Managing users : Configuring user preferences
Configuring user preferences
The User Preferences tab lets you configure preferences for each email user, such as per-user safe lists and preferred webmail quarantine language.
Preferences apply to email user accounts in all operation modes but vary slightly in implementation. For example:
• Out-of-office status messages and mail forwarding can only be configured when the FortiMail unit is operating in server mode.
• In server mode, user accounts are stored on the FortiMail unit.
• With gateway or transparent mode, user accounts are stored hosted on your protected SMTP server.
Although you may have created a local user account, the user’s preferences may not be created. You can either wait for an event that requires it to be automatically initialized using the default values, or you can manually create and modify it.
Administrators can modify preferences for each email user through the web UI. Email users can modify their own preferences by logging in to the FortiMail webmail or email quarantine.
To access this part of the web UI, your administrator account’s access profile must have Read or Read-Write permission to the Policy category.
For details, see “About administrator account permissions and domains”.
To view and manage existing user preferences
1. Go to User > User > User Preferences.
 
GUI item
Description
Delete User Data
(button)
Select the user and then click this button to delete the user preference settings and mail data.
Maintenance
(button)
Click to reveal a drop-down menu with preference management options.
Two options apply just to selected users:
• Clear SafeList for Selected Users
• Clear BlockList for Selected Users
Other options apply to all users in the selected domain:
• Clear SafeList for All Domain Users
• Clear BlockList for All Domain Users
• Reset (resets preferences to their defaults)
Domain
Select the protected domain to display its email users, or to select the protected domain to which you want to add an email user account before clicking New.
You can see only the domains that are permitted by your administrator profile.
Search user
Enter the name of a user, or a partial user name with wildcards, and press Enter. The list of users redisplays with just those users that meet the search criteria.
To return to the complete user list, clear the search field and press Enter.
User Name
Displays the user name of an email user, such as user1.
Display name
Displays the display name of the email user.
Language
Displays the language in which this email user prefers to display their quarantine and, if the FortiMail unit is operating in server mode, webmail. By default, this language preference is the same as the system-wide default webmail language preference. For more information, see “Customizing the GUI appearance”.
Safe List
The icon in this column indicates whether or not a personal safe list currently exists for this email user. Hover the mouse pointer over the list icon to determine its status:
• New: A personal safe list does not exist for this email user.
• Edit: A personal safe list exists for this email user.
Click the icon to open a dialog where you can configure, back up, or restore the personal safe list. Safe lists include sender IP addresses, domain names, and email addresses that the email user wants to permit.
Note: System-level lists take precedence over domain-level lists while domain-level lists take precedence over personal-level lists.
For more information on safe lists and block lists, see “Configuring the personal block lists and safe lists”.
Block List
The icon in this column indicates whether or not a personal block list currently exists for this email user. Hover the mouse pointer over the list icon to determine its status:
• New: A personal block list does not exist for this email user.
• Edit: A personal block list exists for this email user.
Click the icon to open a dialog where you can configure, back up, or restore the personal block list. Block lists include sender IP addresses, domain names, and email addresses that the email user wants to block
Note: System-level lists take precedence over domain-level lists while domain-level lists take precedence over personal-level lists.
For more information on safe lists and block lists, see “Configuring the personal block lists and safe lists”.
Secondary Accounts
 
The icon in this column indicates whether or not this email user will also handle quarantined email messages for other email addresses. Hover the mouse pointer over the list icon to determine its status:
• New: A secondary access list does not exist for this email user.
• Edit: A secondary access list exists for this email user.
Click the icon to open a dialog where you can add or remove secondary accounts. The addresses must exist in one of the existing FortiMail domains to be added.
Outgoing Recipient Safelisting
(icon)
The icon indicates whether or not the FortiMail unit will automatically add recipient addresses in outgoing email sent by this email user to their per-user safe list, if it is allowed in the antispam profile. For more information, see “Configuring other antispam settings”.
• A green check mark icon indicates automatic per-user safelisting is enabled.
• A red X icon indicates automatic per-user safelisting is disabled.
Email users can change this setting in their webmail preferences. For more information, log in to the FortiMail webmail, then click Help.
This setting can be initialized manually or automatically. FortiMail administrators can manually create and configure this setting when configuring email user preferences. If the setting has not yet been created when either:
• an email user logs in to FortiMail webmail
• an email user sends outgoing email through the FortiMail unit
• a FortiMail administrator configures the email user’s personal block or safe list (see “Configuring the personal block lists and safe lists”)
then the FortiMail unit will automatically initialize this setting as disabled.
Preference
The green check mark indicates that the user preference has been configured and the settings will be used.
The red check mark indicates that the user preference has not be configured and the default settings will be used.
2. Either click New or double-click the user’s preferences to modify them.
A dialog appears that varies depending on the operation mode.
3. Configure the user preferences as required.