To start with, navigate to the Company Admin portal, the portal can be found here.
You can sign-in with the same credentials that you used to sign up with during the registration process for Mailock. Please note that only users designated as company owner or company administrator are permitted access to the portal.
Once logged in, select the 'Users' tab on the panel to the left.
This tab opens five further tabs, 'Users', 'Invitations', 'Shared Addresses', 'Owners' and 'Administrators'.
The Users tab provides a view of all users that are activated to use the system. You can quickly see totals showing the number of users, pending invitations and number of licenses and can find users easily by searching for their email address.
The Invitations tab displays all the invitations that you have sent out to your company users and shows the status of those invitations. Invitations are valid for 10 days, after which they will expire and will have to be sent out again.
The Shared Addresses tab lists all email addresses currently set up as shared and has a button to 'Add Shared Address', for further info on how to set up a shared address please click here
The Owners tab shows which of the users within your company are configured as owner types. Users with owner privileges may configure other users as owner or as administrator types.
The Administrators tab allows you to see which of the users within your company are configured with Administrator privileges. Users with Administrator privileges may configure other Administrator users.
You can invite a user within both the 'Users' and 'Invitations' tabs.
Invite Users (for small amount of users)
To invite a new user, click on the 'Invite User':
This will bring up a form where you can enter the necessary information for the new user. Once you have filled in the required details, simply click 'Create' to send the invitation:
Check the ‘invite another’ button if you have more than one user to invite.
If the 'Invite User' button is greyed out, all licences have been taken up, we can add further licences to your account, please contact us via salessupport@beyondencryption.com and we'll help you further with your licence requests.
When you submit the completed invite form, the Mailock system will send an invitation email to the user.
This email includes a 'Start Enrolment' link. The user will be activated on the system once they open the email, confirming their ownership of the inbox, and click the enrolment link to either register for a new account or sign in if they already have an existing free Mailock account.
Once the invitation has been sent and is still within its validity period, you can use the ‘Resend’ button located on the right side of each user’s entry to send the invitation again if needed. Additionally, an email icon is available to the left of each user, which functions as a convenient ‘mail to:’ feature; clicking this icon will open your default email client, allowing you to easily send an email to the user:
Import Users (alternative bulk option)
The Users screen features an 'Import Users' button, which is especially useful if you need to invite a large number of users to the Mailock system. This option streamlines the process by allowing you to import user data through a file, as detailed in the following sections:
Select 'Import User' from the User tab:
The file import process imports data from a Comma Separated Variable (CSV) file. A template file outlining the format required is available on the 'Import Users' page:
The template CSV file defines the following fields for each user that is to be imported:
- Unique Reference (optional): Use this optional field if you have unique identifiers for each user (perhaps from an Active Directory export containing SID’s). Use of this field allows Mailock to detect name changes in users and prevents a second user being configured on the system.
- Primary email address (required): This is the user's primary email address for their email account.
- FirstName (required): The user’s first name.
- LastName (required): The user’s last name.
Once you have created your user import CSV file, adhering to the specified format above, select 'Browse' to locate this file on your computer:
Select 'Upload' to upload your file:
The portal will display a preview of your import:
The import preview will show you totals of the number of:
- New users your import will add to your company account.
- Users in your import have already been invited but remain pending activation.
- Existing user records are being updated (perhaps with a name change).
- Users who exist in your company account but are not present in the import file - you may wish to consider removing these users. Users in your import who will remain unchanged from any previous imports or separate invitations.
- Users with an email address that are not in your secure send domain list (if you have enforced domain restrictions, for more details about this, click here).
When you are happy with the invitations displayed in the preview screens, click the ‘Apply Changes’ button and invitations will be sent out to your users.
If the import wizard detects any errors in your CSV file these will be reported in the preview screen. Correct your CSV file and return to the Users screen to Upload your new file:
