Creating and Maintaining an Approved Email List for Project/Shell Mailboxes

Emails are important tools for communication, and they need to be included in the Project/Shell. Emails can come from:

The system collects emails, and their attachments, in a central repository, called a Mailbox. This repository lets users use emails to manage and document a Project/Shell.

Note: Emails can also be linked to business process records.

After an email resides in the Project/Shell Mailbox, a user can forward the email to appropriate members, flag the email for review, or reply to the email.

When the system is installed for your environment, a dedicated email domain for your company is specified. When you create a Project/Shell, the system assigns a unique identifier to the Project/Shell. To create a dedicated mailbox as the communication repository for the Project/Shell, the system combines your company email address (domain) and the Project/Shell identifier.

The system considers email addresses used by any company or partner user as "approved" and automatically whitelists the email addresses. To work with other External Users, such as vendors, you (the Administrator) must create a list of approved domains or email addresses, or both, that should be accepted by the Project/Shell Mailbox. This helps prevent spam and virus attacks from infiltrating your system, by way of external emails. You can add the approved domains and email addresses for all the users (Unifier Essentials users and External Users) by using the Approved Email List feature. By adding a domain, you do not have to enter individual email addresses. You can also use the Approved Email List feature to import names and email addresses from a CSV file.

Note: The system accepts up to 1,000 emails from any single address per day. The system ignores, as spam, any number of emails beyond 1,000.

To create an approved email list (email address of an individual):

  1. Go to the Company Workspace tab and switch to Admin mode.
  2. In the left Navigator, click Standards & Libraries > Approved Email List.
  3. Click New to open the Add address or domain window.
  4. In the Email/Domain field, enter the email address of the individual, for example: someone@example.com
  5. (Optional) In the First Name and Last Name fields, enter the name of the user.
  6. If you want to add another email address, click Apply; otherwise, click OK to close the window.

To create an approved email list (Internet domain name):

  1. Go to the Company Workspace tab and switch to Admin mode.
  2. In the left Navigator, click Standards & Libraries > Approved Email List.
  3. Click New to open the Add address or domain window.
  4. In the Email/Domain field, enter the Internet domain name, for example: @example.com

    Notes:

    • Domain names have to start with the "at" (@) symbol.
    • Names can include letters (abc), numbers (123), period (.), and dashes or hyphens (- - -).
    • Names cannot include any other special characters or spaces.
    • Names cannot begin or end with a dash or hyphen.
    • If the system detects a domain name, the system disables the First Name and Last Name fields.
  5. Click Apply and then click OK.

To edit an email address:

  1. Go to the Company Workspace tab and switch to Admin mode.
  2. In the left Navigator, click Standards & Libraries > Approved Email List.
  3. In the log, select the email address that you want to edit and double-click the email address to open it. The Add/Edit Approved Emails opens.
  4. Edit the information and click OK.

To delete an email address:

  1. Go to the Company Workspace tab and switch to Admin mode.
  2. In the left Navigator, click Standards & Libraries > Approved Email List.
  3. In the log, select the email address you want to delete and click Delete.

To find a specific email address:

  1. Go to the Company Workspace tab and switch to Admin mode.
  2. In the left Navigator, click Standards & Libraries > Approved Email List.
  3. In the log click Find to open the Find window.

    The Find window shows fields from the list, which you can use to narrow the list of items you see on the list. These fields show an operator, such as "contains" or "equals," which you can use to specify more precisely which items you want to search for.

  4. Click the operator beside the field and choose the operator you want to use on the field, such as "equals," "does not contain," or "is empty".
  5. Enter the value the field should contain.

    You can enter a partial name or address.

  6. Click Search (or press Enter).

The system will display the address(es) or name(s) that match the criteria you entered. It will also identify the criteria by which you have searched the list in the "Current View: filtered by" line above the list. If you choose to, you can cancel the find action by clicking [Cancel Filter]. The system will restore the list to its unfiltered state.


Last Published Tuesday, June 4, 2024