Shared access: shared and delegated mailboxes

A delegated mailbox is a user's mailbox that their colleagues can access. For example, when the employee is on vacation. You can delegate any employee's mailbox.

A shared mailbox is a mailbox that has no specific owner and is used by multiple employees.

To learn more about granting employee access, see Shared mailboxes and Delegated mailboxes. You can set up access to a delegated or shared mailbox via the API.

Limits

What users can do

Users can work with other people's mailboxes:

• In the web interface of Yandex Mail. Instructions for setting up shared access in the web version
• In email clients. Instructions for setting up email clients

Email sending modes

There are two modes for sending emails from shared or delegated mailboxes:

• "Send on behalf" — The email header indicates that it's sent by another employee on behalf of the owner of the delegated mailbox (or on behalf of a shared mailbox). That is, the recipient sees the actual sender of the email. For example, if a John Smith sends an email on behalf of his manager, Jane Doe, the recipient will see something like: "John Smith on behalf of Jane Doe".

• "Send as": For the recipient, the email appears as if sent by the delegated mailbox owner. For example, if a John Smith sends an email from the mailbox of his manager, Jane Doe, the recipient will only see Jane Doe in the name. If an email is sent from a shared mailbox, the recipient won't see the name of the actual sender: only the name of the shared mailbox will be displayed.

When a user can choose the sending mode:

• The user sends a message from an email client.
• The email client supports their selected mode.
• The user's been assigned a role that grants them permission to send messages in both modes.

In the Yandex Mail web interface, you can only send messages in "Send as" mode.

Actions available to employees

You can select the following actions that will be available to an employee in a shared or delegated mailbox:

Limited sending of emails via SMTP (shared_mailbox_half_sender role)

A user with this role can only send emails via the SMTP protocol in "Send on behalf" mode.

Sending emails via SMTP (shared_mailbox_sender API role)

A user with this role can send emails via the SMTP protocol both in "Send as" and in "Send on behalf" modes.

Mailbox management in the IMAP client (shared_mailbox_imap_admin API role)

A user with this role has full access to managing the contents of the mailbox via the IMAP protocol: they can read, label, and delete emails, as well as manage folders. The role doesn't grant the right to send emails.

Mailbox ownership (shared_mailbox_owner API role)

The role grants full mailbox access rights, similar to those of the owner:

• In email clients:
  • Mailbox management in the IMAP client — reading, labeling, and deleting emails, as well as managing folders.
  • Sending emails via SMTP: both in "Send as" and "Send on behalf" modes.
• In the web version of Yandex Mail:
  • Managing the mailbox: reading, labeling, and deleting messages, managing folders.
  • Sending messages in "Send as" mode.

Notifications

When an employee gains access to another mailbox, Yandex 360 for Business sends two notifications: one to the employee to whom you're granting access, and one to the address of the respective mailbox. The same notifications are sent if you change permissions for an employee or completely disable their access to another mailbox.

When setting up an employee's mailbox access via the API, you can specify who should receive notification emails about access changes. In the API request, this is controlled by the notify parameter, which can accept the following values:

• all — The email will be sent to the employee to whom you're granting access, as well as to the respective mailbox (default value).
• delegates — The email will only be sent to the employee to whom you're granting access.
• none — The email won't be sent to anyone.