The Server
Set up the server as described on the
Creating a New Database - Multi-user page.
Open the Configuration setting in the System module. Ensure the numbers of Named and Concurrent Users and Mailboxes are correct, as follows:
- Named Users
- Named Users are useful in cases where it is known that access to Hansa will be limited to certain employees in an organisation. Each employee that will use Hansa should be entered as a record in the Person register inside Hansa. Each Person must also have a Mailbox. The number of Named Users is the maximum number of Mailboxes that can be registered in Hansa. This number should be recorded in the Named Users field in the Configuration setting. Do not record the number of Mailboxes in the Extra Mailboxes field.
- For example, if you have purchased three Named Users, you can register a maximum of three Persons with three Mailboxes in your system. These three Persons/Mailboxes will represent the three employees that can use your system: all three will be able to log in to Hansa at once. You can register additional Persons without Mailboxes, perhaps for time recording purposes or for recording expenses for employees that will not use Hansa themselves. If one of these employees logs in to Hansa, other users will not be able to log in and the additional employee will automatically be logged out after one minute. To grant true access to one of these additional employees, you will need to purchase an additional Named User, record the increase in the Named Users field in the Configuration setting, and then create a Mailbox for the additional employee.
- Concurrent Users
- Concurrent Users are useful in cases where it is known that many employees in an organisation will need access to Hansa, but not all at the same time. Each employee that will use Hansa should be entered as a record in the Person register inside Hansa. Each Person should not have a Mailbox: if a Concurrent User needs a Mailbox, it must be purchased separately and recorded in the Extra Mailboxes field in the Configuration setting. This field records Mailboxes for Concurrent Users only and should not be used for Named Users. The number of Concurrent Users is the maximum number of users that can be logged in to your Hansa system at any one time.
- For example, if you have purchased three Concurrent Users, you can register any number of Persons (without Mailboxes). These Persons will represent the employees that can use your system: any three will be able to log in to Hansa at once. A fourth Person attempting to log in will be informed that the maximum number of users is already using Hansa.
Make sure too that the number of Conferences is correct, and that the Server box on the 'Basic' card and the E-Mail and Conferences box on the 'CRM' card are both checked. If you will be using external mail, check the External E-Mail box, also on the 'CRM' card.
If you have been using Hansa for some time before implementing its mail facilities, any changes in this setting will result in you having to apply for a new Enabler Key.
If you want users to be able to log on to the server to send and receive mail over the internet using a browser, check the Home Page, Internet Server and Multiple Internet Users boxes on the 'Technical' card. Please refer to your local Hansa representative for more details about this feature.
Ensure that a folder or directory named "Attach" is in the Hansa server folder. This is used to store any files that have been attached to internal Mails.
If the server will be acting as the Gateway, a folder named "Tmp" should also be present in the Hansa server folder. This is used to store mail attachments downloaded from the POP3 server before they are transferred to the "Attach" folder and attachments that are to be uploaded to the SMTP server. Please refer to the External Mail page for details about setting up the Gateway.
The remaining set-up work should be carried out on the server itself, or from a client machine. In both cases, apart from the entering of records representing members of personnel to the Person register, all configuration work for the Hansa Mail system is carried out in the E-mail and Conferences module. You should therefore log in as a Person that has access to this module.
