These steps explain how to add users to the service. After you add a user, the service filters that user’s email.
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If the new users’ domain hasn’t been added to the service, add it first (see Add a Domain for Filtering). Then come back here and add its users.
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If the users should have settings different from the org’s default settings, create a new org for them and tailor its settings (see Create an Organization). Then come back here and add the users to the new org.
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These instructions explain how to add a small to medium-sized group of users all at once. If you have a large organization that frequently adds new users (more than two or three new users a week), consider configuring the service to add users automatically. See Add Users Automatically to an Org for more information.
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If you are already logged in to the Administration Console, click the logo in the top left corner to see the Welcome page.
On the Administration Console’s Home page, click the Add/Delete/Move Users link, just above the System Test links.
On the Add, Delete, and Move Users page, enter addresses of one or more users for whom you want to filter messages. Separate addresses with a comma or put them on a separate line. Each user should already have an email account on your server.
Tip: Enter several users at once by pasting their addresses from a text file or user database.
Special characters: A user address can contain any ASCII character except following:
Welcome users upon creation: If you plan to enable the users’ Message Center, consider this setting.
Since a large number of welcome messages all at once might overwhelm some mail servers, the welcome messages are sent out over a span of about 24 hours by default. If you want to send them all immediately, select the “Welcome users upon creation” check box.
To this Organization: By default, new users are added to the same organization as the domain. This happens even if you clicked the Add Users link for a different organization. If you want to add the new users to a different organization, select the organization from the drop-down list. If you’re not sure what organization to use, use the default.
Your users are now protected. Each new user receives service settings from its organization, and default filter levels from the org’s Default User.
If your users have more than one address, such as ben@jumboinc.com and benjamin_smith@jumboinc.com, add each additional address as a user alias. You may also want to add mailing lists as an alias to a user that manages that list. See Manage User Aliases for more information.
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On the Batch Upload page, in the Manual Input field, enter the following command for the user you want to purge:
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Click Submit Job.
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Delete Users
When users no longer need email protection, you should delete them from the service so you’re no longer billed for those users.
After the user is deleted, subsequent messages sent to that address are bounced or delivered without filtering, depending on how you’ve configured Non-Account Bouncing (see Organization General Settings).
Deleting a user permanently deletes its Quarantine and all messages in it. Before deleting a user, you might want to review the Quarantine and deliver any potentially legitimate messages to the user’s Inbox.
When you delete a user via the Administration Console, that user is considered deactivated for a period of time equal to its quarantine period (for example, 14 days). While the user is considered deactivated, you can add the user back to the service. If you have Message Discovery, then all messages for that user (before and after deactivation, and including quarantined messages) are available in the same Personal Archive.
Note: If you add back a user during the deactivation period, specify the org to which you are adding the user. Specifying the org lets you avoid errors associated with the user’s original org no longer existing or with the user’s original domain having been moved to another org.
To add a user and specify the org, you can use the Batch Upload page to issue the following command:
After a time equal to the quarantine period has passed, the user data is fully deleted from the service. If you add that same user back to the service after it has been fully deleted, it is considered a new user. If you have Message Discovery, the user has a new Personal Archive; messages to the first instance of that user are not available in the new Personal Archive.
If you want to completely purge a user from the system without having to wait for the deactivation period to expire, you can use the Batch Upload page to issue the following command:
Note: If you delete a user without using the purge argument, you cannot subsequently purge that same user. To purge a user under these circumstances, you need to add back that user, and then delete it with the purge argument.
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On the Add, Delete, and Move Users page, enter one or more user addresses to delete. Separate multiple addresses with a comma or line break.
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Click Delete Users.
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Note: You can’t delete a Default User if it’s currently assigned to an organization. See Delete a Default User for more information.
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On the Batch Upload page, in the Manual Input field, enter the following command for the user you want to purge:
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Click Submit Job.
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If a user has left your organization, you have some options other than immediately deleting that user from the service. Depending upon your company’s policy, you can either:
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Change the user name into an alias owned by a manager. The email can be reviewed. See Add a User Alias for more information.
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Create a user called “terminations” with the daily message limit set to zero. Then add the former user as an alias to the terminations user. The mail is then bounced, and your former users are grouped in one place.
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Set a former user’s daily message limit to zero if aliasing former users under a terminated user is not necessary. With the message limit set to zero, all that user’s mail is then bounced, without ever reaching your server.
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Also, if you’re using Automatic Account Creation to add users automatically, subsequent messages to a deleted user can cause that user to be added again, as a provisional user. To prevent this from happening repeatedly, locate the user when re-created, under Provisional Users, and block the user from being added again.
Move Users
After adding users to a particular organization, you might subsequently want to move them to another org. For example, you might decide to split the New York org into two sub-orgs: Uptown and Downtown. After creating the sub-orgs, you need to move users from the New York org to the Uptown or Downtown orgs.
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On the Add, Delete, and Move Users page, enter one or more user addresses to move. Separate multiple addresses with a comma or line break.
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Choose the organization to which you want to move the users. Select the org from the list or enter its name.
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Click Move.
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Users retain their existing user-level settings, but acquire new org-level settings from their new organization.
To move a single user, you can also go to General Settings on the user’s Overview page, and enter a new parent organization for the user. See User General Settings.
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