Hints for the administrator

Emails marked as private are stored in the CRM. The standard access concept ensures that these emails are protected against unauthorized access. Only selected administrators with the admin flag set (cubes administrators) are given full access to emails. Project engineers are advised during the upgrade to assign this flag only to administrators who are equivalent to Exchange administrators. It is not intended to delete private emails from the CRM after they have been sent. As part of the further development of an email security package, at least the body of private emails (and private appointments) should be encrypted.

To reduce long loading times when opening the mailbox, the system asynchronously prefetch­es emails from the inbox ("Inbox") of the groupware account.

No steps are required to enable or configure this feature. However, one can explicitly disable it by setting the variable PSA_MBX_DIS_PFC to y (meaning that it’s not used). Prefetching is controlled by the job PSA_MBX_PRE_FTC. It needs to be active only as it is started automatically if required.

• The user must have an active server groupware configuration.
• They must either be logged in with OpenID Connect or alternatively with a classic auto-login.
• When opening the mailbox, there must be no password prompt.
• If a session is successfully logged in, then an asynchronous prefetch is triggered independently of the job so that the user receives content immediately when the mailbox is opened and does not have to wait for the next job run (execution interval of the job: one minute).
• Like the mailbox, prefetching starts with a time horizon of one week starting from the current point in time. If the user changes the time horizon in the mailbox, then this setting is also used for prefetching in the session.
• The inbox folders of all selected team mailboxes (group mailboxes) are included. Selecting or deselecting a team is also immediately taken into account in the process of prefetching.

• for folders other than the inbox ("Inbox") and
• when working with explicit search conditions beyond the time period.
  Exception: "read" / "unread" is handled by the prefetch.

If a user logs in multiple times, then each session has its own prefetching instance. Logging out terminates prefetching for the session. All prefetch data is discarded.

If access to a groupware mailbox fails due to incorrect configuration or lack of authorization ("login error"), then the groupware mailbox is excluded from prefetchingfor the duration of the session. Corre­sponding logger messages are written to level INFO.

The mentioned job triggers only the session instances, which in turn execute the prefetch asynchronously. Therefore, the logging outputs of the job are only of a general nature. If you want to follow the process in detail, you can define the logger for the class de.pisa.psa.dto.psa_act.MbxPfcNfo in the log4j configuration.

log4j.logger.en.pisa.psa.dto.psa_act.MbxPfcNfo=DEBUG, CONSOLE
log4j.additivity.en.pisa.psa.dto.psa_act.MbxPfcNfo=false

Especially when creating new JustRelate CRM accounts, the log files should be checked carefully. Problems in the groupware configuration can only be detected in the log because prefetching is done in the back­ground.