Managing Profile Groups

Document created by user.oxriBaJeN4 Employee on Sep 10, 2015Last modified by user.oxriBaJeN4 Employee on Apr 7, 2017
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A profile group is a local Mimecast folder containing email addresses or domain names. Once created, address information can be added to them either:

  • Manually. Individual entries can be added, or a spreadsheet import can import multiple entries.
  • Mimecast can also synchronize distribution lists and security groups from your organization's domain controller using LDAP Synchronization. Synchronized groups are called Directory Groups.

 

Benefits

 

Profile groups are used primarily in policies to control mail flow for specific user groups. For example:

  • Mail routing can be specified for users in different regional locations with different mail servers. A common use is in Permitted Senders / Blocked Sender policies. By maintaining the addresses in groups, any address changes are automatically applied to the policy.
  • Collecting email addresses (e.g. click actions in Stationery Layouts).

 

Creating a Profile Group

 

All groups are displayed in a hierarchy, linked to a root group. This allows changes made to one group, to also apply to all other sub-groups in that group.

 

groups.pngTo create a profile group:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Directories | Profile Groups menu item.
  4. Click the + icon in the bottom right hand corner of the folder where the group is to be placed. A sub-group called "New Folder" is created in the group's hierarchy in a collapsed format.
    You cannot create a profile group inside the Root folder. A sub-folder must be created inside it to enable a profile group to be created.
  5. Rename the group:
    1. Expand the group's hierarchy.
    2. Click on the new group.
    3. Enter the group name in the Edit Group field at the top of the hierarchy.
    4. Press the Enter key.

 

Deleting a Group

 

When deleting a group, the following must be considered:

  • A default profile group located in the Root folder cannot be deleted.
  • Only empty groups or sub-groups can be deleted. If a group contains an empty sub-group, this must be deleted before the other group or sub-group can be deleted.
  • Only groups or sub-groups not used in any policy can be deleted.
  • The number displayed in brackets to the right of a folder shows how many email addresses or domain names are in the group.

 

You can clear all the links to a group by clicking the Clear Links button, or right-click a specific entry and click the Unlink Item menu item to remove just one entry.  For more information, view the full article.

 

To delete a group:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Directories | Profile Groups menu item.
  4. Click on the group to be deleted.
  5. Click on the red cross icon to the left of the folder.

    group2.png

Moving a Group

 

To move a group to a new location in the hierarchy:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Directories | Profile Groups menu item.
  4. Click on the group to be moved in the hierarchy.
  5. Slick the Move Group button. The group hierarchy is displayed.
  6. Select the group in the hierarchy into which the group being moved is to be placed. The group is moved to the chosen location.
A default profile group located in the Root folder cannot be moved.

Moving Group Entries

 

To move email addresses or domains to another group:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Directories | Profile Groups menu item.
  4. Click on the group in the hierarchy.
  5. Select the appropriate Entries using the check box.
  6. Click Move Selected Links, The group hierarchy is displayed.
  7. Click on the Group that you would like to move the entries to. The group name is displayed in bold signifying that the entries have been moved.

 

Copying Group Entities

 

You can copy an entity from a group to one or more other groups.

 

To copy an entity between groups:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Directories | Profile Groups menu item.
  4. Click on the group in the hierarchy to display the entities.
  5. Right-click on the entry to be copied.
  6. Select the Group Allocations menu item. The group hierarchy is displayed.
  7. Click on the Group that you would like to add the entity to. The group name is bolded signifying that the entity has been added.
  8. Repeat step 5 for other groups.

 

Adding Group Entities

 

You can add email addresses or domain names to a group using one of the following methods:

  • Add Email Addresses
  • Add Email Domains
  • Group List Imports
Wildcard characters are not supported for Groups. For more information on using wildcards in Policies, view this related article.

Adding Email Addresses / Domains to a Group

 

To add email addresses to a group:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Directories | Profile Groups menu item.
  4. Click on the group in the hierarchy.
  5. Click on the Build button.
  6. Click on either the:
    • Add Email Addresses menu item to add email addresses.
    • Add Email Domains menu item to add email domains.
  7. Enter the email addresses or domains in the Group Additions dialog on separate lines.
    • Each email address must be entered in standard address format (e.g. user@company.com).
    • Each email domain must be entered in standard domain format omitting the @ symbol (e.g. domain.com).
      Try copying and pasting a set of addresses or domains from an external source (e.g. a spreadsheet) into this field.
  8. Click the Save and Exit button.

 

Adding Email Addresses Using the Group List Import

 

You can import an unlimited number of external addresses (but not domains) into a group, using a spreadsheet import. It should not be used to add internal users. The spreadsheet needs to have the "email" in a holding cell, and valid email addresses in that column. For more information, view the full article.

 

Exporting Group Data

 

You can export a group address entries into a spreadsheet. It is currently not possible to export domains. You can select the data that is exported, and choose how the exported file is delivered.

 

To export a group's data:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Directories | Profile Groups menu item.
  4. Click on the group in the hierarchy.
  5. Click the Export Data button.
  6. Complete the dialog as required:

    Field / OptionDescription
    Columns

    Select the columns that will be added to the spreadsheet. The options are:

    ColumnDescription
    AddressAdds a column displaying the first part of the email address (e.g. user1 - as in user1@domain.com).
    DomainAdds a column displaying the email's domain (e.g. domain.com - as in user1@domain.com).
    DetailsAdds a column displaying the full name of the email address's user (e.g. User One)
    IntAdds a column displaying whether the email address is internal or external.
    File FormatSelect whether you wish the exported file to be in .CSV or .XLS format.
    Export Option

    Select how you want the exported file to be delivered. The options are:

    OptionDescription
    Send EmailThe spreadsheet is sent to the email address of the logged in user.
    DownloadAllows you to specify a directory into which the spreadsheet is created.
  7. Click the Export button.
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