ZCS Administrator's Guide, Open Source Edition 5.0 (Rev 5.0.19 September 2009)
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Customizing Accounts, Setting General Preferences and Password Rules

Customizing Accounts, Setting General Preferences and Password Rules
When an account is provisioned, you create the mailbox, assign the primary account email address, and enable ZCS 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 Web Client Versions
Zimbra offers a standard and an advanced Zimbra Web Client that users can log into. Both Web Clients include mail, calendar, address book and task functionality. Users can select the client to use when they log in.
Advanced Web Client includes Ajax capability and offers a full set of Web collaboration features, including Documents and Briefcase and the ability to export your account information. This Web client works best with newer browsers and fast internet connections.
Standard Web Client is a good option when Internet connections are slow or users prefer HTML-based messaging for navigating within their mailbox.
The default ZWC for login is the advanced Zimbra Web Client. When users log in, they view the advanced Zimbra Web Client, unless they use the menu on the login screen to change to the standard version. However, if ZWC detects the screen resolution to be 800 x 600, users are automatically redirected to the standard Web Client. Users can still choose the advanced ZWC but get a warning message suggesting the use of the standard ZWC for better screen view. The default version can be changed in the COS Preferences tab.
Zimbra Messaging and Collaboration Applications
The Zimbra Collaboration Suite provides the following messaging and collaboration solutions:
You can enable and disable these applications by either Class of Service (COS) or by individual accounts.
Configuring the COS and assigning a COS to accounts lets you configure the default settings for 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
ZCS 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 users’ account Preferences tab when they log on to the Zimbra Web Client.
The default is to let users manage their preferences. If you do not want users to be able to change their account preferences, you can remove the check from the Major Features Preferences in the Features tab.
 
COS/Account Tabs
Enables the email application. This is enabled by default.
Messages can be displayed grouped into conversations or as a message list. Conversations group messages by subject. If this feature is enabled, conversation view is the default, but you can change the default on the COS Preferences tab.
Users can change the default from the Mail toolbar, View link.
Users can compose email messages with an HTML editor. They can specify their default font settings for HTML compose in their account Preferences tab.
Allow the user to specify a forwarding address
Users can create a forwarding address for their mail. When this feature is enabled in the COS, in the account configuration, you can specify a default forwarding address that the user can use and enable the function so that a copy of the forwarded message is not saved in the user’s mailbox. Users can change the information from their account Preferences tab.
In the account configuration, 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
Users can create an email message that automatically replies to incoming messages. This is commonly used as a vacation message. By default message is sent to each recipient only once every seven days, regardless of how many messages that person sends to the address during that week. This can be changed in the COS Preferences tab, Out of office cache lifetime field.
Users can also set the start and stop dates for the message. You can change this setting in the COS or Account setup.
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 Preferences 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 primary account persona. This is the information that user use as the From address.
When Persona is enabled, users can create additional account names to manage different roles. Account aliases can be selected for the From name of messages sent from that persona account and a specific signature can be set for the persona account.
The number of personas that can be created is set to 20. You can change this from the CLI zmprov mc zimbraIdentityMaxNumEntries
Maximum length of mail signature
You can set the maximum number of characters that can be in a signature. The default is 1024 characters.
Users can create signatures for different roles. The number of signatures users can create is configured in zimbraSignatureMaxNumEntries
Allows users to build a complex search by date, domain, status, tags, size, attachment, Zimlets, and folders.
Yahoo search lets users access the Web from within ZWC. It displays in the ZWC search area by default.
If you do not want users to search the web from ZWC, you can disable this feature from the command line interface. Type
zmprov mc <cos> zimbraFeatureWebSearchEnabled FALSE
Users can save a search that they have previously executed or built.
Initial search preference
The initial search folder is Inbox. When this is enabled, users can set another folder as the default search folder.
Users can set up to retrieve their POP accounts’ email messages directly from their ZWC account. They can add the external account address to their account settings. Users can set these up from their Preferences tab.
Users can set up to retrieve their IMAP accounts’ email messages directly from their ZWC account. They can add the external account address to their account settings. Users can set these up from their Preferences 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 Preferences tab.
An account’s mail filter quota is set to 21K. This limit is not configurable.
Note: Spam check on a received message is completed before user mail filters are run. Messages identified as spam are moved to the Junk folder. Users cannot write a filter to move false positive spam out of the Junk folder. You can create a spam white list for individual accounts that allows an account to identify email addresses that should not be marked as spam.
Note: To do this, type
zmprov ma <account@example.com> +amavisWhiteListSender <name@example.com> +amavisWhiteListSender <name2@example2.com>
Users can create tags and assign them to messages, contacts, and Documents pages.
Users can use keyboard shortcuts within their mailbox.
If this is enabled and Keyboard shortcuts aliases is enabled on the Features tab, users can also create their own shortcut key combinations for mail folders, searches, and tags from their account Preferences 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 Preferences 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 Preferences Mail tab.
Set the display language for ZWC. If more than one language locale is installed on ZCS, users can select the locale that is different from the browser language settings.
Important: To allow users to share their mailbox folders, address books, calendars, and Documents notebooks, enable Sharing in the Features tab.
Users can modify the following mail preferences from their Preferences Signatures tab.
In the advanced Web Client, the Preference, Import/Export tab can be used to export a user’s account data, including email messages and attachments, contacts, calendar, tasks, etc. This data can be saved to their computer or other location as a backup. The account data is saved as a tar-gzipped (tgz) archive file so that it can be imported to restore the user’s account. When they run the export command, the data are copied, not removed from the user’s account.
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 contacts lists. By default, two contact lists folders are in the Address Book.
Maximum number of contacts a user can have in all address books. 0 means unlimited.
Users can modify the following Address Book preferences from their account Preferences 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 address books as well. The files must be .csv files. This is done from the Preferences Import/Export tab
Calendar
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. They can also use search for appointments in their calendars.
Important: To allow users to share their calendars, address books, and Documents notebooks, enable Sharing in 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.
Group Calendar must be enabled to have all the Calendar functionality. When Group Calendar is not checked, the only Calendar feature is the ability to create personal appointments and accept invitations to meetings, also, users cannot share calendars.
Calendars can be nested within ZCS folders like Mail, Contact, and Calendar folders. The administrator creates a nested list of calendars using CLI or a nested calendar grouping is imported through migration.
zmmailbox -z -m user1 cf -V appointment /<Calendar Name>/<sub-calendar name>.
This creates a calendar nested under the Calendar Name folder.
Sets the timezone that is used for scheduling in the Calendar application. A drop down displays the timezone list.
Troubleshooting Calendar Appointment Issues
The CLI zmcalchk is used to check the consistency of appointments on the Zimbra calendar and sends an email notification regarding inconsistencies. You can also use this command to notify the organizer and/or all attendees when an appointment is out of sync. See Appendix A, “zmcalchk” .
Other User Calendar Preferences
Users can modify the following Calendar preferences from their account Preferences 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.
Users can import and export their appointments in the standard iCalendar (.ics) format. This is done from the Preferences Import/Export tab.
Tasks
Zimbra Tasks lets users create to-do lists and manage tasks through to completion. They can add tasks to the default Tasks list and they can create additional task lists to organize to-do lists by more specific activities.
Important: To allow users to share their Task lists, enable Sharing in the Features tab. Task lists can be shared with individuals, groups, and the public.
The Tasks feature is enabled from either the COS or the Accounts Preferences tab.
 
COS/Account Tabs
Users can create and organize tasks from the Zimbra Web Client.
Documents
Zimbra Documents lets users create, organize, and share web documents from the advanced 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 Zimbra 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.
Briefcase
Zimbra Documents lets user upload files from their computer to their Zimbra Web Client account and they can access these files whenever they log into the advanced Zimbra Web Client.
The Briefcase feature is enabled from either the COS or the Accounts Preferences tab.
 
COS/Account Tabs
Users can upload files to their Zimbra Web Client account.
They can open the file if the application is available on the computer, send the file in an email, organize files into different briefcase folders.
Instant Messaging (Beta)
Zimbra Instant Messaging lets users communicate in real-time with others whom they have identified in their Buddy list.
 
COS/Account Tabs
Users can create a Buddy list and communicate real-time with member of the list. With IM, users can create instant messages or create a group chat to message between several people for real-time collaboration.
When this enabled, users immediately receive notification of IM messages, new email messages, and calendar and folder updates. This is disabled by default. Users can change this preference in their IM tab.
Other Configuration Settings for Accounts
Other configuration options include:
Specifying default behavior the appearance of a warning message when navigating from ZWC and the appearance of check boxes for items listed on the Content page for email and contacts
 
Disabling Preferences
Preferences is enabled by default. Users can modify the default preferences that are configured for their account. You can disable Options and users will not have the Preferences tab in their mailbox. They will not be able to change the default configuration for the features that are set up for their accounts.
Setting Account Quotas
You can specify mailbox quotas and the number of contacts allowed for each account through the Zimbra administration console.
Account quota is the amount of space in megabytes that an account can use. The quota includes email messages, Calendar meeting information, task lists, Documents pages and files in Briefcase. When the quota is reached, all email messages are rejected and users cannot add files to their account. If you set the quota to 0, accounts do not have a quota. See “Account Quota and the MTA”
You can view mailbox quotas from the administration console, Monitoring, Server Statistics.
Users can be notified that their mailboxes are nearing their quota. The percentage threshold for quota notification can be configured. When this threshold is reached, a quota warning message is sent to the user. The quota percentage can be set and the warning message text can be modified in the Advanced tab settings for COS and Accounts.
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 Zimbra.
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
Minimum number of unique passwords history
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 Preferences tab.
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 Timeout Policy
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
Admin console autho token lifetime
Auth token lifetime sets a browser cookie that contains the auth token. Administrators can open the administration console without having to log on again until the auth token expires. The default is 12 hours.
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.When it expires, the log in page is displayed and the user must log in to continue.
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 Email Retention Policy
The email retention policy for email, trashed and spam messages is set by COS. When the message purge function runs is set by the message purge command.
 
COS/Account Tabs
Number of days a message can remain in any folder before it is automatically purged. The default is 0; email messages are not deleted. The minimum configuration for email message lifetime is 30 days.
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.
The server manages the message purge schedule. You configure the duration of time that the server should “rest” between purging mailboxes from the administration console, Global settings or Server settings, General tabs. By default, message purge is scheduled to run every 1 minute.
For example, when the purge interval is set to 1 minute, after mailbox1 is purged of messages that meet the message lifetime setting, the server waits 1 minute before beginning to purge mailbox2.
If the message purge schedule is set to 0, messages are not purged even if the mail, trash and spam message life time is set.
Note: Because users cannot see these message lifetime settings, if you set a purge limit, make the purge policy known to your users.
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 Rebranding 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.
Note: When you enable the Yahoo! skin for the standard or advanced ZWC, you can conveniently go to Yahoo! mail from your Zimbra inbox by clicking the Yahoo! Mail link on the right corner of the screen.
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.
 
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.
From the administration console you can deploy new Zimlets. Zimlets that are deployed are listed on the Zimlets tab. You can set access privileges to Zimlets by Domain, by COS or by account
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 click on a URL mentioned in an email to open the link.
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.
Other Account Configuration Preferences
The following preferences can be set up:
Display a warning when users try to navigate away from Zimbra. It is easy for users to click the Back and Forward arrows in the browser or close their browser without logging out of their account. If this preference is not checked, users are asked if confirm that they want to navigate away from there account. If this preference is checked, the question is not asked.
Show selection checkbox for selecting email and contact items in a list view for batch operation. If this is enabled, when users view email messages or contacts in the Content pane, a check box displays for each item. Users can select items from the Content pane and then perform an action such as mark as read/unread, move to a specific folder, drag and drop to a folder, delete, and tag for all those selected items. A checkbox in the toolbar lets users select all items in the Content pane at once.
Preferences Import/Export.
The Preferences Import/Export tab lets users export all of their account data, including mail, contacts, calendar, tasks, Documents notebooks and Briefcase folders. They can export specific items in their account and save the data to their computer or other location. The account data is saved as a tar-gzipped (tgz) archive file so that it can be easily imported to restore their account. Individual contacts are saved as .csv files, and individual calendar files are saved as .ics files. The data are not removed from their accounts. The exported account data file can be viewed with an archive program such as WinRAR archiver. Any of these files can be imported into their account from the same tab.

Customizing Accounts, Setting General Preferences and Password Rules

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ZCS Administrator's Guide, Open Source Edition 5.0 (Rev 5.0.19 September 2009)
Copyright © 2009 Zimbra Inc.