👥 User Management and Mailbox Permissions

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📋 Overview

This guide provides detailed instructions for creating new user accounts and assigning mailbox permissions in the Mail Archiver application. It also covers changing your own password and the forced password change on a freshly installed instance.

🛠️ Prerequisites

• Administrative access to the Mail Archiver application
• Existing email accounts configured in the system

🧑‍💻 Creating a New User Account

1. Log into the Mail Archiver application with an account that has administrative privileges
2. Navigate to the "Users" section from the main menu
3. Click the "Create New User" button
4. Fill in the required user information:
5. Username: Enter a unique username for the new user
6. Password: Enter a secure password for the user
7. Email: Email address of the user
8. Admin: Check this box if the user should have administrative privileges
9. Self Manager: Check this box if the user should be able to manage their own mail accounts (edit existing ones and add new ones as well as delete accounts)
10. active: Should be checked to allow logins for the user
11. Click "Create User" to save the new user account

🔐 Assigning Mailbox Permissions to Users

1. After creating the user, or when editing an existing user, navigate to the "Users" section from the main menu
2. Find the user in the list where you want to assign mail accounts and click on the "Assign" button for that user
3. In the "Assign Mail Accounts" page, you will see all available mail accounts and checkboxes which indicate if they are assigned to the user
4. To assign a new email account check the corresponding box for the specific account
5. To remove an email account from the user uncheck the box
6. Click "Save Assignments" to apply the changes

👤 User Account Permissions

Admin Users

Admin users have full access to the application and can: - Manage all user accounts and their permissions - Access all email accounts in the system - View all access logs - Perform all administrative tasks

Self Manager Users

Self manager users can: - Add new email accounts to their own account - Edit existing email accounts assigned to them - Delete email accounts assigned to them - Access and manage emails from their assigned accounts (including deletion) - View their own access logs

Standard Users

Standard users have limited access and can: - View archived emails from assigned email accounts - Search within their assigned email accounts - Export emails from their assigned accounts - Restore emails from their assigned accounts - Access email attachments from assigned accounts

🔑 Changing Your Own Password

Every user with a local password can change it without an administrator:

1. Click your username in the top-right corner to open the user menu.
2. Choose Change Password.
3. Enter your current password and the new password twice, then submit.

The new password must meet the requirements below, and it must be different from the current one.

ℹ️ OIDC users cannot change their password here. The page answers with "OIDC users cannot change their password. Password management is handled by your OIDC provider." Change the password at your identity provider instead — see OIDC / SSO.

Password requirements

• at least 10 characters
• at least one uppercase letter
• at least one lowercase letter
• at least one number
• at least one special character

The form shows these as a live checklist while you type. The same rules apply when an administrator creates a user or resets a password.

⚠️ Forced Password Change (Initial Setup)

A freshly installed instance starts with the administrator credentials from the configuration (Authentication__Username / Authentication__Password). As long as that default password is still in use and no mail account exists yet, the first login forces a change:

• A warning banner explains why: "For security reasons, you must change your password before continuing. This is required because you are using the default system credentials on a newly set up system."
• You cannot navigate away from the page: "You must change your password before you can continue using the system."
• The new password must be different from the current one.
• After saving, the flag is cleared and you are taken to the dashboard.

Once you have changed the default password, the forced change never appears again.

🔒 Security Considerations

1. Use strong passwords for all user accounts
2. Change the default administrator password immediately after installation
3. Only assign the Admin permission to users who need it
4. Only assign the Self Manager permission to users who need to manage their own accounts
5. Regularly review user permissions to ensure access is appropriate
6. Remove user access when it is no longer needed
7. Use the principle of least privilege - only assign access to the email accounts that users need