ZCS Administrator's Guide, Network Edition 4.5, Rev 2 11/07
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Customizing Accounts and Setting General Preferences and Password Rules

Customizing Accounts and Setting General Preferences and Password Rules
When an account is provisioned, you create the mailbox, assign the email address, and enable Zimbra applications and features. You also set general preferences, the policy for password usage, and select a theme as the initial appearance of Zimbra Web Client.
This chapter describes the features and user preferences that can be configured for an account either from the assigned COS or in individual accounts.
Note: Mailbox features are enabled for the Zimbra Web Client users. When IMAP or POP clients are used, users may not have these features available.
Zimbra Messaging and Collaboration Applications
The Zimbra Collaboration Suite provides the following messaging and collaboration solutions:
The default settings for accounts can be configured either by Class of Service (COS) or by individual accounts. Configuring the COS and assigning a COS to accounts lets you configure account features and restrictions for groups of accounts. Individual accounts can be configured differently and any changes you make override the COS setting. When you update the COS, the changes are not reflected in accounts that have COS overrides.
Email messaging
Zimbra email messaging is a full-featured email application that includes advanced message search capabilities, mail sorted by conversations, tags, user-defined folders, user-defined filters, and more. You configure which email messaging features are enabled.
Messaging features that can be enabled are listed below; the third column is the tab where the feature can be enabled. Many of these features can than be managed from the users’ account Options tabs.
 
COS/Account Tabs
Messages can be displayed as grouped conversations or as a message list. Conversations group messages by subject. If this feature is turned on, conversation view is the default. Users can change the default from their account Options tab.
Users can compose email messages with an HTML editor. They can specify their default font settings for HTML compose in their account Options tab.
Attachments to email messages are indexed. If attachments are indexed, they can be searched.
Number of days a message can remain in any folder before it is automatically purged. The default is 0; email messages are not deleted.
Number of days a message remains in the Trash folder before it is automatically purged. The default is 30 days.
Number of days a message can remain in the Junk folder before it is automatically purged. The default is 30 days.
Allow the user to specify a forwarding address
Users can create a forwarding address for their mail. You can specify the default forwarding address that the user can use. Users can change the address from their account Options tab.
You can also specify forwarding addresses that are hidden from the user. A copy of each message sent to the account is immediately forwarded to the designated forwarding address.
Features tab in COS
Forwarding tab in Accounts
Allows users to set up an away- message and turn it on or off from their account Option tab.
New mail notification
Allows users the option to specify an address where to be notified of new mail to their ZWC account. They can turn this feature on or off and designate an address from their account Options tab.
An email with information about the email’s subject, sender address and recipient address is sent to the address.
Note: See "zmprov (Provisioning)” in Appendix A CLI commands for information about how to change the email template.
Features tab in COS
Preferences tab in Accounts
The name and address configured for the account creates the default mail identity. When Mail Identities is enabled, users can create additional mail identities to manage different roles. Each identity includes a name and email address. Users can set up mail identities from their account Option tab.
Note: To let users create email addresses for mail identities, on the Preferences tab, check Allow sending email from any address. If this is not enabled, users can only select from email addresses or aliases that you have configured.
Users can build a complex search by date, domain, status, tags, size, attachment, Zimlets, and folders.
Users can save a search that they have previously executed or built.
Users can set up to retrieve their POP accounts’ email messages directly from their ZWC account. They can also create a mail identity for the POP account. Users can set these up from their account Options tab.
You can create an aliases for the account. Users cannot change this.
Users can define a set of rules and corresponding actions to apply to incoming mail. When an incoming email message matches the conditions of a filter rule, the corresponding actions associated with that rule are applied. Users set up these rules from their account Options tab.
Note: Beginning with 4.5.7, ZCS the Account mail filter quota is 21K. This quota cannot be configured. If users create filters or edit existing filters that cause their mail filter size to reach 21K, an error is displayed and the changes cannot be saved. In this case, existing filters will continue to work. Users can delete filters to maintain their quota.
Users can create labels and assign them to messages, contacts, and Documents pages.
Navigation Shortcuts
Users can use keyboard shortcuts within their mailbox, and they can create their own shortcut key combinations for mail folders, searches, and tags from their account Options tab.
Users can access the company directory to find names for their email messages.
When this is enabled, users enter a few letters in their compose header and names listed in the GAL are displayed. Users can turn this feature on or off from their account Options tab.
Users can use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the IMAP protocol.
Users can use third party mail applications, such as Thunderbird or Outlook, to access their mailbox using the POP protocol. When they retrieve their POP email messages, the messages and attachments are saved on the Zimbra server
The default behavior for many of these preferences can be set from either the COS or the Accounts Preferences tab. Users can modify the following mail preferences from their account Options Mail tab.
Users can modify the following mail preferences from their account Options Mail Identities tab.
Address Book
Zimbra Address Book allows users to create multiple contact lists and add contact names automatically when mail is received or sent. By default, a Contacts list and an Emailed Contacts list are created in Address Book. Users can import contacts into their Address Book.
When you create an account you can configure this feature and set a limit to the number of contacts in the address book.
Important: To allow users to share their address books, calendars, and Documents notebooks, enable Sharing on the Features tab.
 
COS/Account Tabs
Users can create their own personal contact lists. By default, two contact lists folders are in the Address Book.
Maximum number of contacts a user can have in all address books.
Users can modify the following Address Book preferences from their account Options Address Book tab. The default behavior can be set from the COS or Accounts Preferences tab.
Enable auto adding of contacts to automatically add contacts to their Emailed Contact list when they send an email to a new address.
Users can import other contact lists into their Address Book and can export their different address books. The files must be .csv files.
Calender
Zimbra Calendar lets users schedule appointments and meetings, establish recurring activities, create multiple calendars, share calendars with others, and delegate manager access to their calendars. They can subscribe to external calendars and view their calendar information from Zimbra Web Client.
Important: To allow users to share their calendars, address books, and Documents notebooks, enable Sharing on the Features tab.
 
COS/Account Tabs
A calendar and scheduling tool to let users maintain their calendar, schedule meetings, delegate access to their calendar, create multiple personal calendars, and more.
Beginning with 4.5.7, a drop-down list displays the time zones to use when creating a meeting. Note that the time zone selected in Preferences does not impact the times shown in the Advanced Web Client calendar view. This is based on the time zone of the user’s PC.
Users can modify the following Calendar preferences from their account Options Calendar tab. The default behavior can be set from the COS or Accounts Preferences tab.
Use the QuickAdd dialog to create appointments from the calendar view. When this option is enabled, the QuickAdd dialog displays when users double-click or drag on the calendar.
Documents
Zimbra Documents lets users create, organize, and share web documents from the Zimbra Web Client.
Important: To allow users to share their Documents notebooks, enable Sharing on the Features tab. Notebook can be shared with individuals, groups, and the public.
When this feature is enabled, users have one Documents Notebook folder by default and can create additional notebooks. Zimbra Documents provides a web-based WYSIWG tool for editing documents and other content. Users have the ability to embed rich content into an editable document from within a Web browser.
You can also create a specific domain Documents account from the administration console. This Documents notebook can be shared with users on the domain, users on all ZCS domains in your environment, as well as individuals and groups. See Managing ZCS Configurations,"Documents” .
The Documents feature is enabled from either the COS or the Accounts Preferences tab.
 
COS/Account Tabs
Users can create and organize web documents from the Zimbra Web Client. One Documents Notebook is created for each account. Users can create additional notebooks and pages.
General Configuration Settings for Accounts
The general configuration options include
In addition, you can enable Zimbra Mobile for users to access their accounts from their mobile devices.
Setting Account Quotas
You can specify mailbox quotas and the number of contacts allowed for each account through the Zimbra administration console. These limits can be set from the COS or the Account Preferences tab.
Account quota is the amount of space in megabytes that an account can use. The quota includes email messages, Calendar meeting information, and Documents pages. When the quota is reached, all email messages are rejected and users cannot add to their Calendars or Documents. You can view mailbox quotas from the administration console, Monitoring, Server Statistics.
The default quota is 0, which means that accounts have unlimited storage space. Users are not notified when they reach their maximum mailbox size, but they can see their usage against their quota from the Zimbra Web Client.
The address book size limit field sets the maximum number of contacts a user can have across all of their address books. When the number is reached, users cannot add new contacts.
Setting Password Policy
If internal authentication is configured for the domain, you can configure ZCS to require users to create strong passwords.
Important: If Microsoft Active Directory (AD) is used for user authentication, you must disable the Change Password feature in their COS. The AD password policy is not managed by ZCS.
The password settings that can be configured are listed below.
 
COS/Account Tabs
Minimum/Maximum password length
This specifies the required length of a password. The default minimum length is 6 characters. The default maximum length is 64 characters.
Minimum /Maximum password age
Configuring a minimum and maximum password age sets the password expiration date. Users can change their passwords at any time between the minimum and maximum set. They must change it when the maximum password age is reached.
Configuring the next settings will require users to create more complex passwords. Note: A password cannot included accented characters in the string. Example of accented characters that cannot be used: ã, é, í, ú, ü, ñ.
Minimum upper case characters
Minimum lower case characters
Minimum punctuation symbols
Number of unique new passwords that a user must create before he can reuse an old password.
Users cannot change their passwords.This should be set if authentication is external.
Must change password
When a user logs in, he is required to change his password.
General Information
When this is enabled, users can change their password at any time within the password age settings from their account Options tabs.
Setting Failed Login Policy
You can specify a policy that sets the maximum number of failed login attempts before the account is locked out for the specified lockout time. This type of policy is used to prevent password attacks.
 
COS/Account Tabs
When this box is checked, the "failed login lockout” feature is enabled and you can configure the following settings.
Number of consecutive failed logins allowed
The number of failed login attempts before the account is locked out. The default is 10 attempts. If this is set to 0, an unlimited number of failed log in attempts is allowed. This means the account is never locked out.
The amount of time in seconds, minutes, hours, or days the account is locked out. If this is set to 0, the account is locked out until the correct password is entered, or the administrator manually changes the account status and creates a new password. The default is 1 hour.
Time window in which the failed logins must occur within to lock the account
The duration of time in seconds, minutes, hours, or days after which the number of consecutive failed login attempts is cleared from the log. The default is 0, the user can continue attempts to authenticate, no matter how many consecutive failed login attempts have occurred.
Setting Session Lifetime
You can set how long a user session should remain open and when to close a session because the session is inactive.
 
 
COS/Account Tabs
Auth token lifetime sets a browser cookie that contains the auth token. User can open ZWC without having to log on again until the auth token expires. The default is 2 days.
Session idle lifetime sets how long a user session remains active, if no activity occurs. Activity includes any clickable mouse action, such as viewing contents of a folder or clicking a button. The default is 2 days.
Setting Attachment Viewing Options
Attachment viewing rules can be set from Global Settings, by COS, and Accounts. The global setting rule takes precedence over COS and account settings. You can select from four options.
 
COS/Account Tabs
Disable attachment viewing from web mail UI.
If checked, attachments cannot be viewed. This can also be set as a global setting.
Attachments may be viewed in HTML only.
Attachments received in another format are opened in HTML view
Attachments may be viewed in their original format only
Note: Users may not be able to open attachments that require a specific application that is not on their computer.
Attachments may be viewed in HTML and their original format.
Users can select to open either in the original format or as HTML.
Zimbra Web Client UI Themes
The appearance of the Zimbra Web Client user interface can be changed. A number of Zimbra themes are included with ZCS, and you can create others. You can select a theme to be the default and the themes that users can select from to customize their user experience.
Note: To learn more about themes, go to the Rebrandiing and Themes section of the Zimbra Wiki.
 
When this is enabled, users can select different UI themes to display ZWC. Select the theme types that are available from the Themes tab.
The following theme usage options can be configured either from COS or by individual accounts:
Limit users to one theme. On the Features tab, remove the check mark from Change UI Themes. The ZWC theme is the theme listed in Current UI theme field on the Themes tab.
Let users access any of the installed Zimbra themes. If the Change UI Themes is checked, users can access any of the themes that are listed in the Available UI themes list.
Zimbra Mobile
Zimbra Mobile is an optional component that enables two-way, over-the-air synchronization of email, calendar, and contacts data between mobile devices and the Zimbra server.
 
Enables the Zimbra Mobile feature that allows Zimbra to provide mobile data access to email, calendar, and contacts for users of selected mobile phones. See Zimbra Mobile in this chapter for more details.
You enable this feature in the ZCS COS or for individual accounts. In most case, no additional plug-ins are required, users configure the device’s software for Zimbra Mobile similarly to how they configure the device to sync against Microsoft® Exchange. The following may need to be configured:
Users can now sync their Zimbra mailbox to their mobile device. They can send email, create appointments, and add contacts.
For details about specific device setup go to the Mobile Device Setup page on the Zimbra Wiki.
Important: Some users may experience configuration difficulty if using SSL. WM5 includes a limited number of root certificates and it may be necessary to install your server’s signing CA’s certificate on the device in order to use SSL.
Configuring Zimlets for Accounts
Zimlets™ is a mechanism for integrating the Zimbra Collaboration Suite with third party information systems and content. See Working with Zimlets.
You can add new Zimlets from the administration console and set access privileges from the COS and the Account Zimlets tab. Zimlets that are deployed are listed on the Zimlets tab. To disable access to a Zimlet, you can remove Zimlets from the Zimlets tab's Available Zimlets list.
ZCS includes pre configured Zimlets that enhance the user experience while working in the Zimbra Web Client. These Zimlets are already deployed and made available from the COS.
com_zimbra_date. When users click on a date either in the email or on the mini-calendar, their calendar schedule for that date displays.
com_zimbra_email. Users can see complete contact information if it is available in their address books.
com_zimbra_url. Users can see a thumbnail of the website that is listed in an email message if it is available. They see the screen below if it is not available..
com_zimbra_phone. Users can click on a phone number that displays in any of the application pages to quickly call that number if they have the installed a VOIP software application such as Skype or Cisco VOIP. When they click on the phone number, the VOIP application is launched.
 

Customizing Accounts and Setting General Preferences and Password Rules

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ZCS Administrator's Guide, Network Edition 4.5, Rev 2 11/07
Copyright © 2007 Zimbra Inc.