Manage Web Access

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Service Account Administration console provides the functionality to view, modify, delete and send by e-mail the generated URL's set for accessing Public Folders and/or containing items from web. This functionality is relevant when the external links have been generated by your Service Account users using OutShare Synchronizer integrated into Microsoft Outlook or OutShare Web Access Engine.

When you select Manage Web Access… on the Tools menu, the 'Manage Web Access' form is opened that indicates detailed information of web access links and holds the appropriate control elements for link management.

On this form, information about the generated URL's is organized to eight columns:

Using the control elements embedded in the 'Manage Web Access' form, you can perform the following actions:

• Update expiration date. To update the current expiration date set for the external link,

1. Select the needed URL listed on the table;

2. Select or enter a new expiration date on the 'Expiration Date:' combo box;  

3. Click the Update button.

• Send the generated link by e-mail. When you click the Mail URL button located on the lower-right corner of the form, an additional 'Send URL' form is opened to:

• Select or enter the recipient(s) of an e-mail containing the generated web address. When you click the To… button located on the upper side of the form, the 'Select Contacts' form is opened to select the preferred recipients from your Outlook Contact folders and Service Account users.

• In order to find the needed Outlook contacts and/or Service Account users quickly and easily, you can employ the sorting and filtering options embedded in this form:

  • To sort Outlook contacts and Service Account users by the indicated characters,

  Type the first characters or the whole first and last names on the 'Type Name or Select from List:' edit field.

  Afterwards, you will be directed to the first contact/user whose first (and last) name begin with the indicated characters listed on the 'Contacts'/'Users' tab.

   

  • To filter Outlook contacts by the folders they are stored in, and Service Account users - bydepartments they are assigned to,

  Select the needed folder/department listed on the 'Show Users from the:' combo box.

  Afterwards, only the contacts stored in the selected folder/users assigned to the selected department will be displayed on the 'Contacts'/'Users' tab.

   

  • To filter the Service Account users by default user groups (Users and Administrators) in your Service Account or the department selected on the 'Show Users from the:' combo box,

  Select 'All Users' or 'Administrators' accordingly on the 'Belonging to Group:' combo box.

  Afterwards, only the users belonging to the indicated user group will be displayed on the 'Users' tab.

• In order to add Outlook contacts/Service Account users to the list of recipients,

  1. Select the preferred contacts/users listed on the 'Contacts'/'Users' tab of the 'Select Contacts' form. You can select several contacts/users at once by holding down CTRL button on the keyboard.

  2. Click the Add button located on the left-hand side of this form.

  Alternatively, you may double-click the contacts/users to add them to the list of e-mail recipients. Yet, this feature is not applicable when you select several users by holding down CTRL button.

• In case you add unintended contacts or users,

  You can remove them using the Remove and Clear All buttons located on the left-hand side of the 'Select Contacts' form. Clicking Remove excludes the contact/user selected on the text box below, and Clear All removes all the contacts and/or users that were added previously.

Additionally, on the 'Select Contacts' form you may also access a standard Outlook 'Contact' form and create new Outlook contacts. In order to utilize this function, select the preferred Contacts folder on the 'Show Users from the:' combo box, click the Add New Contact button on the upper-right corner of this form, and enter new contact information on the standard Outlook 'Contact' form.

• Enter the message text to be inserted in the e-mail.   

• Delete the generated web access URL. To delete the generated link,

1. Select the URL to be deleted listed on the table;

2. Click the Delete URL button.

Note: The generated web access links can also be managed using OutShare Synchronizer integrated into Outlook or OutShare Web Access Engine.