From Management

Applies To:  ■ PoliteMail Desktop    ■ PoliteMail Online   ■ PMUA   □ PoliteMail M365

Version: □ 4.9   □ 5.0  ■ 5.1+

You may want users to send certain communication from a shared email address, such as hr@company.com.  Shared mailboxes are a feature in Outlook, but PoliteMail allows Administrators to define who is allowed to use specific mailboxes for measured messages using what is called "From Verification".  Administrators are able to set the From permissions for users from the Edit User dialog window. 

• Any shared mailbox must first be set up in Outlook/Azure.  Then, from permissions must be set up in PoliteMail by an Administrator.

PoliteMail has three different From Verification modes: None, Managed, and Strict.

• None means that you can change the from address to any valid email address you wish.
• Managed means that an Administrator must set up and approve any email address you wish to send from.  If you enter an email address that you are not yet approved to use, the Administrator will be notified to give approval first.
•  Strict means all from addresses have been set and an Administrator cannot approve any requests.

Setting From Permissions

Version 5.1 and later of PoliteMail contains an Account Setting called "Froms", which allows you to manage your From permissions in one location.

• If you are using a version of PoliteMail earlier than 5.1, you will need to select each individual user under Account > Users, and then add or remove their From permissions from the panel that opens on the right.

• The table lists all From email addresses and who the approved and pending users of the email address are. 
  • The layout of this table will vary depending on the current From Verification mode that is set.

Toolbar Options

• The Actions button also gives options to view or hide Froms that are currently unassigned, or to resend an approval request.
• The 'New Message' button allows you to select a From address and create a message from it.  This button is not available on PoliteMail for the Outlook desktop.
• The 'New From' allows you to create a new From address.
• In addition, there is a "Show my Froms" button in the toolbar that allows the user to quickly view all the From email addresses they are authorized to use.  To view all the Froms again, go under the Actions button to clear all filters.

Editing From Permissions

• From the Froms screen, click on any From address to open the panel on the right.
• In the Approved Users list, you can enter the name of anyone else to add or click the x next to a listed name to remove them.  Then click 'Save'.

Web.Config for Version 4.9x (On-Prem Only)

In the PoliteMail Management tool navigate to “Advanced”. Toward the bottom of the page is a variable called “ValidateFrom”. There are three From Verification modes: ‘None’, ‘Managed’, and ‘Strict’. None will not enforce from verification at any level, allowing all users to send as any email address. Managed only allows users to send from addresses that they have permission to send as, but PoliteMail administrators are able to manually add permissions. Strict mode only allows users to send from addresses that they have permission to send as and permission can only be granted by those emails.

When setting the mode to either Strict or Managed, the user will get a pop-up asking if they would like to allow users to send as all addresses that they have previously sent as. If ‘yes’ is selected, all current PoliteMail users will be granted From permissions for all addresses that they have previously sent as.

<add key=”ValidateFrom” value=”Managed” />

Other Notes

If you have multiple shared mailboxes, such as "hr@company.com" as well as "communications@company.com" in addition to your own, you will need to be logged in to all email accounts for From permissions to work.  Otherwise, your email will actually come from your default email address.  

• In PoliteMail v5.0 and higher, a warning will pop up asking you to log in to all your accounts if you are not.  Alternatively, you can add the shared mailbox to your main account.  This removes the necessity of logging in to the second account and avoids the issue altogether.  See this Microsoft article for more information.
• When sending a measured meeting invitation (Desktop only) from a Shared Mailbox, keep in mind the Accepted Count will NOT update unless the mailbox has been added to the list of Monitored Mailboxes.  To do so, go to Account > Settings > User Preferences > Individual Settings > Monitor Multiple Mailboxes for Undeliverables and Auto-Replies.  You can manually add the mailbox or click the 'Scan Inboxes' to have PoliteMail find all mailboxes for you to select.