Planning mail file delegation 

---

Using delegation preferences, users can allow other users to manage their mail, calendar, contacts, and to do items. Depending on which client is used, there are some differences in how delegation works with IBM SmartCloud™ Notes®.

Lotus Notes client

Delegation works in the following way for users who access their mail using the IBM® Lotus Notes® client:

• To set up delegation, users set a Mail -> Access & Delegation preference. Once set, this preference applies to both the Lotus Notes client and the web client.
• In the Lotus Notes client, users can also delegate management of their Calendar, Contacts, and To Do tasks.
• In a hybrid environment, delegates must be provisioned for the service to manage a mail file in the service. After delegates are provisioned, they can manage mail for both provisioned users with mail files in the service and on-premises users who have mail files on company servers. Users whose mail files are on company servers cannot manage a mail file in the service.
  

If your on-premises environment includes delegates who manage mail for other users, consider provisioning the delegates first. After delegates are provisioned, they can manage mail for both provisioned users and for on-premises users who have mail files on company servers.

Web client

Delegation works in the following way for users who access mail using the web client:

• To set up delegation, users set a Delegation user preference. Once set, this preference applies to both the Lotus Notes client and the web client.
• In the web client, users can also delegate management of their Calendar, Contacts, To Do tasks, and Notebook.
• In a hybrid environment, delegates who are provisioned for the service can only manage the mail files of other provisioned users; once provisioned, they cannot manage an on-premises mail file. Conversely, a person whose mail file is on a company IBM Lotus® Domino® server cannot manage the mail file of a provisioned user.
  
  

Reassigning delegation after a user name change

If a delegate’s Lotus Notes user name changes, then the owner of the mail file must reassign delegation to the new name. Doing so updates the mail file ACL (access control list) with the new name, which allows the user access to the database.

Parent topic: Planning mail files

Related tasks
Changing a Lotus Notes user name in a hybrid environment
Changing a user name in a service-only environment