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1. What are they and what are they used for?
Mailboxes are a container for inter-administrative processing services (EACAT Procedures), grouped according to thematic, organic or functional areas, to which you add a certain number of users. This is how these users assigned to the mailbox can access, consult and edit all the procedures of the services.
This system facilitates access management and improves internal organization. Its use is optional and the entity's manager is responsible for it (activates, creates, deactivates and deletes mailboxes).
2. When is it advisable to use them?
Access to inter-administrative processing services (EACAT Procedures) is managed through the mailbox system, designed to simplify this task. You have 2 options:
A) Use the mailbox system
Recommended for entities with a lot of processing and many users.
Each user only accesses the services assigned to their mailbox.
It allows you to organize services and users and maintain a clear structure.
It requires initial setup and maintenance effort.
B) Do not use mailboxes
Recommended for small entities or with open and unrestricted internal access, that is, all users see all services (existing and new).
No management or maintenance is required.
C) How to decide?
Before using mailboxes, consider:
Do you want all users to access all services?
Yes: no need to use mailboxes
No: define the logic and organization of the mailboxes you need.
Good prior reflection will help you define a coherent access system adapted to the needs of your entity.
3. How to activate and deactivate the mailbox system: implications
To activate mailboxes , go to General > Mailboxes > and activate the Use mailboxes in the entity switch. The mailbox quota belonging to your entity will appear, which determines the maximum number of mailboxes you can create, according to the specifications of the EACAT administration. Activation automatically creates the global mailbox , which includes all services but has no users assigned to it. It also allows you to work in the Mailboxes section and in the subsections of the same name in the Users and Services sections.
From here, you can create specific mailboxes to add services, users, and, if necessary, organizational units (OUs). Before doing so, define the logic and structure according to the needs of the entity.
To disable mailboxes , go to General and disable the Use mailboxes in entity switch. This affects the entire organization and the work system established so far, but can be reversed by enabling them again.
If you deactivate mailboxes, all users of the entity will have full access to all services.
Each user and service can be present in more than one mailbox, and specific mailboxes can only be created up to the assigned quota. If you need more, you can request them from the EACAT administrator.
4. What types are there?
There are 2 types of mailboxes:
The global mailbox that is created automatically, once mailboxes are activated in an entity, and which has a series of characteristics that differentiate it from the rest:
It is created automatically and cannot be deleted manually.
There is only one per entity.
It contains all the entity's specific and generic services, both current and future.
Initially, it has no users assigned. You need to assign them.
Concrete mailboxes are characterized by:
They are created by the entity's manager.
The number of mailboxes for each entity is the mailbox quota, which is defined by the administrator of EACAT.
When you create them, they are empty.
It is necessary to add services, the users who must have access to them and, if applicable, the organizational units (OU).
If you need someone to have access to all services, you will need to specifically add them to the global mailbox.
5. How do you create or delete a mailbox?
To create a mailbox:
Go to the Mailboxes section.
Press the Create mailbox button and assign it a name.
If you later want to change or modify the name, select the mailbox and click on the … > Edit name icon.
To delete a mailbox:
Go to the Mailboxes section.
Select a specific mailbox.
Press Delete mailbox on the icon …
Please note that deleting a mailbox has important implications, as it means disconnecting the associated services and users. Furthermore, once deleted, the previous information cannot be recovered.
Remember that the global mailbox cannot be deleted.
6. How do you add users and services?
You can add users and services to a mailbox in two ways: individually or massively, by importing a file. In this point we explain how to add them individually and in the next point 7 we will explain how to import them massively.
To add users to a mailbox individually:
Go to the Mailboxes section.
Select the mailbox you want to add them to.
Select Users account_circle .
Search for each person by first and last name.
Activate the user's switch.
Repeat this process for each user you want to add to the mailbox.
To assign services to a mailbox individually:
Go to the Mailboxes section.
Select the mailbox you want to assign them to.
Select Services and expand the information for the specific mailbox so you can better visualize the services and different filters.
Search for the service by title.
Turn on the service switch.
Repeat this process for each service you want to assign to the mailbox.
The global mailbox already has all services assigned and does not allow you to assign any more. This feature is only available for new mailboxes you create.
7. Can you import users and services?
Import is most recommended for mailboxes with a large number of users and services.
Before importing users and services, there are two key situations to consider:
Importing to the global mailbox , where you only need to import the users, since this mailbox automatically contains all the services.
Importing to a specific mailbox , where both the users and the necessary services must be imported.
To import users into a mailbox , follow these steps:
Access the Mailboxes section
Select the mailbox where you want to import users.
Press the ... icon > Import users
Select one of the files: Users or Users to add . Decide which one you want to use:
Users , an empty template named users-mailbox-example.csv is downloaded, to fill in with the Identifier and Name of each user.
Unassigned users , a template named users-mailbox-available.csv is downloaded with all the users who are not in the mailbox; for each user we have the Identifier (NIF or NIE) and the Name (first and last name).
Download the corresponding template.
Prepare one of the templates. Only CSV files separated by semicolons (;) are allowed. Remember to leave the first line unchanged, with the field names provided by default.
Upload the prepared file with the import data and you will automatically see it in the mailbox list.
Review the import summary to make sure everything uploaded correctly.
To import services into a mailbox you created, follow these steps:
Access the Mailboxes section
Select the mailbox where you want to import the services.
Press the icon ... > Import services
Select one of the files: Services or Services s ense assignar . Decide which one you want to use:
Services , an empty template named services-mailbox-example.csv is downloaded, to fill in with the Service_Code and Service_Name.
Unassigned services , a template named services-mailbox-available.csv is downloaded with all the services that are not in the mailbox; for each service we have the Service_Code (functional code), Service_Name (service title), Service_Topic and Service_Subtopic .
Download the corresponding template.
Prepare one of the templates. Only CSV files separated by semicolons (;) are allowed. Remember to leave the first line unchanged, with the field names provided by default.
Upload the prepared file with the import data and you will automatically see it in the mailbox list.
Review the import summary to make sure everything uploaded correctly.
8. How do you export users and services?
You can download the list of users or the list of services at Mailboxes section > select a specific mailbox > ... icon > Export users or Export services in a .csv file.
Select the desired mailbox and export the list of users or services it contains, previously applying the filters you need.
The .csv file is named users-mailbox-XX.csv or services-mailbox-XX.csv.
Mailbox user file fields:
Id, which is the user identification within EACAT.
Identifier, what is the user's personal identification number.
Name, which is the user's name.
Mailbox service file fields:
Service_code, which is the service identification code.
Service_name, which is the title of the service.
Service_topic, thematic area within which the service falls.
Subtheme_service, subtheme areas into which a topic is divided.
To export the data correctly to an Excel file or similar:
Open an Excel sheet.
Place the cursor in the first cell.
From the menu, select Data > Get Data > From File > From Text/CSV .
Search your computer and select the .csv file.
Press the Import button.
A screen will appear with all the data in the file. Press the Load button.
9. How do you export your mailbox list?
You can download the list of mailboxes from the Mailboxes section > ... icon > Export mailboxes to a .csv file. First, select the filters you need to narrow the list.
The file will be named busties.csv and will contain the following fields:
Id, is the mailbox identification within EACAT.
Mailbox name.
Users is the number of users found within each mailbox.
Services, is the number of services found within each mailbox.
Id_unitat_organizativa, is the identification number of the organizational unit in each mailbox.
Organizational_unit_name, which is the name of the organizational unit in each mailbox.
Export the list of mailboxes, using the filters you deem appropriate.