The current version of Delegate365 is version 3.3. In that version we have some new features available as well as some minor bugfixes. Let´s start with these:
- Sync licenses: It seems that there was a change in delivering the licenses information of users by Microsoft. If the Office 365 licenses of an user were changed, the license and the active plans stay unchanged. In D365 the synchronization could not update the license data correctly because it relied on that data. We found that now only the disabled plans information delivered by the interface is correct. The sync and getting and setting the licenses function has been updated to use the disabled plans data. So this version fixes all license information updates.
Since the Sync functions automatically runs periodically (usually all 4 hours), there´s no need to do anything manually. Anyway, admins can click the Sync button anytime to ensure that all data in the D365 tenant are updated.
- Sync with rules: In the Sync function the admin can use the simple rules for automatic assignment of users depending on their user properties (see here). There could occur a problem that – if one or more of these rules have been set - users without usage location, country or department (NULL) could not be automatically assigned.
If rules are active, the automatic assignment now works in all situations.
The Sync has been fixed in version 3.3.
- Auditing Export: The CSV and Excel Export functions did not work properly. This has been fixed in version 3.3
- Mass assign licenses: For portal admins there´s a new module where Office 365 licenses can be set for multiple users in one single action. The user list shows all users of the admin´s assigned OU´s and can be filtered as usual. Desired users (Cloud users as well as snyced users!) can be marked and a special license can be set, like in the following screenshot.
By clicking “Assign” D365 checks the existing user licenses and overwrites them with the defined license plans. This function also takes care about license quotas (if set). So the license limit cannot be exceeded.
Assign Licenses helps admins to set or remove licenses for a bunch of users quickly.
- New Mailbox settings: In D365 version 3.3 new Exchange features have been added. These functions can be set per user in the “users” list with the “Mailbox” menu.
The “Mailbox” menu consists of three sections: Admins can define the Mailbox limits, an email forwarding and Out-of-the-Office (OOF) settings for each user.
There are also some info icons who show additional tips for the user mailbox properties, as shown here in the screenshot.
- Read and set Mailbox Quotas: In the Mailbox section the Admin can define the quotas for the users´mailbox.
The form shows the current mailbox size.
The Admin can set the maximum mailbox size (the default value in Office 365 for each mailbox is 50GB.) This quota defines the limit for the user´s mailbox size. So Admins can set f.e. only a 10GB mailbox limit for special users.
Of course the mailbox size limit must be greater than the current Mailbox Item size – validators in D365 check for correct values.
The Mailbox send size defines that an user cannot send more emails of this mailbox size is reached. In Office 365 this usually is 0.5GB below the maximum mailbox size.
The Mailbox warning size is sent to the user if the mailbox size reaches this limit.
We built in a very helpful button “Reset defaults” to set the mailbox limits to the Office 365 values:
- Set Forwarding: Admins can set a forwarding for an user. For that simply the (internal or external) EMail address must be entered, followed by clicking the “Set forward” button (and confirm the message box with “Yes”).
Additionally the checkbox “Retain a copy of forwarded messages” (which is set by default) controls if emails sent to that user are also retaining in the Office 365 mailbox.
To disable the forwarding click the button “Disable forwarding” (and confirm the “Do you really want to disable forwarding the mailbox?” question).
- Out-of-Office Messages (OOF): The checkbox “Send automatic replies” defines if OOF messages are sent or not. If set, the Admin can additionally set OOF-messages only for a specific timeframe. This is the same functionality as in Outlook. A small HTML editor can be used for formatting the text. If you prefer to input HTML text, click the “Toggle HTML” button and write or copy the email message there.
As in Outlook there´s an internal and an external message text available.
To insert a picture use a hyperlink to the picture:
To disable the OOF message uncheck “Send automatic replies” switch (and confirm the message).
- Info: EMail forwarding and OOF messages can also be set by each user individually in Outlook Online – these settings made in D365 here are the same as the corresponding ones in Outlook Online. So if an Admin sets a forwarding, the user himself can change this in his Outlook Online.
Delegate365 version 3.3 is already updated in all tenants. Enjoy the new functionality with this new version!