JungleMail | Limiting user access

It is possible that as an administrator you do not want all of your users to have access to all of JungleMail for SharePoint's functionalities and features. This could be because you do not want certain people to create campaigns, or you want them to be ably to create them but not send them. 

In this tutorial you will learn how to limit user access for JungleMail.

You can configure custom permissions for specific user groups to limit their access to certain JungleMail functionality. JungleMail inherits all of the security parameters from SharePoint. No additional modules are available to limit or bypass the existing SharePoint security settings.

If the user has no permissions to work with SharePoint items, he will not be able Sending emails with JungleMail.

Minimum required permissions for the user to successfully send emails using JungleMail are as follows:

  • View permissions on the top site of site collection running JungleMail.
  • Read/Write permissions on JungleMail Jobs list
  • Read/Write permissions on JungleMail Temp library.

Impact of permissions on functionality

1. Setting permissions on all Core lists

Level of access in JungleMail is fully defined by SharePoint permissions.

If only view permissions are set for all core lists:

  • User will be able to run JungleMail, view all templates, statistics, and topics.
  • User will not be able to send emails.

If read permissions are set for all core lists:

  • User will be able to run JungleMail, view all templates, statistics, and topics.
  • User will be not be able to send emails.

If read/write permissions are set for all core lists:

  • User will be able to run JungleMail, view all templates statistics, and topics.
  • User will be able to send emails and use full available functionality of JungleMail.
2. Setting permissions on separate lists

User has read/write permissions on all JungleMail lists, except one, for example JungleMail Templates:

  • If user has no access to templates list, he will be able to use all available functionality, except he will not be able to load/create/edit templates.
  • If user has view permission on templates list, he will be able to use all available functionality and will be able to load existing templates. He will not be able to save changes to existing templates or create new ones.
  • If user has read/write permissions in templates list, he will be able to use all available functionality, including loading/creating/editing templates.

This example applies to all other JungleMail lists.

Defining automatic group access for jobs and templates

SharePoint permissions can also be used to differentiate content for JungleMail users.

Our goal is to separate Jobs and Templates for departments. In practice this means that users in one department won't be able to see jobs or templates of another department. This can be achieved using folders and permissions. 

Achieving this is done by creating folders inside of JungleMail jobs or templates lists and then limiting the add/edit item rights. Once this is done, JungleMail will automatically select the folder for the new job or template according to the current user’s add/edit item permissions. View item permissions can also be limited so that no unnecessary information is displayed for each department. For this to work, it is important that users do not have write permissions in the root of JungleMail jobs and templates lists.

For example, if we create a folder for sales department named 'Sales Department' and only allow the members of the “Sales” SharePoint group to access it, JungleMail, while being used by a member of the 'Sales' SharePoint group, will create items in that folder. If there is a different folder in the same list, named 'Marketing department', where only members of the 'Marketing' group have access, a user from the 'Sales'  group will not be able to create, view or edit items created by the 'Marketing' SharePoint group members. 

Note: For this to work well none of those groups should have add/edit permissions in the root of this list.

Creating the necessary user groups

1. To create new SharePoint groups, under 'Site Actions' click 'Site Settings', then 'People and groups':

2. In the quick launch, click 'Groups', then 'New' and 'New Group':

3. Enter group name and define access levels:

Note: By setting permissions to read, we forbid users to create jobs and templates in the root of Jobs and Templates lists. The groups should be allowed to contribute only in their separate folder.

4. In the newly created group, click 'New' and 'Add Users':

5. Enter the users you want to add.

6. Create all the needed groups and add users to them. For example: 'Sales Department', 'Marketing Department', etc.

Creating folders and setting their permissions

1. Go to 'Site Contents' and click 'JungleMail Jobs':

2. Click List Settings, Advanced settings, and make sure that folder creation is allowed:

3. Create folders for every department that you need to separate:

4. After creating the folders you need to set the permissions for them. Select a folder and click 'Shared With':

5. In the new window click “Advanced” and click 'Stop Inheriting Permissions' in the ribbon:

6. To remove all SharePoint users and groups that do not need to access the folder, select such groups and click 'Remove User Permissions':

7. Select the group you want to give permissions to and click 'Edit User Permissions':

8. Set its permissions to 'Contribute'.

9. Repeat these actions for additional folders and the whole process for JungleMail Templates list.

Now JungleMail users will be able to create jobs and templates in their distinct department locations and access jobs and templates relevant only to their department.

Note: Folders are only supported in JungleMail Jobs and JungleMail Templates lists. To set custom permissions in other JungleMail system lists, you will need to do so for every item in the list.

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