Overview

An outside company or person needs to have access to your Aurea Email Management Services (AEMS) email archive.  You need to provide this company or person with a login to AEMS and access to emails for specific users and date ranges or the entire email archive. 

This article provides details on how to configure an outside company or person with access to AEMS and how to provide them with the permissions required to search through the correct set of emails from your email archive.

Prerequisites

• Access to a Super Administrator or Root account (to create or update a reviewer group)

• Access to an account with Administrator privileges (to create a mailbox)

Solution

To provide access to all or part of your email archive to an external user, you will need to take the following steps:

1. Create a manual Mailbox for the external users in the AEMS console.
2. If you have an existing Reviewer Group with the correct permissions, you will need to add the Mailbox as a new user to an existing Reviewer Group.
3. If you do not have an existing Reviewer Group with the correct permissions, you will need to create a new Reviewer Group with the new Mailbox as a user.

Creating a Manual Mailbox for an External User in the AEMS Admin Console

A manual mailbox creates an account that exists on the AEMS server but not on the customer's email server.  This allows for the creation of an account that allows the external user to log into the AEMS Admin Console, but not be a user on the customer's email server.

1. From the EMS Admin Console, click Mailboxes and Aliases and then the Additional Mailboxes and Aliases screen appears.
2. Click Create Mailbox and the Create Mailbox screen will be displayed.
3. In the Display Name field enter the external user's name
4. In the Email Address field, enter an email address for the external user that must exist on one of the domains registered to the customer.  This email address will be the user name the external user uses to login into the AEMS Admin Console
5. Click OK to create a new mailbox. 

Add the Mailbox to an Existing Reviewer Group

1. From the EMS Admin Console, click Historical Mail > Reviewer Groups.
2. Locate the Reviewer Group you wish to change and click Edit.
3. On the Reviewer Group Name page click Next.
4. On the Reviewer Scope page click Next.
5. On the Select Reviewers page, add the external users' Mailbox to the list.
6. Click Next.
7. On the Confirm page, review the changes you have made.  Click Submit to make the changes.

Creating a New Reviewer Group for the Mailbox

1. From the EMS Admin Console, click Historical Mail > Reviewer Groups.
2. Click the Create Reviewer Group link that appears under the list of Reviewer Groups
3. In the Type drop-down select whether this reviewer group will have access to the Email archive or the IM (Instant Message) archive.
4. In the Name field, enter a descriptive and unique name for the group.
5. Click Next and the Reviewer Scope screen will appear.
6. Select the Users Sets, Mailing Lists, Servers and Users that you want to give the Reviewer Group access to and click Add to add them to the review scope.
7. If you need to further limit messages available to the reviewer, click the Advanced Options link and enter a query that will be applied to limit the messages available to this reviewer group (e.g. adding a date range).
8. Click Next and the Select Reviewers screen appears.
9. Select the external user's manually created mailbox and click Add to add them as reviewers.
   
   
   NOTE: An external user's manually created mailbox can only be added as a User to the list of reviewers. A Mailing list can't be used to add a manually created mailbox because:

   • A manually created mailbox only exists on the AEMS server and doesn't exist as an account on the email server.
   • When checking a mailing list for reviewer group membership, AEMS only checks the accounts that exist on the email server.  
10. Click Next and a Summary of the Reviewer Group is displayed.
11. If the settings are correct click Submit.

Testing

After creating a new Mailbox and configuring a Reviewer Group with the correct permissions, your external user is able to access the required emails from your email archive.