Calendar Delegation enables you to grant permission to an employee for handling meeting requests on behalf of another employee through the Calendar screen.

When configuring Calendar Delegation, you must determine a delegate and a delegator. The delegator is the original calendar owner. The delegate is the user added to manage the calendar. For example, an executive is the delegator and the executive assistant is the delegate.

As a delegate, users can:

  • Add a delegated calendar and manage the calendar of the delegator.
  • Receive and respond to meeting requests on behalf of the delegator.

As a delegator, you can use the desktop version of Outlook to grant the following permission levels to your delegates:

  • Reviewer – Grants your delegates read-only permission for items in your calendar.
  • Editor - Grants your delegates read, create, and modify permissions for items in your calendar.

Note: Workspace ONE Boxer supports only a full calendar delegation. It does not support the sharing of individual subfolders. For example, you cannot share individual subfolders such as a calendar or a mailbox folder using your Outlook desktop application. To configure delegation, you must use the Exchange admin center.

Email classification is a supported feature in shared and delegated accounts.

Limitations:

  • Workspace ONE Boxer does not support the delegation of Contacts, Tasks, and Notes.
  • Delegates cannot access the delegator's private events unless the delegator provides access.
  • As per the limitation of EAS protocol, delegates cannot modify attachments in an exception of a recurring event.
  • Delegator can add only five delegates.

Requirements for Calendar Delegation

As an admin, you must ensure the requirements provided in this section to enable the Calendar Delegation feature in Workspace ONE Boxer.

  • The Calendar Delegation supports the following authentication types:
    • Modern Authentication
    • Basic Authentication
    • Certificate-Based Authentication
  • You must have EWS enabled on your Exchange Server and Secure Email Gateway (SEG). If you are using the Secure Email Gateway (SEG), you must also enable EWS in the application.properties file available in the SEG Config folder. For information about enabling EWS on SEG, see the Configure the SEG V2 EWS Proxy for Email Notification Service topic in the Secure Email Gateway (SEG) V2 guide.
  • Add the EWSUrl key to Boxer’s application configuration in the Workspace ONE UEM console. If you have already enabled Email Notification Service 2 (ENS2) in your environment, you do not have to configure this key. For more information about configuring the EWSUrl key, see the ENS2 Application Configuration Keys topic in the Email Notification Service 2 (ENS2) documentation.
  • Delegator and delegates must be present in the same Active Directory.
  • The authentication type used must be the same for both Exchange Web Services (EWS) and Exchange ActiveSync (EAS).
  • You must use Microsoft Exchange Server 2010 or later to use this feature. This feature supports the Secure Email Gateway (SEG).
  • You must configure the delegation permissions by using the Exchange Control Panel, the Exchange admin center, or the Exchange Management Shell.
  • You must not use the desktop version of Outlook to set permissions for the delegates. If you do so, Delegates can only access the inbox folder. Delegates cannot view or move anything from or to other folders, including, but not limited to, Trash, Send, Draft, and Archive folders. You must use the Exchange admin center (EAC) of the Exchange Server to assign permissions to delegates.

Delegate Your Calendar

When delegating your calendar, you can determine the level of access that the delegate has to your calendar.

You must use the Exchange admin center (EAC), to assign permissions to delegates. EAC is a web-based management console, which was introduced in Exchange Server 2013. The Exchange Management Console (EMC) or the Exchange Control Panel (ECP) can be used for older versions of Exchange Server. Using EAC, you can set the following permissions to define the activities that delegates can perform.

  • Full Access- Allows the delegate to open the delegator's account and view, add, and modify the contents of the account.
  • On behalf of- Allows the delegate to send messages on behalf of their delegator.
  • Send As- Allows the delegate to send messages as if they came directly from the mailbox. This permission is used for shared mailboxes.

You can also assign permissions for a delegate calendar by using Exchange Online and desktop Outlook applications. However, if you want to use delegate mailboxes, shared mailboxes, or shared calendars, you must configure sharing in the Exchange admin center.

Manage Delegate Calendar Using Workspace ONE Boxer

With the delegate access you are granted, you can modify your delegator's calendar, send, and respond to meeting requests on their behalf.

Your delegator must grant you access before you can manage their calendar on behalf of them.

Based on the permission provided by your delegator, you can read, create, and modify their calendar.

  1. Navigate to Boxer Settings > Add account > Add shared account > Select an account and add the delegator’s email account.

  2. To manage the delegator’s calendar, refresh your inbox.

    If you are using Office 365 account, you might see duplicate calendars on your calendar screen. Calendars listed at the bottom are the calendars synced over Exchange Web Services.

Adding a Shared Calendar to Workspace ONE Boxer

You can access a calendar shared by someone else and can add it to your Boxer calendar. Based on the permissions that you set, the end user can create, read, update, or delete events in a shared calendar. This feature is useful when a team requires a common calendar to work on.

You can grant the following permissions through the Exchange admin center.

  • Full Access: Allows you to access the shared mailbox. You can create calendar items, read, view, delete, and change email messages, create tasks and calendar contacts. However, you can send email from the shared mailbox only if you have the Send As permission.
  • Send As: Allows you to impersonate a shared mailbox when you send an email. For example, when you reply to a message sent to the shared mailbox, the email appears to be from the shared mailbox, and not from your email address.

To access a shared calendar, you must add the shared account in Boxer. To do that, navigate to Boxer Settings > Add account > Add shared account. You do not need a password to access a shared account. If you grant the permission, users can access a shared account.

Mailbox Delegation for Workspace ONE Boxer

You can use the mailbox delegation feature to grant access to an employee to handle the Exchange folders of another employee on their behalf. For example, an executive assistant can manage their executive's mailbox based on the permissions set by the executive.

When enabling the mailbox delegation, you must determine a delegate and a delegator. A delegator is the actual owner of the mailbox, and a delegate is a user added to manage the mailbox. For example, an executive is a delegator, and the executive assistant is the delegate.

Note: Workspace ONE Boxer supports only a full calendar delegation. It does not support the sharing of individual subfolders. For example, you cannot share individual subfolders such as a calendar or a mailbox folder using your Outlook desktop application. To configure delegation, you must use the Exchange admin center.

Email classification is a supported feature in shared and delegated accounts.

As a delegator, you can set the following permission levels for your delegates to access your mailbox:

  • Full Access - Delegates can read and triage your emails.
  • Send As - Delegates can send emails on your behalf. For example, a delegate can draft and send an email directly from your mailbox.

Limitations:

  • Delegate can only add five delegators to Boxer.
  • You cannot delegate Contacts, Tasks, and Notes in Workspace ONE Boxer.

Note: If you are using Exchange Server 2013 or later with the Calendar Delegation enabled in the Exchange admin center, no additional configuration is required for the Mailbox Delegation.

Requirements for Mailbox Delegation

As an admin, ensure that your environment satisfies the requirements for enabling the mailbox delegation feature in Workspace ONE Boxer.

  • The Mailbox delegation feature supports the following authentication types:
    • Modern authentication
    • Basic authentication
    • Certificate-Based authentication
  • The authentication type used must be the same for both Exchange Web Services (EWS) and Exchange ActiveSync (EAS).
  • You must have EWS enabled on your Exchange Server and Secure Email Gateway (SEG). If you are using the Secure Email Gateway (SEG), you must also enable EWS in the application.properties file available in the SEG Config folder.
  • Add the EWSUrl key to Boxer’s application configuration in the Workspace ONE UEM console. If you have already enabled Email Notification Service 2 (ENS2) in your environment, you do not have to configure this key. For more information about configuring the EWSUrl key, see ENS2 Application Configuration Keys in the Email Notification Service 2 (ENS2) documentation.
  • Delegator and delegates must be present in the same Active Directory domain.
  • The mailbox delegation feature requires Microsoft Exchange Server 2013 or later versions.
  • This feature supports the Secure Email Gateway (SEG).
  • You must configure the delegation permissions by using the Exchange Control Panel, the Exchange admin center, or the Exchange Management Shell.
  • You must not use the desktop version of Outlook to set permissions for the delegates. If you do so, Delegates can only access the inbox folder. Delegates cannot view or move anything from or to other folders, including, but not limited to, Trash, Send, Draft, and Archive folders. You must use the Exchange admin center (EAC) of the Exchange Server to assign permissions to delegates.

Manage Someone Else's Mailbox in Workspace ONE Boxer

After you are granted delegation permission, you can create, update, delete, and copy your delegator’s Exchange folders. You can also read and respond to emails on their behalf. To do so, you must add your delegators’ account to Workspace ONE Boxer.

Your delegators must grant you access before you can use their mailboxes.

  1. Navigate to Boxer Settings > Add account > Add shared account > select an account and add the delegator’s email account.

  2. Enter your delegator's email address. If you already have a configured delegated calendar, you must remove the account and add it again.

    Note:

    • Initial synchronization of large email accounts might take a longer time. To speed up this process, keep the Boxer application open.
    • If you are using an Office 365 account, you might see duplicate calendars on your calendar screen. Calendars listed at the bottom are calendars that are synchronized with Exchange Web Services (EWS).
  3. Initial synchronization of large email accounts might take a longer time. To speed up this process, keep the Boxer application open.

  4. If you are using an Office 365 account, you might see duplicate calendars on your calendar screen. Calendars listed at the bottom are calendars that are synchronized with Exchange Web Services (EWS).

Adding a Shared Mailbox to Workspace ONE Boxer

Workspace ONE Boxer for iOS gives you the ability to add a shared mailbox that you have access and perform collaborative actions on that mailbox based on the allotted permission.

A shared mailbox is an inbox that lets multiple users send and receive email messages from a common email address. This feature is useful for a team that manages a general mailbox to address customer queries. Based on the permissions that you set, the end user can access a shared account with email messages and calendar invites and can send events and emails as the account. A shared mailbox also provides a common calendar, allowing members to schedule meetings or to check availability.

You can add a shared mailbox by navigating to Boxer Settings > Add account > Add shared account. A shared mailbox does not have a password, so you cannot log in to it directly. You can add a member to a shared mailbox and use the Exchange admin centre to grant the following permissions.

  • Full Access: Allows you to access the shared mailbox. You can create calendar items, read, view, delete, and change email messages, create tasks and calendar contacts. However, you can send email from the shared mailbox only if you have the Send As permission.
  • Send As: Allows you to impersonate a shared mailbox when you send an email. For example, when you reply to a message sent to the shared mailbox, the email appears to be from the shared mailbox, and not from your email address.
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