Configuring user preferences
The User Preferences tab lets you configure preferences for each email user, such as per-user white 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” on page 290.
To view and manage existing user preferences
- Go to User > User > User Preferences.
Figure 172:User Preferences tab
| GUI item | Description |
| Maintenance (button) | Click to reveal a drop-down menu with preference management options.
Two options apply just to selected users: • Clear WhiteList for Selected Users • Clear BlackList for Selected Users Other options apply to all users in the selected domain: • Clear WhiteList for All Domain Users • Clear BlackList 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. |
| 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” on page 276. |
| GUI item | Description |
| White List | The icon in this column indicates whether or not a personal white list currently exists for this email user. Hover the mouse pointer over the list icon to determine its status:
• New: A personal white list does not exist for this email user. • Edit: A personal white list exists for this email user. Click the icon to open a dialog where you can configure, back up, or restore the personal white list. White 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 white lists and black lists, see “Configuring the personal black lists and white lists” on page 620. |
| Black List | The icon in this column indicates whether or not a personal black list currently exists for this email user. Hover the mouse pointer over the list icon to determine its status:
• New: A personal black list does not exist for this email user. • Edit: A personal black list exists for this email user. Click the icon to open a dialog where you can configure, back up, or restore the personal black list. Black 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 white lists and black lists, see “Configuring the personal black lists and white lists” on page 620. |
| GUI item | Description |
| 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. |
| Add Outgoing Email Addresses to WhiteList
(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 white list, if it is allowed in the antispam profile. For more information, see “Configuring other antispam settings” on page 515.
• A green check mark icon indicates automatic per-user whitelisting is disabled. • A red X icon indicates automatic per-user whitelisting is enabled. 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 black or white list (see “Configuring the personal black lists and white lists” on page 620) then the FortiMail unit will automatically initialize this setting as disabled. |
- Either click New or double-click the user’s preferences to modify them.
A dialog appears that varies depending on the operation mode:
Figure 173:Configuring user preferences (gateway and transparent mode)
Figure 174: Configuring user preferences (server mode)
- Configure the following:
| GUI item | Description |
| Display Preferences | |
| User name | For new preferences, enter a user name applicable to the domain. |
| GUI item | Description |
| Language | From the drop-down list, select the email user’s preferred language for quarantined mail and FortiMail webmail (server mode only).
Additional languages may be available if you installed their language resource files. For more information, see “Customizing the GUI appearance” on page 276. |
| Time zone | Select the default time zone where the user works or resides. |
| Theme | Pick the default color theme for the user’s webmail interface and quarantined mail. The user can change this. |
| Calendar time format | In server mode only, pick the default format for the user’s calendar. |
| Default calendar view | In server mode only, pick the default calendar view: day, week or month. |
| Account
Management |
|
| Idle timeout | Set how long a user’s session can be idle before it times out. |
| On holiday | In server mode only, select whether or not the FortiMail unit automatically responds to email messages received for this email user. This is typically used for out-of-office/vacation responses.
• On: Enable automatic response. Also configure Set auto-reply message. • Off: Disable automatic response. |
| Set auto-reply message | In server mode only, select to enter the message body that the FortiMail unit will use to automatically reply when On holiday is set to On. This option is available when editing existing users preferences, not when you have clicked the New button. |
Auto forward In server mode only, select whether or not the FortiMail unit will automatically forward email messages received for this email user to another email address.
- On: Automatically forward messages. Also configure Set auto-forward message.
- Off: Disable automatic forwarding.
Set In server mode only, select to enter the recipient email address that auto-forward the FortiMail unit will use to when Auto forward is set to On. This address option is available when editing existing users preferences, not when you have clicked the New button.
Leave a copy In server mode only, select this check box to retain a copy of email in mailbox messages received for this user that have been automatically forwarded. This option is available only if Auto forward is On, after you have entered the email address to which email will be forwarded.
| GUI item | Description |
| Antispam
Management |
|
| Add outgoing email addresses to
White list |
Select whether or not to automatically add recipient addresses in outgoing email sent by this email user to their per-user white list, if it is allowed in the antispam profile. For more information, see “Configuring other antispam settings” on page 515.
• On: Automatically whitelist recipient addresses in outgoing email for this email user. • Off: Do not automatically whitelist recipient addresses in outgoing email for this email user. 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 black or white list (see “Configuring the personal black lists and white lists” on page 620) then the FortiMail unit will automatically initialize this setting as disabled. |
| Black/White
lists |
Click these links to configure the per-user white and black list for this email user.
• Black: Click to view, modify, back up or restore the per-user black list for this email user. • White: Click to view, modify, back up or restore the per-user white list for this email user. For an alternative method to configuring per-user white lists and black lists, see “Configuring user preferences” on page 428. For information on white lists and black lists in general, see “Configuring the black lists and white lists” on page 613. |
| GUI item | Description |
| Receive spam report | Select whether or not the FortiMail unit automatically generates quarantine reports for this email user periodically.
• On: Periodically generate quarantine reports for this email user. Depending on your configuration, quarantine reports may be sent to an email address other than the email address of this email user. For example, you could configure the FortiMail unit to send quarantine reports to the email address of a person who is responsible for reviewing quarantine reports for multiple users. FortiMail units will generate a quarantine report for an email user only if all the following conditions are true: • In antispam profiles that have been used to process email for this email user, you have enabled the options Personal Quarantine and Send quarantine report. For more information, see “Configuring antispam action profiles” on page 516. • The email user’s Bulk folder exists. • The email user has received spam since the previous quarantine report was generated. (If no spam has been received, there is nothing to report.) • The email user preference Receive spam report is On. • Off: Do not generate quarantine reports for this email user. This option applies only if generation of quarantine reports has been enabled for the protected domain. For more information, see “Configuring protected domains” on page 380. For more information on quarantine reports, see “Configuring global quarantine report settings” on page 602. |
| Email Account
Management |
|
| Primary accounts | Click an email address to view the email user preferences of that primary account. Email addresses listed in this field are email users for which this email user is a secondary account.
This option is not available (None appears) if this email user is not configured as the secondary account of any other email user. For information on configuring secondary accounts, see “Secondary accounts” on page 435. |
| Secondary accounts | Click None or an email address to open a dialog where you can add or remove secondary accounts. Email addresses listed in this field are email users for which this email user is a primary account. |
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I am using FortiGate 5.6.3 and I don’t see any buttons to allow me to export users into a csv file.
Any help would be appreciated.
Thanks.