DSM - Exchange Distribution List and Shared Mailbox Manager (self-service)
Full Control of Mailbox Access with Minimum IT Administrator Involvement
With the DSM application, any employee can add, modify or delete distribution lists and Exchange shared mailboxes using the web interface. Delegating these activities to users will radically relieve IT departments and the helpdesk of the unnecessary workload and organize access to information resources while maintaining full control and keeping records of the changes made.
Application description
With the DSM application, each employee can add, modify or delete distribution lists and Exchange shared mailboxes using the web interface, with each such operation requiring the approval of the person assigned the role of the DSM application administrator.
Management of distribution lists and Exchange shared mailboxes (e.g. adding a new shared mailbox, status update, etc.) is carried out in a semi-automatic mode with minimum administrator participation - users formulate all parameters of the request themselves and send them to the helpdesk, and the administrator can accept or reject any such request with one click.
Application structure
DSM application structure diagram:
DSM is composed of four components:
- DSM WEB – a web interface providing a full list of DSM functions. All operations, ordered by the user in the web interface, are performed as follows:
- Inserting a new task in the database (e.g. adding a new shared mailbox, updating the status, etc.)
- Assigning a task to the appropriate PS script and putting it in the queue on the Exchange/AD server
- Creating a PS script on the Exchange/AD server through a dedicated service
- DSM Database – a database located on a Microsoft SQL Server, storing information necessary for the WEB DSM operation
- DSM Service – an executive module responsible for the execution of one-time or cyclic tasks ordered in the DSM WEB interface
- DSM ADsync - a module to synchronise user data with Active Directory
All of the above DSM components can be installed on one server, but it is recommended that at least the DSM Database be installed on a separate server. The DSM Service module must be installed on the Exchange server. The remaining modules can be installed on any server within the customer’s local network.
DSM operates in a self-service model and all activities related to the management of distribution lists and shared mailboxes are prepared by users on their own and sent to the administrator for approval as part of the so-called “workflow”. Subsequently, operations are accepted (or corrected or rejected) by the administrator, which ensures full control and allows to inventory the changes made.
Basic functions
All users act on the basis of their assigned role ("user" or "administrator"), with the range of functions available to the user resulting from the assigned role. In addition to the operations available to ordinary users, administrators may also perform other activities, including accepting/rejecting user requests. They also have access to reports and statistics. In order to give a user the role of an administrator, it is necessary to add him to the appropriate Active Directory group (e. g. DSM_Admins). Similarly, depriving the user of administrative privileges consists in removing him from that group. The number of administrators is not limited.
The following table describes functions assigned to specific roles:
|
Function |
User |
Administrator |
|---|---|---|
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Viewing and searching the distribution lists and shared mailboxes under your supervision |
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Modifying the distribution lists and shared boxes under your supervision |
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Adding new distribution lists and deleting of the distribution lists and shared mailboxes under your supervision |
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A preview of own requests awaiting administrator approval |
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Viewing all user requests |
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Accepting or rejecting requests from all users |
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Searching for and modifying all distribution lists and shared mailboxes |
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Viewing reports containing statistics on distribution lists and shared mailboxes |
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Granting permissions (delegation of permissions) to users to shared mailboxes, such as "Full access" and "Send as" |
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Modification of distribution lists' membership |
Additional functions
DSM provides a lot of information useful for Exchange users and administrators, including:
- a list of distribution groups owned by the user
- a list of distribution groups of which the logged-in user is a member
- a list of user-owned shared mailboxes
- reports on unused mailboxes and lists (filtering after the last received/sent message)
- a report on mailboxes and lists owned by an inactive account (e.g. an employee who left the organisation).
Thanks to such information, it is very easy to find resources which have not been used for a long time or which have been appropriated by inactive users. This reduces costs and optimizes resources for MS Exchange, as well as maintains order. In addition, the application helps to minimize the risk of access to distribution lists and shared mailboxes by unauthorized persons.
DSM provides two-way synchronization of shared mailbox and list resources - so it is possible to create these resources both from the DSM application and MS Exchange management panel (ecp). The history of individual requests enables an easy search by date of event, type of operation and user name.
The search engine for lists and shared mailboxes allows the user to easily find the resource of interest by name, description and an e-mail address. After identifying a particular distribution list, the user has the opportunity to join it as a member by filling in a request. Similarly, for a shared mailbox, the user can apply for permissions to the mailbox (Full Access or Send As). Such a request goes to the queue of requests to be accepted. During acceptance, the DSM application administrator can edit, accept or reject the request. The whole process is accompanied by appropriate e-mail notifications to users/administrators about the progress in the processing of the request.
Key functions
- Managing distribution list groups owned by a logged-in user.
- Managing distribution list groups of which the logged-in user is a member.
- Managing a shared mailbox list owned by a logged-in user.
- A search engine for distribution lists and shared mailboxes.
- A preview of the list of delegates and shared mailbox owners.
- A preview of the list of distribution lists’ members
- Reporting on unused mailboxes and lists (filtering according to the last received/sent message).
- Reporting on mailboxes and lists owned by an inactive account (e.g. an employee who has left the organisation).
Major benefits
- Increased efficiency of the IT department and an at least 95% reduction in the helpdesk's involvement in handling requests for managing Microsoft Exchange distribution lists and shared mailboxes.
- Fully automatic detection of inactive or unused Microsoft Exchange distribution lists and shared mailboxes, including notification of their owners by e-mail.
- Fully automatic detection of distribution lists and shared mailboxes without owners who as users have been blocked or disabled from Active Directory.
- Natural support of internal corporate procedures related to the management of Microsoft Exchange distribution lists and shared mailboxes.
- A self-service mechanism that allows users to perform all activities in the management of Microsoft Exchange distribution lists and shared mailboxes on their own without or with minimum administrator involvement.
- The ability to delegate administrative functions (i. e. the approval of requests or the modification of Exchange parameters) to business managers, as each user can act as an administrator provided they are assigned such rights.
- A simple application interface that requires no technical knowledge of the management of Microsoft Exchange distribution lists and shared mailboxes.
- A possibility to adjust and expand the functionality and integration with other systems upon request.
Application screenshots
Below are some examples of DSM screenshots. It is possible to test the application "live" using a demo platform, without having to install the software in the customer's IT infrastructure. If you are interested, please contact us directly at the following e-mail address: info@dcs.pl
Application distribution
Using the DSM application requires the purchase of a license covering all active Active Directory accounts. The number of active Active Directory accounts must not exceed the number of users specified in the purchased license.
The DSM application is offered as two software packages: the Installation Package and the Additional Package. Each package contains: (1) the Licence and (2) Technical Support. The description and pricing of the packages, the licensing rules, the support rules and optional add-on services are described below.
(1) The Software Licence - a non-exclusive and non-transferable licence of unlimited duration to use the Software, including the right to use the Software (including loading into the computer memory) without the right to modify, copy or make available to third parties, whether for a fee or not. Detailed terms of the Software Licence are available under the "Licence" tab.
(2) Technical support - technical support including assistance by correspondence and telephone for the use of the software. Package prices include support for 1 year. The conditions for extending support are set out in the "Prices for extension of support" section. Detailed conditions of Technical Support are available under "Support" tab
Prices
When you purchase the DSM application, you must purchase one Installation Package and a sufficient number of Additional Packages to license all active Active Directory accounts. The price of each package includes one Software Licence for a specified number of users and Technical Support for 1 year. The terms and conditions for the provision and extension of support are set forth in the "Prices for extention of support".
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Software packages |
Net price |
Package description |
|---|---|---|
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DSM - Installation package for 100 users with technical support for 1 year |
4,000 EUR |
Software licence for up to 100 users, Technical Support for 1 year. If you have more users, you must purchase the appropriate number of Additional Packages. |
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DSM - Additional package for 100 users with technical support for 1 year |
300 EUR |
Software licence for additional 100 users, Technical Support for 1 year. The Additional Package can only be purchased as an extension of the Installation Package. |
VAT must be added to the prices in the table.
Prices for extension of support
The price of DSM packages includes Technical Support provided by the producer's service team for 1 year from the date of purchase. Technical Support may be extended in accordance with the table below at any time, but no later than 30 days after expiry. Renewal of support after 30 days from the expiry date shall be subject to an equalisation fee for the delay period and an additional fee of 25% of the support extension price. If support needs to be resumed after 12 months from the expiry date, additional acceptance of the producer is required.
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Extension of support |
Net price |
Support description |
|---|---|---|
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DSM - Extension of Support for the Installation Package for 100 users for 1 year |
1,000 EUR |
Technical Support in Polish for the Installation Package for 100 users for 1 year. |
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DSM - Extension of Support for the Additional Package for 100 users for 1 year |
75 EUR |
Technical Support in Polish for the Additional Package for 100 users for 1 year. If you have more than 100 users, Support should be extended for all Additional Packages. |
VAT must be added to the prices in the table.
NOTE: Technical support is provided by the producer's service team remotely with the active participation of the customer's administrator. Prices of support do not include costs related to travel and accommodation of specialists and transport of products and equipment. Where the presence of the producer's specialists at the site of installation is necessary, the terms and the price of such a service require a separate agreement.
Prices of additional options
Additional services can be ordered independently of DSM packages, but their purchase does not have to be correlated with the purchase of DSM packages. However, it is required that the additional services are provided during the period of your Technical Support entitlement. Detailed conditions, scope of services and fees for additional services are determined individually taking into account the rates contained in the table below.
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Additional options |
Net price |
Service description |
|---|---|---|
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DSM – Implementation service |
45 EUR / hour |
Implementation of the software on the customer's server on the basis of the individual agreements. Total cost of the service is calculated on the basis of the duration of work. The rate given applies to one hour of work. |
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DSM – Implementation of additional functionalities |
45 EUR / hour |
The fee and terms of service are determined on the basis of the individual agreements. Total cost of the service is calculated on the basis of the duration of work. The rate given applies to one hour of work. |
VAT must be added to the prices in the table.
NOTE: Services under the additional options can be provided both remotely and at the customer's premises, depending on arrangements. Prices of additional options do not include costs related to travel and accommodation of specialists and transport of products and equipment. All such costs require additional arrangements.
Software Licence (A licence agreement)
- The "Distributed list and Shared mailbox Manager" software program (abbreviated as DSM) together with the media belonging to it, printed materials (if any) as well as electronic and printed documentation - hereinafter referred to as "Software" - is owned by dcs.pl Sp. z o.o. (hereinafter referred to as DCS) and is protected by the Copyright Act and international conventions, legislative acts of the European Union and other legal provisions that protect intellectual property. This software is not subject to sale, but only to licensing.
- The User (being both a natural and legal person) accepts that by downloading, copying, installing or in any other way using the Software he concludes this licence agreement (hereinafter the Agreement) with dcs.pl Sp. z o.o. for the use of the Software and agrees to be bound by its provisions. If the User does not accept the Agreement, he is not entitled to download, store, install and use the Software and at the same time is obliged to remove all original copies and copies of the Software in his possession.
- The User has the right to use a demo version of the Software free of charge no longer than 30 days from the date of the first installation. A demo version of the Software may have functional limitations in relation to the full version of the Software.
- If the Software has not been removed after 30 days from the date of its first installation, the User is obliged to purchase licences for all active Active Directory accounts. Exceeding the licence conditions releases DCS from the obligation to provide technical support for the Software.
- The User has the right to save one copy of the Software on one data storage unit (e.g. a CD, a hard disk) for archiving or data security purposes.
- DCS does not permit reverse engineering, decompilation or disassembly of the Software.
- The Software is licensed as a single entity and you may not substitute, separate or alter any of its individual components for use on more than one server and/or to violate any provisions of this Agreement.
- DCS does not permit the lending, renting or leasing of the Software or the transfer of licences, original copies or otherwise made copies of the Software to third parties.
- The User shall retain all copyright notes received with the Software.
- Electronic and printed materials supplied with the Software may not be copied.
- DCS reserves all rights to publish, reproduce, process and make changes to the Software.
- DCS shall not be liable for errors that occur during the operation of the Software and the data provided with it. DCS shall also not be liable for the lack of compatibility of the Software with other IT systems and for the lack of functionality covering expectations or goals defined by the User.
- DCS shall not be liable for any damages arising from the use of the Software or the lack of the possibility to use the Software (including, without limitation, damages arising from lost profits, system interruptions, lost data and information and other financial losses), even if you have advised DCS of the possibility of such damages. The liability of DCS arising for any reason whatsoever shall be limited to the amount that you have paid for the acquisition of licence rights to the Software.
- The User shall be liable for damages incurred by DCS as a result of the infringement of its Software copyrights.
- DCS reserves the right to claim pecuniary damages or to take legal action in case of violation of its Software copyrights or the use of the Software in breach of the Agreement.
- The provisions of the Civil Code shall apply to matters not covered by the Agreement.
- Third party companies and product names mentioned in the Software may be registered trademarks of their respective owners.
- Any potential disputes arising from the Agreement shall be resolved by a common court having jurisdiction over the registered office of DCS.
Technical Support (A support agreement)
I. DEFINITIONS
- DCS: dcs.pl sp. z o.o., having a registered office in Warsaw, address: 02-785 Warszawa, ul. Puławska 303, entered into the register of entrepreneurs by the District Court for the Capital City of Warsaw in Warsaw, 13th Commercial Division of the National Court Register under the number 0000144808, Tax Identification Number: 951-206-33-62.
- Software: The ”Distributed list and Shared mailbox Manager” software program (further referred to as DSM), for which DCS provides Technical Support. The terms of licensing and use of the Software are set forth in the Software Licence.
- Technical support: The maintenance and user support services offered by DCS, consisting in answering questions asked by Users concerning the operation of the Software, as well as assistance in solving problems with the use of the Software, encountered by Users during the use of the Software.
- User: A person authorized to represent an entrepreneur who has the right to use the Software under a Software License he has purchased.
- Service request: A single event or situation recorded by DCS, related to the User's reported question or problem concerning the operation of the Software, documenting the history of Technical Support for the reported question or problem.
- Terms of support: The terms and conditions laid down herein that specify the principles under which DCS provides Technical Support.
Unless otherwise stated in the Terms of Support, all capitalised terms shall be understood in accordance with the above definitions.
II. RULES AND PROCEDURES FOR THE PROVISION OF SERVICES
- The Terms of Support set out the terms and conditions and the manner in which DCS provides Technical Support for the Software, in accordance with the agreements entered into by DCS in this respect.
- The Technical Support Agreement is concluded for a limited period of time and Technical Support is provided only in relation to the latest version of the Software.
- DCS agrees to provide Technical Support only during the term of the Software Licence and the Technical Support Agreement, provided that you pay the required Software Licence and Technical Support fees.
- DCS is exempt from providing Technical Support if you are found to be in breach of the terms of the Software Licence.
- The Technical Support contract is a contract for diligent action within the limits set out in the Terms of Support, and is not a contract to achieve any result. In particular, DCS does not guarantee that Technical Support will meet Users' requirements or expectations.
- In connection with the limited warranty for the Software as commercial software, DCS does not warrant that as a result of providing Technical Support the operation of the Software will be uninterrupted, error-free or malfunction-free, or that Technical Support will correct all errors and malfunctions in the operation of the Software.
- DCS provides two forms of Technical Support:
- the E-mail Support formula consists in the User communicating with DCS via e-mail to the e-mail address indicated by DCS.
- the Live Support formula consists in communicating with DCS by means of a telephone, an Internet messenger or another communication channel provided by DCS.
- Technical Support under the Live Support formula is available daily from 9am to 5pm, except for public holidays.
- DCS does not provide its own means of communication for contacts with users. The contact between DCS and the Users, both by telephone and by means of electronic communication, takes place using services commonly provided by external network operators. Therefore, DCS does not ensure that access to the means of communication offered will be uninterrupted and is not responsible for interruptions in telephone or electronic communication caused by reasons independent of DCS or reasons that cannot be avoided without incurring significant additional costs. This applies in particular to interruptions and disturbances in the proper functioning of external telecommunications links and equipment and to commonly accepted force majeure circumstances.
III. THE MANNER OF PROVIDING TECHNICAL SUPPORT
- DCS decides on its own on the choice of tools and methods of performing Technical Support depending on its assessment of the reported problem. The User is not entitled to request the performance of Technical Support in the manner or form of the Technical Support of his choice.
- Each question or problem reported by the User, referring to a different issue than the one previously reported, results in the registration of a separate Service Request.
- DCS will make its best efforts, but does not guarantee that contact with you as part of the so-called first response to the Service Request will take place no later than on the next business day after the day on which the Service Request was registered. However, this does not mean that the reported question or problem will be definitively resolved within this period.
- The Service Request is closed after the User receives an answer to the submitted question, the problem is solved or the inability to solve the problem is established and the User is informed about it. A Closed Service Request may be reopened in the event that the DCS needs to take further action regarding the Service Request in question.
- DCS shall not apply restrictions on the number of Service Requests opened by the User.