MailRoute Role Management & Permissions Guide

Important Note for Existing Customers

MailRoute's new role management system has been designed to maintain complete continuity with your existing setup. Your current permissions and access levels remain exactly the same - they're simply organized into a default role. While you now have the option to use advanced role management features (depending on your plan), you can continue using MailRoute exactly as you always have without any required changes.

When to Consider Using Roles

Role management can be valuable when you need to:

• Delegate different levels of administrative control to different team members

• Restrict certain users' abilities to modify security settings

• Create standardized permission sets for different types of users

• Manage permissions efficiently for organizations with many users

• Maintain security by limiting administrative access

• Support different departments with different email management needs

Plan Availability

• Basics Plan: Single default role for users and administrators

• Enterprise, Enterprise US, and Compliance Plans: Full role management capabilities

Administrator Role Management

Accessing Admin Roles

1. Navigate to the main menu

2. Select "Admins" (not "Roles")

3. The admin role management interface will appear

Admin Role Types

1. Customer Admins (System Default)

   • Default role with preconfigured permissions

   • Marked with star (★)

   • Cannot be deleted

   • Permissions can be viewed

2. Custom Admin Roles (Enterprise and higher plans)

   • Can be created, modified, and deleted

   • Fully customizable permissions

   • No maximum limit on number of roles

   • Example: "Limited Admin" for specific management tasks

Admin Permission Categories

Domain-wide Quarantine

• Allow List Management: Control quarantine allow lists

• Quarantine Management: Manage settings and notification schedules

• View/manage quarantined messages for all users

Domain & User Settings

• Autoresponder Settings

• Content Filtering

• Continuity Settings

• Domain Settings

• Email Account Settings

• External Authentication

System Integration

• Google Workspace Sync (All plans)

• Microsoft 365 Sync (All plans)

• LDAP Integration (Enterprise plans only)

Administrative Controls

• Billing Settings

• Customer Settings

• Role Management

• Reports Access

• System Diagnostics

Permission Levels

• None: No access to feature

• View: Can see settings only

• Manage: Can modify settings

• Access: Can use specific features

• Full: Complete control, including ability to disable features

User Role Management

Accessing User Roles

1. Navigate to main menu

2. Select "Roles"

3. User role management interface will appear

User Role Types

1. Domain Users (Default)

   • System-provided default role

   • Matches historical permission set

   • Available in all plans

2. Custom User Roles (Enterprise and higher plans)

   • Create additional roles as needed

   • Customize permissions for different user types

   • Assign users to appropriate roles

User Permission Categories

• Allow/Block Management

• Content Filter Settings

• Email Account Settings

• Quarantine Management

• Message Management

Plan-Specific Features

Basics Plan

• Single default role

• Can view but not modify permissions

• Interface shows enterprise features (grayed out)

• Upgrade option available for additional features

Enterprise Plans

• Multiple custom roles

• Full permission customization

• Role cloning

• Default role assignment

• User movement between roles

Managing Roles (Enterprise Plans)

Creating New Roles

1. Click "Add New Role"

2. Provide role name and description

3. Configure permissions

4. Save changes

Modifying Roles

• Edit existing roles

• Clone roles to create similar permission sets

• Delete roles (must reassign users)

• Set default roles for new users

Moving Users Between Roles

• Select user(s) to move

• Choose destination role

• User settings and configurations remain intact

• Only permissions change

Best Practices

1. Keep the number of roles manageable

2. Use descriptive role names

3. Document role purposes and permissions

4. Regularly review role assignments

5. Use "Full" access permissions cautiously

6. Consider using role cloning for similar permission sets

Support

For additional assistance:

• Contact MailRoute Support

• Review plan comparison documentation

• Consult upgrade guides for enhanced features