Using Proxy to Manage Other Mailboxes

Proxy lets a GroupWise user access another GroupWise user's Mailbox to perform various actions, such as reading, sending, accepting, and declining items, on behalf of the user. This means that you can manage another user's Mailbox (including the Calendar), or you can allow another user to manage your Mailbox.

IMPORTANT:  You can proxy for a user in a different post office or domain, as long as that person is in the same GroupWise system. You cannot proxy for a user in a different GroupWise system.

Before you can use Proxy to manage another user's Mailbox, that person must grant you proxy access to his or her Mailbox. The same is true if you want someone to act as your proxy; you must give that person proxy access to your Mailbox.

Proxy access enables the proxy to open the other person's Mailbox, while logged in to his or her own Mailbox, without knowing the person's GroupWise user ID and Mailbox password. It also establishes the rights the proxy will have to the Mailbox. A proxy's rights determine the extent to which the proxy can manage the person's Mailbox. For example, the proxy might be given rights to read and write (send) all item types or be given rights to read Calendar items (appointments, tasks, and notes) only.

In addition to providing specific users with proxy access to your Mailbox, you can establish a default level of proxy access. The default level of proxy access is given to all GroupWise users who you haven't explicitly given proxy access to. You establish the default level of proxy access by modifying the <All User Access> entry in your Proxy Access list. For example, if you want to enable all GroupWise users to view your Calendar, you can modify the <All User Access> entry to give Read rights to your appointments, tasks, and notes. By default, the <All User Access> does not allow any access to your Mailbox.

This section contains the following topics:


Proxying Another User's Mailbox

  1. From the GroupWise WebAccess main window, click the Proxy icon.


    Proxy view

    The Proxy list contains the names of all users whose Mailboxes you've previously proxied.

  2. If the user's whose Mailbox you want to proxy is listed in the Proxy list, click the user. Otherwise, continue with the next step.

  3. Click Address Book to open the GroupWise Address Book.

    or

    If you know the full GroupWise address (userID.post_office.domain) of the person whose Mailbox you want to proxy, enter the address in the Name field, then click Login.

  4. If you are using the Java Address Book, enter the search criteria needed to find the user whose Mailbox you want to proxy, then click Search Address Book. In the list of users that is displayed as a result of the search, select the user, click Add (above the list box on the right), then click Login to close the Address Book and display the user's Mailbox.

    or

    If you are using the HTML Address Book, enter the search criteria needed to find the user whom you want to be a proxy, then click Search. In the list of users that is displayed as a result of the search, select the user, click Select (at the top of the list of users), then click Login to close the Address Book and display the user's Mailbox.

  5. When you are finished proxying for the user, click Exit icon in the user's main window.


Granting Proxy Access to Your Mailbox

  1. From the GroupWise WebAccess main window, click the Options icon on the toolbar.

  2. Click Proxy Access.

    For a user to have proxy rights to your Mailbox, you must add the user to the Proxy Access list.

  3. Click Add Entry to display the Add Proxy Access page.


    Add Proxy Access view

  4. Click Address Book to open the GroupWise Address Book.

    or

    If you know the GroupWise user ID of the person you want to assign as a proxy, enter the user ID in the Name field, then skip to step 6.

  5. If you are using the Java Address Book, enter the search criteria needed to find the user whom you want to be a proxy, then click Search Address Book. In the list of users that is displayed as a result of the search, select the user, click Add (above the list box on the right), then click OK to close the Address Book and display the user in the Name field.

    or

    If you are using the HTML Address Book, enter the search criteria needed to find the user whom you want to be a proxy, then click Search. In the list of users that is displayed as a result of the search, select the user, click Select (at the top of the list of users), then click OK to close the Address Book and display the user in the Name field.

  6. Select the rights you want to give the proxy:

    • Mail/Phone: Select Read to enable the proxy to read mail and phone messages. Select Write to enable the proxy to create and send mail and phone messages.

    • Appointments: Select Read to enable the proxy to read appointments. Select Write to enable the proxy to create and send appointments.

    • Reminder Notes: Select Read to enable the proxy to read notes. Select Write to enable the proxy to create and send notes.

    • Tasks: Select Read to enable the proxy to read tasks. Select Write to enable the proxy to create and send tasks.

    • Subscribe to My Alarms: This applies only if the proxy is using the GroupWise client for Windows. Receiving alarms is not supported in GroupWise WebAccess. Select this option to enable the proxy to receive any appointment alarms you set. Receiving alarms is only supported if the proxy is on the same post office you are.

    • Subscribe to My Notifications: This applies only if the proxy is using the GroupWise client for Windows. Receiving notifications is not supported in GroupWise WebAccess. Select this option to enable the proxy to receive notifications given through GroupWise Notify. Receiving notifications is only supported if the proxy is on the same post office you are.

    • Modify Options/Rules/Folders: Select this option to enable the proxy to change the options in your Mailbox and to add, delete, or modify folders. The proxy can edit any of your Options settings except for the Proxy Access settings.

    • Read Items Marked Private: Select this option to enable the proxy to see any items that are marked Private. If you don't give the proxy these rights, all items marked Private in your Mailbox are hidden from that proxy.

  7. Click Save to add the proxy to the Proxy Access list.

  8. Repeat steps 3 through 7 to add additional proxies.

    or

    Click Close to close the Proxy Access list.


Granting Default Proxy Access to Your Mailbox

  1. From the GroupWise WebAccess main window, click the Options icon on the toolbar.

  2. Click Proxy Access.

    The Proxy Access list contains an entry called <All User Access>. This entry applies to any GroupWise users who you have not explicitly added to the Proxy Access list.

  3. Click <All User Access> to display the proxy rights assigned to this entry.

    By default, the <All User Access> entry has no proxy rights to your Mailbox.

  4. Select the rights you want to give the <All User Access> entry:

    • Mail/Phone: Select Read to enable all users to read mail and phone messages. Select Write to enable all users to create and send mail and phone messages.

    • Appointments: Select Read to enable all users to read appointments. Select Write to enable all users to create and send appointments.

    • Reminder Notes: Select Read to enable all users to read notes. Select Write to enable all users to create and send notes.

    • Tasks: Select Read to enable all users to read tasks. Select Write to enable all users to create and send tasks.

    • Subscribe to My Alarms: This applies only if they are using the GroupWise client for Windows. Receiving alarms is not supported in GroupWise WebAccess. Select this option to enable all users to receive any appointment alarms you set. Receiving alarms is only supported if the proxy is on the same post office you are.

    • Subscribe to My Notifications: This applies only if they are using the GroupWise client for Windows. Receiving notifications is not supported in GroupWise WebAccess. Select this option to enable all users to receive notifications given through GroupWise Notify. Receiving notifications is only supported if the proxy is on the same post office you are.

    • Modify Options/Rules/Folders: Select this option to enable all users to change the options in your Mailbox and to add, delete, or modify folders. Users can edit any of your Options settings except for the Proxy Access settings.

    • Read Items Marked Private: Select this option to enable all users to see any items that are marked Private. If you don't give the users these rights, all items marked Private in your Mailbox are hidden from the users.

  5. Click Save to save the changes to the <All User Access> entry.

  6. Click Close to close the Proxy Access list.