8. Permissions

As soon as you want to share an item or open a shared one, the notion of permission will come up. Kopano allows you to set who can access which folder on your account. In this chapter, permissions will be discussed. First an overview of the permission profile will be presented. Then a word about exceptions will be given. Finally an example will be given:

8.1. Permissions overview

An overview of all activities possible for each profile is presented in the following table:

Permission \ Profile Owner Full control Secretary Only read None
Create items Yes Yes Yes no no
Read items Yes Yes Yes Yes no
Create subfolders Yes Yes no no no
Set folder permissions Yes no no no no
Actually see the concerning folder Yes Yes Yes Yes Yes
Edit all items Yes Yes Yes no no
Delete all items Yes Yes Yes no no

Furthermore it’s possible to set custom permissions to allow specific actions while preventing others. For example you can allow your colleague to edit items without allowing him to create them. When customizing permissions, the profile will change to “Other”.

Warning

While in WebApp it’s possible to edit a meeting without being able to delete it, Outlook doesn’t make this distinction. Therefore if you wish to allow a colleague to access and edit your agenda using Outlook, you must grant at least secretary permissions

8.2. Exceptions

Next to individuals, you can also grant permissions to any group appaering in the addressbook. Then the permissions will be applied to the members of this group. While in principle it is not possible to setup exceptions, it is however possible to explicitelly specify them for one specific person.

Note

In order to see a subfolder, the correct permissions must be set on the parent folder.

8.3. Examples

First take the protagonists from “How I Met Your Mother” and assume they use a Kopano mailserver. In order to facilitate the planning of their night at Mc Larens, they use a group called “The gang” where they are all members. They share their personnal agenda using “Only read” permission with this group. Now all six members can open and view each other’s availability.

Then imagine they want to organize an Intervention (nfa: Unannounced meeting to convince someone to quit a bad habit). The one concerned (let’s say Ted) must not be aware of it. To make sure of that, one member creates a subfolder “Intervention” in his agenda where he set the permissions for Ted as “None” and unchecks “Folder visible”. Now the group can plan the Intervention without having Ted knowing it.