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 features. This could be because you do not want certain people to create campaigns, or you want them to be able to create them but not send them. In this tutorial, you will learn how to limit user access for JungleMail.

About permissions

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 to send emails with JungleMail.

To be able to send newsletters in JungleMail, a user has to have the following minimum permissions:

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

Impact of permissions on functionality

Setting permissions for core lists

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

If View Only permissions are set for all core lists:

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

If Read permissions are set for all core lists:

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

If Read/Write permissions are set for all core lists:

• A user will be able to run JungleMail, view all templates statistics, and topics.
• A user will be able to send emails and use full available functionality of JungleMail.

Example

Let's say that a user has Read/Write permissions for all JungleMail lists, except JungleMail Templates. Then:

• The user will be able to use all available functionality, but he will not be able to load, create or edit templates.
• If the user has View permission for JungleMail Templates, he will be able to use all available functionality and will be able to load existing templates. However, he will not be able to save changes to existing templates or create new ones.
• If the user has Read/Write permissions for JungleMail Templates, he will be able to use all available functionality, including template loading, creating, and editing.

This example applies to all other JungleMail lists and libraries.

Configure group access for jobs, templates, and images

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

You can configure JungleMail so that users in one department won't be able to see jobs, templates, or images used by another department. Achieving this is done by creating folders per department and then limiting the Add/Edit item rights at folder level in the following locations in SharePoint:

• JungleMail Jobs list
• JungleMail Templates list
• Email Builder Gallery Images folder (JungleMail Assets library)
• RichText Builder Gallery Images folder (JungleMail Assets library) 

Once you create folders and specify user permissions, JungleMail will automatically select the folder for the new job or template according to the current user’s permissions. View 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 List.

For example, if you 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. For this to work well, none of those groups should have Add/Edit permissions in the root of this list.

Create user groups

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

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

3. Enter the group name and define access levels:

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.

Create folders and set permissions

In the following example, we'll configure access to the JungleMail Jobs list.

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 folders of other departments. Now JungleMail users will be able to create (and have access to) jobs in the folder of the department they belong to.