Lock/Unlock Email Account

Lock/Unlock Email Account

Lock Mail Add-on Configuration

The configurations for Mail Add-on can be changed only by the users themselves. You cannot change the configurations of other user's mail accounts, however, you can lock the configurations as an Administrator. On locking it, the user will not be able to change the mail add-on settings, which includes changing the Account Type or the mailbox. 

This feature is helpful when you plan to take a backup of the deactivated user's mail account. You can take a backup for Account Types with only Record-Level Sharing and Complete Sharing options. So, in order to restrict the user from changing the account type to Private mode, you can lock the mail add-on configuration.

Note

  • If there is more than one Administrator in your CRM account, you will not be able to lock or unlock your own Mail Add-on configurations. You can only lock it for other administrators.
  • If you are the only Administrator in your CRM account, you can lock or unlock your own Mail Add-on configurations.
  • You will not be able to lock the Mail Add-on configuration of the users who have set their account as Private.

To lock mail add-on configurations

  1. Click Setup > Users & Permissions > Mail Add-on Users.
    All the active and confirmed users utilizing Mail Add-on will be listed. 
    You can view the Mailbox, Account Type details for all the users. For the deactivated user, the Email Backup Details will also be available.
  2. Click Lock Configuration for the corresponding user.

Unlock Mail Add-on Configuration

As an Administrator, you can always lock the Mail Add -on configurations for the users, to restrict them from changing the settings and also unlock the configurations.

Note

  • If there is more than one Administrator in your CRM account, you will not be able to unlock your own Mail Add-on configurations. You can only lock it for other administrators.
  • If you are the only Administrator in your CRM account, you can unlock your own Mail Add-on configurations.

To unlock mail add-on configurations

  1. Click Setup > Users & Permissions > Mail Add-on Users.
    All the active and confirmed users utlizing Mail Add-on will be listed. 
    You can view the Mailbox, Account Type details for all the users. For the deactivated user, the Email Backup Details will also be available.
  2. Click Unlock Configuration for the corresponding user.

Take the Latest backup

When a user is deactivated, a backup of the user's mail account can be taken. There can also be a case when the user rejoins the company and uses the CRM account to send emails. If the user is deactivated again, you can take a backup of the latest emails associated to the CRM account. 
Two cases when the Latest Backup option will not be available:

  1. If the user does not save the Mail Add-on configuration once the administrator activates him. User needs to log in to his account and save the mail add-on configuration.
  2. If the user modifies the setting to Private account, the administrator cannot take a backup after deactivating the user again.

To take latest backup

  1. Click Setup > Users & Permissions > Mail Add-on Users.
  2. In the Mail Add-on Users page, select the check box corresponding to the deactivated user.
  3. Click Latest Backup.