Calendar and Mailbox Delegation in Omnissa Workspace ONE Boxer

This topic provides information about calendar and mailbox delegation in Workspace ONE Boxer for both the platforms, iOS and Android.

Requirements for Calendar and Mailbox Delegation

To enable the Calendar and Mailbox Delegation feature in Workspace ONE Boxer, ensure that you have the following requirements:

• The Exchange server versions required are as follows:

  • Calendar delegation - Microsoft Exchange Server 2010 or later
  • Mailbox delegation - Microsoft Exchange Server 2013 or later

• Ensure that the authentication type used is the same for both Exchange Web Services (EWS) and Exchange ActiveSync (EAS).
  The following authentication types are supported for Calendar and Mailbox Delegation:

  • Modern Authentication
  • Basic Authentication
  • Certificate-Based Authentication

• Ensure that EWS is enabled on your Exchange Server.

• If you are using Secure Email Gateway (SEG), ensure that EWS is enabled in the application.properties file, which is available in the SEG Config folder.
  For more 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 documentation.

• If Email Notification Service 2 (ENS2) is not enabled in your environment, then ensure that the EWSUrl key is added to the Workspace ONE Boxer's application configuration in the Workspace ONE UEM console.
  For more information about configuring the EWSUrl key, see the ENS2 Application Configuration Keys topic in the Email Notification Service 2 (ENS2) documentation.

• Ensure that the delegator and delegates are present in the same Active Directory.

• To use delegated and shared accounts in Workspace ONE Boxer, a delegator must grant permissions to the delegate's account.
  To grant these permissions, Exchange admin center (EAC), Exchange Management Shell, or Outlook mail for desktop or web can be used. It is recommended to use Exchange admin center (EAC). EAC is a web-based management console, which is supported in Exchange Server 2013 and later. The Exchange Management Console (EMC) or the Exchange Control Panel (ECP) can be used for earlier versions of Exchange Server.

  Only permissions for a delegate calendar can be assigned using Exchange Online and desktop Outlook applications. If delegate mailboxes, shared mailboxes, or shared calendars must be used, these permissions must be configured in the Exchange admin center.

Calendar Delegation for Workspace ONE Boxer

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 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.

A delegate can perform the following:

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

Note: Workspace ONE Boxer does not support the sharing of several individual calendars.

Ensure that you are aware of the following considerations:

• Workspace ONE Boxer does not support the delegation of Contacts.
• 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.
• In Workspace ONE Boxer for Android, currently, Shared and Delegated calendars can be synced only manually.

Delegate Calendar

When delegating a calendar, a delegator can determine the level of access that the delegate must have to their (delegator's) calendar. Based on these permissions, the delegate can perform different actions on behalf of the delegator.

Configuring permissions for calendar delegation depends on the Exchange setup that exists in the delegator's environment. For information about configuring permissions, the relevant Microsoft documentation can be considered as a reference.

Manage Delegate Calendar Using Workspace ONE Boxer

With the delegate access, a delegate can read, create, and modify the delegator's calendar, send, and respond to meeting requests on their behalf.

NOTE: Prior to managing a delegator's calendar, the delegator must grant access to the delegate.

A delegate must perform the following steps:

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

2. Wait for the delegated calendar to sync in the calendar tab.

Note: If the delegate uses an Office 365 account, duplicate calendars might be visible in the delegate's calendar screen.

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.

Email classification is a supported feature in shared and delegated accounts. A delegator can set different permission levels for their delegates to access their mailbox. The permissions are as follows:

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

A delegator cannot delegate Contacts 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.

Manage Someone Else's Mailbox in Workspace ONE Boxer

After a delegate is granted delegation permission, the delegate can create, update, delete, and copy the delegator’s Exchange folders. The delegate can also read and respond to emails on behalf of the delegator. To achieve this, the delegate must add the delegators’ account to Workspace ONE Boxer.

A delegator must grant access to a delegate before the delegate can use the delegator's mailboxes. To manage the delegator's mailbox, the delegate must perform the following steps:

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

2. Enter the delegator's email address.
   If a configured delegated calendar already exists, the delegate 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, the Workspace ONE Boxer application must be kept open. Currently in Workspace ONE Boxer, the sync window for shared or delegated accounts is the same as the sync window of the primary account.

Adding a Shared Mailbox and Calendar to Workspace ONE Boxer

Workspace ONE Boxer for iOS and Android gives the user the ability to add a shared account that the user has access to and perform collaborative actions on that account based on the allotted permission.

A shared account is an account 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 set by an admin, 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 account also provides a common calendar, allowing members to create, read, update, and delete events or check availability.

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

• Full Access: Allows the user to access the shared account. User can create calendar items, read, view, delete, and change email messages, create tasks and calendar contacts. User can send an email from the shared account using the Send As permission.

• Send As: Allows the user to impersonate a shared mailbox when the user sends an email.
  For example, when a user replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, and not from the user's email address.

Changing the Signature for Shared or Delegated Accounts

End users can change the signature which is applied when a user sends or replies to emails on behalf of the corresponding account. This setting is local. Hence, the changes are not synchronized across Workspace ONE Boxer application instances or devices.