IPBRICK Groupware and Mail Guidedownloads.ipbrick.com/IPBrick/documentation/EN/ipbgroupware_mail... · 2.1.1 Intranet functionalities ... account of the system and you can con gure

IPBRICK Groupware and Mail - User’s Guide

IPBRICK International

November 27, 2014

2

IPBRICK Groupware and Mail Guide IPBRICK - 2014

Contents

1 Introduction 5

1.1 Use Cases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 IPBRICK Configuration Procedure 9

2.1 Mail configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2.1.1 Intranet functionalities . . . . . . . . . . . . . . . . . . . . . 9

2.1.2 Mail Relay . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2.2 Scenario Implementation . . . . . . . . . . . . . . . . . . . . . . . . 13

2.2.1 Internal and Relay Servers . . . . . . . . . . . . . . . . . . . 13

2.3 Webmail Configuration . . . . . . . . . . . . . . . . . . . . . . . . . 16

2.4 Creating an IPBRICK user . . . . . . . . . . . . . . . . . . . . . . . 17

3 IPBRICK Groupware 19

3.1 Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

3.2 Groupware Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

3.3 Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

3.4 Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

3.4.1 Scheduling a Resource (by Creating an Event) . . . . . . . . 22

3.4.2 Shared Calendars . . . . . . . . . . . . . . . . . . . . . . . . 25

3.5 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

4 User Access 29

4.1 Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

4.1.1 Outlook account configuration . . . . . . . . . . . . . . . . . 29

4.1.2 Contacts Synchronization . . . . . . . . . . . . . . . . . . . 34

4.1.3 Accessing your Calendar via Outlook . . . . . . . . . . . . . 35

4.2 Thunderbird . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

4.2.1 Thunderbird account configuration . . . . . . . . . . . . . . 37

4.2.2 Add-on Installation . . . . . . . . . . . . . . . . . . . . . . . 39

4.2.3 Contacts Synchronization . . . . . . . . . . . . . . . . . . . 43

4.2.4 Accessing your Calendar via Thunderbird . . . . . . . . . . 44

4.2.5 Groupware address books configuration . . . . . . . . . . . . 45

4.3 Mobile platforms . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

4.3.1 Android . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

4.3.2 iOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

IPBRICK - 2014 IPBRICK Groupware and Mail Guide

4 CONTENTS

5 Appendix - Contacts Quick Guide 575.0.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . 575.0.2 IPBrick Contacts . . . . . . . . . . . . . . . . . . . . . . . . 575.0.3 Creating an Entity . . . . . . . . . . . . . . . . . . . . . . . 665.0.4 Creating a Contact . . . . . . . . . . . . . . . . . . . . . . . 68


Chapter 1

Introduction

Businesses need to be always on the lookout for ways to gain a competitive edgeand one way is by using software tools catered to streamline business processes.The design intent of our collaborative software, IPBRICK Groupware, is to facil-itate a group of people working within the same IPBRICK system or applicationin order to enable a more effective team collaboration, increasing efficiency, com-munication and offering a integrated solution with our other software applications,such as your Thunderbird mail client, IPBRICK Contacts and Calendar.

Next, we present three mail topologies, increasing in complexity, aiming atgiving you an overview regarding IPBRICK’s scalability capabilities.

1.1 Use Cases

First up, we present the simplest topology. Here, a single IPBRICK hosts anIntranet and Communications server. This is a complete solution offering every-thing you need and more!

Figure 1.1: IPBRICK I+C topology

But if you demand more from your system, then you will need to split theIntranet and communications services into two separate servers.


6 CHAPTER 1. INTRODUCTION

Figure 1.2: IPBRICK I and C topology

Another variant is if you opt to add a dedicated IPBRICK.I that will handleyour Groupware resources.

Figure 1.3: Two IPBRICK.Is with a dedicated Groupware server and an IP-BRICK.C

Finally, we present a complex case employing several Intranet servers, three ofwhich are slaves and a High Availability cluster of two Communication servers,managing the email relay, ensuring 100% uptime of the email service. This clusteris connected to a SAN 1 that stores all user data.

1Storage Area Network


1.1. USE CASES 7

Figure 1.4: High Availability cluster with 2 IPBRICK C servers


8 CHAPTER 1. INTRODUCTION


Chapter 2

IPBRICK ConfigurationProcedure

After the IPBRICK installation procedure, IPBRICK Groupware will be fullyintegrated with the other IPBRICK applications, you need to access the IPBRICKweb interface and login with your administrative credentials

Figure 2.1: IPBRICK Login Interface

2.1 Mail configuration

We will now address a use case, aiming at providing you with an example oftwo servers, one will be the internal mail server; the other will do only the mailrelay. So you may become acquainted with IPBRCK mail possibilities.

2.1.1 Intranet functionalities

In IPBRICK.I - E-mail there are the following functionalities:

• Queues Management: It allows to visualize in real time which messages arequeuing in the server;


10 CHAPTER 2. IPBRICK CONFIGURATION PROCEDURE

• Users Management: Provides a centralized management for each user emailaccount of the system and you can configure

• Mailing Lists: A mailing list allows sending emails in a 1 to N philosophy;

• Anti-Virus: After the insertion of a license, it is possible to use the specificAnti-Virus software for MTAs;

• Anti-Spam: After the insertion of a license, it is possible to use the specificAnti-Spam software for MTAs.

Figure 2.2: IPBRICK.I Mail Options

External Functionalities

In IPBRICK.C - E-mail there are two specific functionalities to the exterior,and the remaining ones are also common for the Intranet:

• Advanced Relay: Permit the email forwarding based on non-existent recipi-ents and also by domain (catchall);

• Get mail from ISP: it allows IPBRICK to download periodically email mes-sages through POP3/ IMAP from an external server in ISP.

• Mail Copy: This functionality has as a purpose to save all the electronic mailmessages entering and leaving the LAN, in two specific accounts: sentmailand receivedmail.


2.1. MAIL CONFIGURATION 11

Figure 2.3: IPBRICK.C Mail Options

2.1.2 Mail Relay

One of the most important concepts to take into account in the mail serverconfiguration is the open relay. A server working in open relay, processes mes-sages between sending and receiving addresses out of the servers domain, and it ispossible that they dont even exist. Obviously, IPBRICK doesn’t act as an openrelay, and it only guides emails from the Internet to domains specifically indicated.

In the web interface in IPBRICK.I > Email > Configure there are the follow-ing fields:

• Locally delivered domains: The domains that the server locally serves for allthe emails that enter in this server to one of these domains (*@domain_that_the_machine_serves) the server will locally search an mail box, and ifthere isn’t any, it shall return an error message in Mailbox here by that name;

• Authorized relay domains: IPBRICK forwards all the messages that havetheir domains in this list and will be accepted by the server to a queue list.Messages to other recipients that don’t belong to this domains won’t beaccepted by the server;

• Relay networks definitions: All the messages proceeding from these IP net-works will be guided by the server. Here should be listed only the companyprivate IP networks;



Figure 2.4: IPBRICK.I - Email - Configure 1/2

• SMTP Routes: Indication of the SMTP server through which the messagesto domains that the machine does not serve will be guided - the routes couldbe specified by domain or they could be global (they do not explain thedomain).

Figure 2.5: IPBRICK.I - Email - Configure 2/2

And in IPBRICK.I - E-Mail - Definitions:

• General Definitions: SMTP server particular configurations;

• SSL certificate settings: Settings for the secure connections:


2.2. SCENARIO IMPLEMENTATION 13

Figure 2.6: IPBRICK.I - Email - Definitions 1/2

• Valid internal recipients: Email addresses accepted by the server;

• Invalid senders: Email addresses without authorization to send email (black-listed).

Figure 2.7: IPBRICK.I - Email - Definitions 2/2

2.2 Scenario Implementation

2.2.1 Internal and Relay Servers

We will now address the management of two email servers with distinct goals:One will be the internal mail server; the other will do only the mail relay. Thenetwork topology is like that:



Internal email server technical file (IPBRICK.I):

Name: intranet

Domain: easylinux#.com [# - Group from 1 to 4]

IP (eth0): 192.168.#.1/ 24

192.168.#.0

192.168.#.255

DNS forwarder: 192.168.#.2

DNS : Register a machine ’relay’ with IP 192.168.#.2

DHCP: enable

192.168.#.2 (option router)

Email relay technical file (IPBRICK.C):

Name: relay

Domain: easylinux#.com [# - Group from 1 to 4]

IP (eth0): 192.168.#.2/ 24

192.168.#.0

192.168.#.255

IP (eth1): 172.16.10.#/ 24

172.16.10.0

172.16.10.255

Gateway: 172.16.10.100 (eth1)

DNS forwarder: 172.16.10.100

DNS name resolution: 192.168.#.1

DHCP: disabled


2.2. SCENARIO IMPLEMENTATION 15

Accesses:

INTERFACE LOGIN PASS

Console operator easy

root hard

Web ipbadmin ipbricka

Figure 2.8: Topology to implement - Internal mail server and mail relay

After implementing the individual network topology in Figure 2.8 follow thissteps:

• Configure the technical file for both servers;

• Configure the following mail definitions:IPBRICK.C -> E-Mail

– Internal mail server:

- ’Locally delivered domains’ must have:

intranet.easylinux#.com

easylinux#.com

- SMTP routes:

Domain: (empty)

SMTP route: relay.easylinux#.com

– Relay mail server:

- ’Locally delivered domains’ must have only:

relay.easylinux#.com



- SMTP routes:

Domain: (empty)

SMTP route: 172.16.10.100

Domain: easylinux#.com

SMTP route: intranet.easylinux#.com

• In all servers go to IPBRICK.C - E-Mail - Definitions and change the optionReject emails from invalid domains to No;

• Test the working of the internal servers and relay, switching mails betweenall the groups and sending to Internet (gmail for example);

• At relay server place the users list as valid internal recipients. By defaultthe list is empty meaning that all recipients are valid;

• At relay server place as an invalid sender some email address. So that userwill only exchange mail internaly and will not be able to send mail to Internet;

2.3 Webmail Configuration

• At IPBRICK.C > Webmail click on Modify;

• At Webmail Definitions:

– IMAP Server: Type the FQDN or the IP address of the server that willhandle the authentication and that will access emails;

– SMTP Server: Type the FQDN or the IP address of the server that willsend your emails;

– Groupware Server: Select the server that will contain the Groupwaredata;

– Default entity type: Select the default entity type that will be availableat the Groupware application and in IPBRICK Contacts ;

– Default entity: Select the default entity that will be available at theGroupware application and in IPBRICK Contacts.

• At Global Options:

– Login Image: This will enable the visualization of an image (eg: yourcompany’s logo) on the login interface and also on the IPBRICK Group-ware Portal. To do this simply click on the Browse button to select thedesired image file;

– Login image url: This is were you may type an url that will be associatedto the image (eg: your company’s webpage)

• Apply Configurations


2.4. CREATING AN IPBRICK USER 17

2.4 Creating an IPBRICK user

Users may be created at:

IPBRICK.I > Users Management > Users List

Figure 2.9: Users Management - Users List

At the new page, click on the Insert link.

Figure 2.10: Insert link

You will be presented with a form where you will only need to insert the user’sname and password (don’t forget to re-type the same password for confirmation).Finish by clicking in the Insert button.



Figure 2.11: IPBRICK user creation form


Chapter 3

IPBRICK Groupware

3.1 Authentication

At https://groupware.<your domain> you will access the Groupware’s logininterface (Figure 3.1), right from the go there’s two options to contend with:

• Language: Select the language you wish to use.

• Mode: Select the graphic option to visualize the application.

Authenticate with your user login credentials.

Figure 3.1: Login Interface

3.2 Groupware Portal

After the authentication you will access the IPBRICK’s Groupware Portalpage.


20 CHAPTER 3. IPBRICK GROUPWARE

On the top left side of the page, you will find the navigation bar, (Figure 3.2).The IPBRICK Groupware link serves as the index link and Log Out, as the nameimplies, ends the session.

Figure 3.2: Navigation Bar

We will now focus now on the main menus:

• Mail;

• Calendar;

• Address Book;

3.3 Mail

Email is the most used network service in Internet, gradually replacing tradi-tional mail and fax. IPBRICK Groupware’s Mail menu (Figure 3.3) offers all thefeatures of a traditional email client and the ability to transform an email into atask:

Figure 3.3: Email Menu

• Filters: This option permits to create various filters. A Whitelist and aBlacklist are already created by default, they will be a set of rules in order toblock certain addresses or move messages automatically to certain folders.

Figure 3.4: Email Filters Menu


3.4. CALENDAR 21

• New Message: Clicking on this option will open a new window were you cancompose your email message;

Figure 3.5: New Message (Email)

• Search: It’s possible to run queries with the option of refining the searchcriteria. This option also displays your inbox and mail folders;

Figure 3.6: Search Box Mail Menu

3.4 Calendar

At the calendar menu (Figure 3.7) you will be presented with a web-basedcalendar application. In addition to the required functions of creating, modifying,and deleting events, it supports recurring events (with exceptions and variousdeletion options), like the birthdays of your contacts, alarms, import and exportfunctions (iCalendar and CSV formats), iCalendar invitations, multiple calendarviews, shared calendars, display of Task List tasks, and ability to show events inthe summary screen.



Figure 3.7: Calendar Menu

• New Event (Figure 5.7): Will allow you to create a new event or schedulea resource to be added to a calendar. For more info on how to schedule anEvent (or Resource), please consult 3.4.1

Figure 3.8: Add Event

• Day: This tab will display the day view of the currently selected day.

• Work Week: This tab will display the work week view (Monday throughFriday) closest to the currently selected day.

• Week: This tab will display the week view (7 day view) for the week con-taining the currently selected day.

• Month: This tab will display the month view for the month containing thecurrently selected day.

• Year: This tab will present a year view of the calendar.

3.4.1 Scheduling a Resource (by Creating an Event)

To schedule a resource/event simply click on the + New Event at the side baror click on an empty day.

Figure 3.9: Groupware Calendar menu


3.4. CALENDAR 23

A new window will appear.

Figure 3.10: Event schedule form

Fill the form with a title and schedule the resource by selecting the date andtime.

Figure 3.11: Event schedule form - Selecting the time

NOTE: Do not tick the All-day event box!

Click on the Attendees tab and type the email of the resource you wish toschedule, e.g.: [email protected]



Figure 3.12: Groupware Calendar menu

Confirm the resource/user schedule by clicking on the Save button.

Figure 3.13: Scheduling a resource

Sometimes, when there are various calendars and events, the automaticallyassigned colors may become confusing. To edit a calendar color scheme click onthe pencil icon.

Figure 3.14: Edit (pencil) icon


3.4. CALENDAR 25

On the new window, insert the color’s number or, if you don’t know it, clickon the color palette icon to alter the color.

Figure 3.15: Color palette icon

Figure 3.16: Color edit

3.4.2 Shared Calendars

You may access the shared calendars by clicking on the option, with the samename, at the sidebar.

Figure 3.17: Shared Calendars at the sidebar

If you tick one of the shared calendars their events will be displayed at yourcalendar.



Figure 3.18: Shared calendar events

3.5 Address Book

The Address Book menu (Figure 4.15) provides a convenient method and placeto store contact information for easy retrieval and use. Depending on how theadministrator has set up the system and user profiles it can provide access to theinformation in IPBRICK Contacts and Thunderbird as well as offering a PrivateAddress Book.

Figure 3.19: Address Book Menu

The level of interaction between IPBRICK Groupware and IPBRICK Contactswill follow the latter’s user profile configuration, meaning that a user with a readerprofile will only be able to create a new contact in his Private Address Book, inIPBRICK Contacts he will only have the ability to read the information. Usersthat don’t have access to IPBRICK Contacts will only have the option to createa contact in their Private Address Book.

• New Contact: At this option it’s possible to create a new contact that willbe propagated to IPBRICK Contacts even if you create it in your Private


3.5. ADDRESS BOOK 27

Address Book. First click on the Choose an address poplist to select whereyou wish to add the new contact (IPBrik Contacts or Private Address

Book) and then fill in the form with the contact’s data. When you havefinished just click on the ADD button for the new entry to be saved.

Figure 3.20: Address Book New Contact

• Private Address Book (Address book of...): This is were you can visualizeall of your contacts at your own private address book;

• IPBRICK Users: This is were you can access a list of all the IPBRICKusers, it will be possible only to copy or export them, regardless of your userprivileges;

Figure 3.21: Address Book IPBRICK users

• IPBRICK Contacts: Depending on the user’s profile, this is were you canvisualize all of your entries at IPBRICK Contacts, some users will not haveaccess to this feature, it all depends on the profile assigned in Contacts. Theoptions to edit, delete, move, export or import contacts also rely on theattributed profile;



Figure 3.22: Address Book IPBRICK Contacts

• Search: As the name suggests this is were you may search your address bookto locate information. This is intended as a quick search and only allows youto search on a few basic fields. Usually this is the name and email addressfields, but could vary depending on how the administrator sets up the ad-dress book.

Figure 3.23: Address Book Search

For a more complex search you can use the Advanced Search tab.

Figure 3.24: Address Book Advanced Search Tab


Chapter 4

User Access

It’s critical that a collaborative tool such as groupware is always available acrossa range of various platforms.

With this in mind, this chapter presents the various other ways to access yourGroupware web application without opening your browser.

4.1 Outlook

4.1.1 Outlook account configuration

Before opening your Outlook you should configure the mail account settingsby accessing the Control Panel.

Figure 4.1: Control Panel

On the new window open the Mail icon.


30 CHAPTER 4. USER ACCESS

Figure 4.2: Mail icon

To configure the email account select Email Accounts.


4.1. OUTLOOK 31

Figure 4.3: Mail setup - Email accounts

Next, select New.

Figure 4.4: New

Tick the Manual configure server option and click on the Next button.



Figure 4.5: Manual configure server

Select the Internet Email option and click on the Next button.

Figure 4.6: Internet Email option

On the new window fill the form with the corresponding data. Afterwards clickon the More Settings... button.


4.1. OUTLOOK 33

Figure 4.7: Internet account form and More Settings button

At More Settings access the Advanced tab and fill the form as is presented inthe following picture. Select SSL for IMAP and TLS for SMTP.

NOTE: Please check with your system administrator for the correct settingsto your case.

Figure 4.8: Advanced tab

Click on OK. You will then view the congratulations window. Click on Finish.



Figure 4.9: Congratulations window

4.1.2 Contacts Synchronization

Still at the Account Settings window, click on the Address Books tab and onNew. This will enable the account to connect to the LDAP server in order tolocate/verify contacts. Select Internet Directory Service (LDAP) and click on theNext button.

Figure 4.10: LDAP Settings

Click on New and on the new window type the server’s name and log on in-formation as is presented in the following figure. Afterwards, click on the MoreSettings button.

The More Settings button will display a new window where you will be able toconfigure the display name (as will appear at the Address book) at the connectiontab.


4.1. OUTLOOK 35

Figure 4.11: Connection tab

The search tab enables you to configure the settings when retrieving contacts.When finished click on the OK button.

Figure 4.12: Connection tab

4.1.3 Accessing your Calendar via Outlook

The configuration of shared calendars is possible by accessing calendar in Out-look’s Calendar. It should be noted that these calendars are stored ”Read Only”(not editable) and as such only allows the consultation of existing Groupwareevents.

Right click on a calendar group in order to display the menu depicted on thenext figure.

Click on Add Calendar - From the Internet.



Figure 4.13: Add Calendar - From the Internet

Paste the subscription URL;

Figure 4.14: Subscription URL

The final step is to confirm the subscription.

Figure 4.15: Confirm Subscription URL


4.2. THUNDERBIRD 37

4.2 Thunderbird

4.2.1 Thunderbird account configuration

In order for the IPBRICK LDAP users to feature in your email client you needto configure you existing account.

Access: File > New > Existing Mail Account

Figure 4.16: IFile - New - Existing Mail Account

Type your Name Email Address, Password and click on Continue.

Figure 4.17: Existing Mail Account data

Thunderbird will search its database.



Figure 4.18: Looking up configuration

it will present a common example. Click on Manual Config.

Figure 4.19: Manual Mail Account Setup

Follow the configurations presented in the next figure and click on Done.

Figure 4.20: Manual Mail Account Setup


4.2. THUNDERBIRD 39

4.2.2 Add-on Installation

This section describes the steps needed to install our ipbrickGroupware4Thunderbirdadd-on in Mozilla’s Thunderbird.

There are two ways to install an .xpi add-on:

1 - The simplest way is to simply double-click the .xpi file and follow theprompt.

Click on the file name and then on the Install Now button.

Figure 4.21: Add-ons prompt

If you had your Thunderbird opened, simply restart it.

2 - The alternative way is to open Thunderbird and access:

Tools > Add-ons

Figure 4.22: Add-ons option

It will open the Add-on manager page.



Figure 4.23: Add-on search page

Click on the icon Tools for all Add-ons next to the Search box

Figure 4.24: Tools for all add-ons

Select Install Add-on From File.

Figure 4.25: Install Add-on From File

Select the ipbrickGroupware4Thunderbird file and click on the Open button.


4.2. THUNDERBIRD 41

Figure 4.26: Install Add-on From File (Browse)

On the new window click first on the add-on and then on the Install Now

button.

Figure 4.27: Install Add-on Installation prompt

After installing the add-on, you will have to restart the Thunderbird email



client. There’s a new button at the top right hand corner of the Thunderbirdwindow. Click on it to restart Thunderbird.

Figure 4.28: Restart Now button

When Thunderbird restarts a new menu will be visible (IPBGW4TB).

Figure 4.29: IPBGW4TB menu

Click on it and select—Options.

Figure 4.30: IPBGW4TB menu - Options

On the new window type:

• Your Groupware’s URLe.g.:groupware.domain.com

webmail.domain.com

IMPORTANT NOTE: Do not include http:// or https:// on the URL!Simply type the name as is presented on the following image.

• Your username;

• your password.


4.2. THUNDERBIRD 43

Figure 4.31: IPBGW4TB menu - General Options tab

NOTE: You have the option to use a secure connection (https) or standardhttp. We advise you to leave the https check-box ticked.

Click on the Close button to save the settings.

4.2.3 Contacts Synchronization

Has you may have noticed the options window has a new tab dedicated tocontacts synchronizations definitions (Address Book tab).

Figure 4.32: IPBGW4TB menu - Address Book tab



Configuration is simple and pretty straightforward, the most important settingis the Auto Sync time in minutes, if you maintain the default value (0) you willhave to sync your address books manually via the Sync Addressbook button. Ifyou enter a value other than 0, automatic synchronization will be performed inthe specified interval.

4.2.4 Accessing your Calendar via Thunderbird

You can now access your calendar directly from your Thunderbird. Simply clickon the new Calendar icon at the top right hand corner of Thunderbird’s window.

Figure 4.33: Calendar icon

When you click on it you will open a new tab in Thunderbird and your calendarwill be displayed.

Figure 4.34: Calendar

Your calendar presents you a sidebar with quick links to create a new event, aview of the month and several options serving to access your calendars and tasks.


4.2. THUNDERBIRD 45

Figure 4.35: Calendar sidebar

A top bar (Figure 4.36) gives you the possibility to navigate through the cal-endar (via the arrow buttons), alter the main view from month to year, day orweek as well as access to your tasks and agenda.

Figure 4.36: Calendar top bar

4.2.5 Groupware address books configuration

In order to have your Groupware address books available at Thunderbird youwill have to login at Groupware.

Click on the Settings icon (machine wheel) and select Preferences > Address Book



Figure 4.37: Groupware Preferences - Address Book

At the new page click on Synchronization Preferences.

Figure 4.38: Synchronization Preferences

You will be redirected to the address books sync options, where you will haveto select the address book to be synced with external devices, by clicking on it andthen on the Save button.

Figure 4.39: Synchronization Preferences page

You will receive, at the bottom right corner of the screen, alerts regarding thenew settings applications

Figure 4.40: Synchronization Preferences alerts


4.3. MOBILE PLATFORMS 47

4.3 Mobile platforms

There’s no question that mobile devices have become a staple in everyday livingall over the world. Now, more than ever, you need your mail and calendar on thego! Mobile use increases productivity, opportunities and boosts your performance,saving you time and money!

IPBRICK uses Exchange ActiveSync to securely synchronize mail, contactsand other data directly to a compliant device.

4.3.1 Android

Exchange Configuration

Access Settings - Accounts on your android device and click on Add Account- Corporate.

Figure 4.41: Add Email Acount

Type your email address and password. Click on Next.



Figure 4.42: Account Setup 1

Type your server’s name and port. Click on Next.


Configure this next step as presented. Click again on Next to proceed.




Give the account a name (Usually the user’s name) and click on Next to createthe account.




Examples of use in Exchange Active Sync

At your Calendar app you will be able to access your Groupware events.

Figure 4.46: Calendar

You may change to another view (e.g.: Week) so you can see more clearly theavailable calendars

Figure 4.47: Calendar- Week view



At your Android Contacts, you will be able to access not just your phone orGmail contacts but also your IPBRICK contacts roster.

Figure 4.48: Calendar- IPBRICK Contacts on Android

After the account creation, you will be able to access your inbox and checkyour Groupware mail.

Figure 4.49: Inbox



4.3.2 iOS

Exchange Configuration

Access Settings on your iOS device and click on add a Mail, Contacts, Calendaron the left side of the screen. Then, click on Add Account on the top right side

Figure 4.50: iOS Settings



On the presented form, type your Groupware server’s data. When finishedclick on Done.

Figure 4.51: Server’s data



Click on Exchange.

Figure 4.52: Exchange account



Confirm the data by clicking on Next.

Figure 4.53: Confirm server’s data



On the final configuration step, choose all options and click on Save.

Figure 4.54: Check all options


Chapter 5

AppendixContacts Quick Guide

5.0.1 Introduction

Since we are addressing the issue of global email communications one cannotoverlook IPBRICK contacts application.

Here is a quick guide aiming at explaining this application’s basic proceduresfrom creating an Entity to inserting a contact.

5.0.2 IPBrick Contacts

The web interface can be accessed by browsing this URL;

http://contacts.domain.com/

You will visualize the login interface (Figure 5.1)

Figure 5.1: Contacts login interface

The administrator’s default authentication credentials are:

• Name: administrator

• Password: 123


http://contacts.domain.com/

58 CHAPTER 5. APPENDIX - CONTACTS QUICK GUIDE

NOTE: For security reasons there’s an access time limit of 30m. When it ex-pires anyone accessing Contacts will be automatically Logged out.

The IPBrick Contacts web interface will be supervised by the administrator, hewill have total clearance to create and edit any contacts he sees fit and to manageaccess permissions by creating user profiles.

After authentication, the index page (Figure 5.2), presents a quick access al-phabetical list, a search box, logout link and four tabs.

Figure 5.2: Contacts index page

Administration Tab

This tab will only be visible to the system’s administrator.

Figure 5.3: Administration Tab

The Rebuild Contacts link has the sole purpose of synchronizing data betweenthe database and the LDAP service. If a new user is created in IPBrick andit doesn’t appear at this interface, the Rebuild Contacts enables that any newchanges done at the LDAP is now replicated here.


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Figure 5.4: Rebuild Contacts prompt

The Definitions button enables you to disable the data check, we recommendthat you leave it enabled since you may, otherwise, get inconsistent data on theLDAP server .

The Export button permits you to export your entities or contacts to a .csvfile.

Figure 5.5: Export prompt

Click on the Entities or Contacts button and save or open the .csv file.

Figure 5.6: Export .csv

The Import button enables you to choose a .CSV file containing all the entitiesor contacts you wish to add to IPBrick Contacts.



Figure 5.7: Import prompt

If you haven’t got a .csv file ready for import you can click on Download model to import ...,this link offer you the possibility to save a .csv template for entities or Contactsdepending on your selection. All it takes now is to open this file, in a spreadsheeteditor, and fill it with the data you need to import.

Figure 5.8: Template download

.CSV Template Requirements

The .csv file must obey the following requirements:

• The file must be structured exactly as you have download it, even if somecolumns are going to be left blank, you should not add or remove columns;

• Each sheet within the file will correspond to an entity type;

• All columns must be formatted as:

Format Cells

Numbers

Text


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• The file must be saved in the .csv format. On the Edit Filter Settings

option define the following settings:

Western Europe (ISO-8859-15/EURO)

Field limited ;

Text limiter "

Users Management

This is where you can select which of the LDAP users can also be Contactsusers (Figure 5.9)

Figure 5.9: Administration Tab - Users Management

Simply select the user until he is highlighted in blue and click the arrow buttonin the direction of the IPBrick Contacts Users box.

Figure 5.10: Users Management - User Selection

NOTE: You can also click on the button pointing to LDAP Users to removea LDAP user from being able to access the IPBrick’s Contacts management webinterface.

When the association is done successfully you will visualize a message, ’UserSuccessfully Inserted’



Figure 5.11: Users Management - User Insertion

The profile association pop-down list located next to the user’s name link servesas a quick way to assign a certain user profile to the user in question.

Figure 5.12: Users Management - User Profile pop-down list

Profiles Management

This menu (Figure 5.13) manages the permissions granted to users, it also letsyou edit or create new user profiles.

Figure 5.13: Profiles management page


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By default there are three basic non-editable profiles:

• Admin - The Administrator has complete control. He can Read, Create/Editand Erase.

• Editor - He Can only Read and Create/Edit.

• Reader - Only has permission to Read.

To create a new user profile simply click on New Profile

Figure 5.14: Profiles Management - New profile creation

• Input the Profile name.

• Check the permissions you want to concede.

• Click on Save to save the new profile.

Auxiliary Data Tab

NOTE: To create an Entity you must first create an Entity Type entry in theAuxiliary Data tab. This procedure is mandatory. You can’t create an Entity ifyou don’t have a type to classify it with.

Selecting this tab on the index page, displays a list of attributes (Figure 5.15)that will serve to characterize any given Entity.



Figure 5.15: Auxiliary Data Page

This step is crucial, you’ll have to create at least an entry in any of theseattributes if you wish them to be available when you are creating entities. To doso click on for example on New Entity Type (Figure 5.16)

Figure 5.16: New Entity Type button

Type the data e.g.: Suppliers and click on Save

Figure 5.17: Entity Type prompt


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This is the full list of attributes:

• Entity Types - The mandatory attribute, a type of Entity (e.g. Suppliers,Clients,etc...).

• Categories - An under-level Entity type (e.g. CeBite 2001).

• Sub-Categories - Bear in mind that before creating a sub-category it’s nec-essary to create a Category.

• Countries - Create a Country.

• States - Create a State.

• Provinces - Create a Province.

• Regions - Create a Region.

• Economic Activities Classification - Identifies Entity by its E.A.C. numberand description.

• Associated Groups - Create an Associated Group (e.g. Consultant, Press,Reseller, User, etc...).

• Additional Field - Any extra classification you wish to add.

• Groups of contacts - Creates a tag that identifies a group of contacts.

Follow the same procedure as when creating an Entity Type for the otherattributes.

Private Contacts Tab

Since IPBrick Contacts integrates with other IPBrick applications, the PrivateContacts tab will display all of the user’s private contacts created at the IPBrickeGroupware application.

Public Contacts Tab

At this tab you will be able to create Entities and add Contacts to them.

Figure 5.18: Public Contacts Tab



5.0.3 Creating an Entity

As stated previously, in order to create an Entity you must first create at leastone Entity Type entry in the Auxiliary Data page.

NOTE: This procedure is mandatory.

Click on Insert.

At the General Tab, fill the available fields (Name, Address, Postal Code,Country and Tax number)

NOTE: Some of these attributes are created in the Auxiliary Data tab and arenot mandatory.

Figure 5.19: Public Contacts Tab - Entity Creation - General tab

At the Classification tab select the type of Entity you are creating (this is wherethe Entuties Types created in Auxiliary Data come into play)


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Figure 5.20: Public Contacts Tab - Entity Creation - Classification Tab

To further enhance the entity’s attributes, there’s also two other tabs.

• Communications:

– Email.

– Phone: If you want to add several numbers please separate them by /

– Mobile Phone: If you want to add several numbers please separate themby /

– Fax: If you want to add several numbers please separate them by /

– MSN Contact.

– IPBrick phone: Choose the Entity’s IPBrick phone registered in theIPBrick server.

• Other:

– Location: Select from the previously created attributes

– Comments: Add any Comments you’d like.

– BIN: Type in the Bank Identification Number of the Entity.

– Web: The Entity’s webpage.

– Company Domain

– Mailing list: YES or NO

– Birthday: Please click on the calendar’s icon to select the entity/contact’sbirthday.

– State: To choose a State you’ll have to create an entry in AuxiliaryData.

– Province: To choose a Province you’ll have to create an entry in Auxil-iary Data.

– Region: To choose a Region you’ll have to create an entry in AuxiliaryData.



– Presentation: fill in with what you need to show so that it can beconsidered.

– Post: His position in the Entity’s hierarchy.

– Extra Field: Adds an extra field.

Click on Save

After creating an Entity you can check if all the data inserted is correctly and,if not, just click on Modify or Delete if you wish to erase the entry.

5.0.4 Creating a Contact

Now that an Entity as been created you can add contacts to it.

At the Public Contacts tab, select the entity and click on the Contacts tab.

Figure 5.21: Public Contacts - Contacts tab

Click on New Contact.

Figure 5.22: New Contact button

Fill the presented fields with the repective information (Address, Postal Code,Country, Tax Number).


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Figure 5.23: Contact General tab

To further enhance the contact’s attributes, there’s also two other tabs.

• Communications:

– Email.

– Phone: If you want to add several numbers please separate them by /

– Mobile Phone: If you want to add several numbers please separate themby /

– Fax: If you want to add several numbers please separate them by /

– MSN Contact.

– IPBrick phone: Choose the contact’s IPBrick phone registered in theIPBrick server.

• Other:

– Location: Select from the previously created attributes

– Comments: Add any Comments you’d like.

– BIN: Type in the Bank Identification Number of the Entity.

– Web: The contact’s personal webpage.

– Company Domain

– Mailing list: YES or NO

– Birthday: Please click on the calendar’s icon to select the contact’sbirthday.

– State: To choose a State you’ll have to create an entry in AuxiliaryData.

– Province: To choose a Province you’ll have to create an entry in Auxil-iary Data.



– Region: To choose a Region you’ll have to create an entry in AuxiliaryData.

– Presentation: fill in with what you need to show so that it can beconsidered.

– Post: His position in the Entity’s hierarchy.

– Extra Field: Adds an extra field.

Click on Save.

After creating a contact you can verify if all the data inserted is accurate. Ifnot, click on Edit or Remove if you wish to erase the entry.


Documents

IPBRICK Groupware and Mail Guidedownloads.ipbrick.com/IPBrick/documentation/EN/ipbgroupware_mail... · 2.1.1 Intranet functionalities ... account of the system and you can con gure