activate it to become able to utilize the full functionality of these applications. You can activate OutShare licenses in multiple ways: on the Set User Account Wizard; on the 'OutShare License Activation' form, accessible from Windows Start menu and OutShare Synchronizer; and on the 'License Activation' form in Service Account Administration console.
Assign OutShare licenses to users and/or departments
Service Account administrators can both assign OutShare licenses to every user separately and appoint a certain amount of licenses to a department. In the later case, department administrators can further distribute OutShare licenses among department users.
Specify the rules for automatic license assignment to newly created users
By default, OutShare licenses are distributed between Service Account users automatically - to each newly created user, 1 Web Access Engine user license and 3 OutShare Synchronizer user/device licenses are assigned. To adjust licenses assignment settings according to your needs, you can specify them at any time on the 'OutShare License Assignment' form.
How
to: Arrange OutShare
Synchronizer licenses; Arrange
Web Access Engine licenses
Review the status of OutShare Synchronizer licenses assigned to devices
Devices the user can synchronize his Outlook data from together with the user/device license status ('<used>' or '(empty)') and the date of last access from the device are listed on the text box located on the 'OutShare License Assignment' form. Therefore, you can see how efficiently OutShare Synchronizer licenses are distributed, and re-arrange these licenses in the most useful way.
Manage OutShare Public Folders
When you install 4Team OutShare on your workstation, a new folder group - OutShare Folders - is added to the Folder List on the Navigation Pane in Microsoft Outlook. Public Folders, located within this folder group, differ from ordinary Outlook folders in a way that they are stored directly on OutShare server, and this allows all Service Account users to access these folders without sharing. Moreover, in order to manage Public Folders, you do not even need to open Outlook, as a range of folder management options (i.e. create, move, rename, delete, and set permissions to) are accessible on Service Account Administration console.
How
to:
Move Public Folders and containing Outlook items;
Set permissions to Public Folders;
Rename Public Folders and containing Outlook items; Delete Public Folders and containing Outlook items
Set permissions to Public Folders
Service Account users may have different permissions for accessing Public Folders. By default, all Service Account users have permission to read the contents of these folders, and Service Account administrators have full access to Public Folders. To set particular permissions to certain users, you may utilize the control elements embedded in the 'Permissions' form in Service Account Administration console as well as OutShare Synchronizer and OutShare Synchronizer plug-in.
How
to: Set permissions
to Public Folders; Select
users and user groups to set access to Public Folders; View
& edit user permissions to Public Folders
Specify general settings for OutShare performance
In Service Account Administration console, you can specify the certain settings of OutShare performance for your Service Account users - allow or forbid users to disable their own user accounts; restrict the size of user's personal data stored on OutShare server; set the time limit for external link validity; and disable the Service Account.
How
to: Configure
OutShare settings for Service Account users
Specify your company information
Using Service Account Administration console, you can specify your company information (e.g. company name, address, phone number), as well as set a new default Service Account administrator, on the 'General Information' tab of 'Company Details' form.
How
to: Specify company details
Manage web access URL's to OutShare Public Folders and containing items
When external links to certain Public Folders and/or containing items have been generated by the Service Account users, Service Account administrators can view, modify, delete and send the generated URL's by e-mail to selected recipients.
How
to: Manage Web Access
Service Account Administration console provides the options for customizing web appearance for Web Access Engine, and allows Service Account and department administrators to get HTML login code.
How
to: Customize web settings
4Team OutShare website
