About this Documentation



An account or an user account is an access permission to a computer system. Account examples:

  • groupware account

  • GMail account

  • DropBox account

  • Facebook account

To get access, a user has to log in with the user name and the password. Based on the account, the computer system identifies the single users. This allows to assign specific properties to a user, like access permissions or settings.

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All users address book

Contains the address data for all users. Depending on the configuration, each user can edit their own personal data in this address book.

Depending on the configuration, this address book can have a different name, e.g. Internal users or Global address book.


An application is a groupware component that provides certain functions. Example: With the Email application you can send, receive and organize emails.


Categories allow you to organize emails, appointments, contacts and tasks across apps, independently from the folder structure. This allows logically related objects to be identified and found more easily, for example all emails, appointments, contacts and tasks that belong to a specific project or customer. Depending on the configuration, specific categories are predefined. You can set your own categories.

Note: For emails, you can also use inbox tabs.

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A deputy is an internal user who manages the email communication or appointment scheduling on an other internal user’s behalf. For this purpose, the deputy are granted permissions for some actions:

  • read, send or organize an other user’s emails

  • schedule, edit or organize an other user’s appointments

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Distribution list

A distribution list consists of a distribution list name and a number of email addresses. You can create and edit own distribution lists. Other users can not see your distribution lists. Distribution lists can be used as follows:

  • send an email to multiple contacts

  • add multiple persons to an appointment or task

  • grant multiple persons permissions by inviting to a shared item

Depending on the configuration, specific distribution lists are predefined for all users.

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A domain is the address used to open a page on the Internet. Example: www.example.com. A domain is often also referred to as web address or Internet address.


Elements of the user interface. Example: windows, labels, buttons.

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Email thread

An email thread is an email conversation The email thread includes the original email and all replies. All emails in an email thread have the same subject. The current email corresponds to the last reply.

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External email account

Your groupware email account You will automatically get this account. You can not delete this account.

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External email account

The administrator can set up functional email accounts and assign them to specific users. A functional email account has the following properties:

  • It serves a specific purpose like communicating with customers.

    Typical examples are support@example.com, info@example.com.

  • It can be used jointly by multiple users, to read, reply or send emails.

    The administrator defines the users who are allowed to use a functional email account.

  • Users can neither edit nor delete a functional email account.

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External participant

A participant of an appointment or task who is not an internal groupware user but a guest user.

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Folders contain app specific objects. In some apps, folders can also include subfolders. Some folders are preset, other folders can be set up by the user. Folder examples: email folders, address books, calendars, task lists

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A group consists of a group name and a number of internal users. Groups can be used as follows:

  • add to an appointment or task

  • grant permissions by inviting to a share

Depending on the configuration, specific groups are predefined. Depending on the groupware configuration, users can get the permission to create additional groups.

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The software described in this documentation. It includes the PIM functions (Personal Information Manager) email, contacts, calendar. This includes functions for cooperating within a group, like shared address books and calendars. Depending on the configuration, further functions are available: task management, file storage for private or shared files, document processing.

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A person who received an invitation to a shared object by another user or has been added to an appointment or task as external participant is called guest or guest user. Guests only have access to objects they have been invited to. Some objects can not be shared with a guest, e.g. The All users address book.

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Inbox categories

Inbox tabs provide an easy and simple way of keeping the Inbox folder neat. With tabs, incoming emails are saved separated by sender in the Inbox folder. Depending on the configuration, specific inbox tabs are predefined. You can set additional inbox tabs according to your needs.

The inbox tabs can only be used in the Inbox folder. If you need further storage options, use the folder view to create email folders.

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Managed resource

Managed resources are rooms or devices that can be added to an appointment.

In contrast to regular resources, a managed resource will only be booked if a resource delegate confirms the booking. This is to ensure that the resource cannot be booked until it has been prepared for its next use. Example:

  • A conference room has to be equipped with a video projector.

  • A vehicle has to be charged or refueled.

Otherwise a managed resource has the same characteristics as a regular one.

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Objects are groupware data that are created and organized by the user. Examples: emails, contacts, appointments, tasks, documents, files, folders, address books, calendars


A user invited to an appointment or task. Participants are also called internal participants, in contrast to an external participant who has been invited as guest.


Resources are rooms or devices that can be added to an appointment. A resource consists of a resource name, an email address and an optional description.

You can only add resources that are not used for other appointments.

Depending on the configuration, specific resources are predefined. Depending on the configuration, users can get the permission to create additional resources.

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A session is a connection between a client, e.g. a browser, an email client or a smartphone app and a server, e.g. the groupware server. A session starts with the login and ends with the logout.

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Persons with a groupware account are called users or internal users. Each user has a username and a password. The All users address book contains the contact data of all users.

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User interface

This refers to the groupware user interface. The user interface consists of individual elements.

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