Console Description: User Types

Managing Users in the Console is a fundamental administrative task that can have direct effects on functionality and billing. This article describes the various User Types found in the Console, what they mean, and how they are typically used.

NOTE: The term 'Manual addition of user' refers to adding a new user account to the Console by clicking the Add User button or importing from a CSV file. Please read Step 1: Adding Users for more detailed information.

This article discusses the following topics:

  • Users
  • User Type

This article relates to the following tools:

  • Management Console
  • Hosted Mailbox (Exchange+ and CloudMail)
  • LDAP Directory Synchronization
  • Address Discovery

Where to Find User Type

When managing users from either the Domain or User Group level, you will see the list of users organized with several columns of information. One of those columns is labeled 'Type' as shown in Figure 1.

Fig.1

UsersList.png

 

As you drill down into a username and view the Settings for the user, you will find a drop-down list on the 'User Details' tab containing the User Type list as shown in Figure 2.

Fig.2

UserTypes.png

 

How User Type is Assigned

A user type is assigned when the username is created. The default user type of 'User' is assigned when a new user is manually created in the Console. If you are using hosted mailboxes (Exchange+ or CloudMail) or LDAP Directory Synchronization, the user type will be assigned based on the email type provisioned on the server. When Address Discovery is configured for a User Group, the newly added user type will be 'Discovered User.'

NOTE: CloudMail accounts will be created as a User, but there may be a reason to change the user type to 'Mailing List' under certain circumstances. Please read User Types Described below for more information.

User types can be manually adjusted in the Console at any time by a manager account with permission to manage the domain. The exception to this is a User Group configured with LDAP Directory Synchronization. The intention and design of LDAP sync is to provide a single point of management that occurs at the LDAP or Active Directory server. If a manual change is made to a User in a User Group with LDAP sync enabled, the next directory synchronization will update the user type to match the LDAP or Active Directory account type.

 

User Types Described

Each user type has an administrative and billing purpose. The descriptions below will explain when the user type is used and what provisioning methods may apply that type as a default.

  • User - Billable
    • The most common user type for any email address associated with a human user. The 'User' type is assigned to a person's mailbox and may contain alias addresses.
    • Provisioned by default with:
      • Manual addition of user
      • Exchange+ hosted mailbox
      • LDAP synchronized mailbox
  • Mailing List - Non-billable
    • Mailing list user types are typically used for distribution groups. A distribution group may be configured to an Exchange server, or a CloudMail user may be configured with forwarding rules. In either case, this account type typically does not act as a mailbox but rather a method to send messages to several users through a single email address.
    • Provisioned by default with:
      • Exchange+ hosted distribution group
      • LDAP synchronized distribution group
    • BEST PRACTICE: When configuring a CloudMail mailing list, be sure to uncheck the option to save emails when forwarding. This will prevent the mailbox from reaching the storage quota and stop accepting new mail.
  • Public Folder - Non-billable
    • Public folders are created when a mail-enabled public folder is provisioned on an Exchange server. If the public folder is not mail-enabled, it will not show up in the Console. The public folder user type is rarely assigned manually.
    • Provisioned by default with:
      • Exchange+ hosted mail-enabled public folder
      • LDAP synchronized mail-enabled public folder
  • Contact - non-billable
    • The Contact user type is typically used as an address book entry with information about an individual or resource outside your organization. The contact user type can also be manually assigned when used as a sending address through an application that will not have a mailbox, such as a 'no-reply' email address.
    • Provisioned by default with:
      • LDAP synchronized contact
  • Room - non-billable
    • The room user type is used when an Exchange resource account is created. The account is typically used to manage the availability of the room through the Exchange calendar feature. The room user type is rarely manually assigned.
    • Provisioned by default with:
      • Exchange+ hosted room mailbox
      • LDAP synchronized room mailbox
  • Equipment - non-billable
    • Equipment mailboxes are typically created in Exchange to coordinate the use of equipment through the calendar feature. The user type is also a good fit for multi-function printers, scanners, and other equipment that may send email for notification or reporting purposes. The equipment user type is used similarly to the contact user type but helps to organize the difference between equipment and application emails.
    • Provisioned by default with:
      • Exchange+ hosted equipment mailbox
      • LDAP synchronized equipment mailbox
  • Shared - non-billable
    • A shared mailbox is configured just like a user mailbox, but multiple users are given full access and possibly 'Send As' permission to act as that shared mailbox. Traditional mailboxes that fit the shared user type are 'info,' 'sales,' and other group managed identities. The shared user type is rarely assigned manually.
    • Provisioned by default with:
      • Exchange+ hosted shared mailbox
      • LDAP synchronized shared mailbox
  • Discovered User - Billable
    • The discovered user type is unique and only assigned to User Groups configured for Address Discovery. An address that returns a positive response from the mail host to the Address Discovery process will add the user to the User Group and set the type to Discovered User. The discovery process does not discern whether it is an alias, a shared mailbox, or any other type of resource and therefore all discovered addresses will be assigned the Discovered User type.
    • Provisioned by default with:
      • Address Discovery
    • BEST PRACTICE: Address Discovery is meant to help seed the Console with valid email addresses associated with a domain. It is not a synchronization feature, and it is recommended that Discovered User type accounts be manually adjusted to 'User,' 'Equipment,' or deleted and made an alias of the appropriate user mailbox.

 

If you have more questions regarding user types, their functionality, or an interest in additional best practices, please visit the Support Portal icon-ext-url.png to open a ticket.

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