I am wondering if it is possible to have 2 users sharing the one email account concurrently ?
We would like all email coming into a generic email account (purchasing) having concurrent access to it and when they send emails, the generic email address purchasing @xxxxx.com.au is used.
Hi Philip,
Hope you are doing well.
You can achieve your requirement by using either of the following method.
1) Create A generic user account with Notes ID file and Mail database and grant access to the
respective users on same mail database with manager access.
2) BY creating a Mail-in Database. The mail-in database is designed to allow mail to be received by a database that is set up to receive mail, without the mail being added to a person's mail file. The mail-in database can then be accessed by one person, or by multiple people, who have access to read the database.
For Mail-in Database, you can grant Internet Address as well.
Please refer the following HCL support link for more information about Mail-n Database.
https://help.hcl-software.com/domino/12.0.2/admin/admn_creatingamailindatabasedocumentforanewdatabase_t.html
I hope the above information will help in answering your concern.
Thanks & Regards
Nishant
Hi Philip,
If you are running Notes/Domino 12.0 and above you can use the feature "Selecting an alternate From address in a shared mail file"
https://help.hcl-software.com/notes/12.0.2/client/wn_select_alt_from.html
https://help.hcl-software.com/notes/12.0.2/client/select_alternate_from.html
Thank you
Regards
Shrikant J
Hi Philip,
Good Day !
Yes it is possible to share one email account by 2 users.
There are 2 options for this.
Option 1:-
You can use the same User ID and give it to both users.
Option 2:-
You can have 2 separate User IDs and give one to each user.
For this, you can first register the user with some generic name like "Purchase Management/Acme".
Now for this mail file, add 2 users in the ACL, so that they can open the mail file and read the mails. While replying they can reply by using the feature of alternate mail address in Domino V12 and above or they can continue to reply with their own email address but for external users, the email address will be shown for generic email ID only (e.g.- purchase.management@acme.com). Internal users can see "Sent by" to differentiate between which user has sent that mail.
Thank you.
Sandeep
Hi Philip,
For a simple not too complex use case, i would suggest the following:
It is assumed that the mail account is a standard mail account. The user to whom that mail account say purchase@xyz.com belongs can open the mail file, goto more->preferences->Access & Delegation. from there he can add single user, multiple users or even a group to whom he wants to delegate access. The level of access can also be configured like read, create and send, create, send and delete etc.
Till the time the delegation is not revoked, all added users will have the granted access level to the mail file besides the original owner. The from field will still contain the original mail address. a field "sent by" will be added when a delegated user sends the mail instead of the original owner of the mail file.
In case you are using a mail in database, the access mechanism will be different and would be implemented within the logic of the mailin database
see the screen shot below
Hope this helps
Regards
If you are not using Notes 12, you can also have a generic "From" address by using location documents - everyone in purchasing department can have a "Purchasing" location that sets their address as "purchasing@XX.com.au", which they use when sending mail from the shared mailbox (which can be a regular Notes mail file - use the mail template and create a person record for Purchasing pointing to it as its mail file). All purchasing users of course need edit access to the file also - no doubt you have a group already that can be used for that.
