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Allow management of messages but not delete in Exchange 2003 Departmental mailbox

Departmental mailbox in Exchange 2003 (SP2) - SB2003 - I have setup a departmental mainbox that will receive incoming faxes via email. I would like to allow a group of users to move the emails into subfolders within the mailbox to show that the emails have been processed, but not to delete the messages. I have the mailbox setup and have granted access to the group, but they cannot move the messages - error - Some items cannot be deleted. They were either moved or already deleted, or access was denied.

I tried granting delete permissions on the inbox, but this allows the users to delete the message before they have processed it.

Could you please help me with this issue.

Many thanks,
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ITArmour
Asked:
ITArmour
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1 Solution
 
SembeeCommented:
If you want a user to move a message then they need delete rights.
When you move a message it is actually copied to one place and then deleted from the original.

Simon.
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Jeffrey Kane - TechSoEasyPrincipal ConsultantCommented:
You probably can accomplish what you need to without "moving" items to a subfolder.

Instead, create a rule that establishes a "Follow-Up Flag" on each new message.  Then, when the email has been processed, the user can select "Mark Complete" to close out the follow-up flag.  

You can then further customize the "View" to filter out "Complete" flagged items so that they disappear from the folder.  Then, if you want to still be able to "View" the processed items, create a "SEARCH" folder that shows just the Completed messages.  

Essentially the messages will stay within the same folder, but you will have two different VIEWS of that folder that would emulate the same thing as moving from one folder to another.

Jeff
TechSoEasy
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ITArmourAuthor Commented:
Hi Jeff,

Many thanks for your suggestion - I am trying it now.

Simon - thanks for the clarification.

Will update today.

Many thanks,

David
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ITArmourAuthor Commented:
Hi Jeff,

I have tried your solution, but as far I can see you can only see the search folders if you are connected as the user of the designated mailbox, and not if you open it as someone else.

I think we may need a different solution unless you have any other ideas. I'm not too hot on public folders - is there anything in there we could use?

Many thanks,

David
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Jeffrey Kane - TechSoEasyPrincipal ConsultantCommented:
"you can only see the search folders if you are connected as the user of the designated mailbox"

No, actually if you add the mailbox to another user's profile you can use search folders.  To do this, open Tools > Account Settings > Microsoft Exchange > Change > More Settings... > Advanced > Add... and then add the shared mailbox.  Click OK, then Finish.

Just in case you still don't like my solution...

"I'm not too hot on public folders"

Why?  What problems do you see with them?

"is there anything in there we could use?"

Sure... there's lots of things... but I guess it would help to know what is actually meant by "Processing" the fax.

Jeff
TechSoEasy
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ITArmourAuthor Commented:
Hi Jeff,

To clarify - there is an account called Incoming_Faxes to which emails will be delivered. Each user has their own mailbox and also the Incomin_Faxes mailbox open, through the account settings. They are in a group which has full access to the Incoming_Faxes mailbox. When they look at the mailbox through OUtlook, they do not see the shared folders. Am I missing something here, you make it sound easy so I may have....

David
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ITArmourAuthor Commented:
A fax should be marked as processed when a user has actioned any requirements that were in the fax. After processing, the fax should the be marked / shown as processed so that actions are not duplicated.

many thanks,
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Jeffrey Kane - TechSoEasyPrincipal ConsultantCommented:
Sorry about that... I should have checked to make sure that Search Folders would work on other mailboxes before posting.

However, in reviewing your question and comments, I think that you could easily do this with the SharePoint Companyweb.  It's already configured with an Inbound Fax Library and there are a multitude of ways you can make this work.   For instance, you could have the inbound faxes go to both the Companyweb Inbound Fax Library as well as standard NTFS folder (ie, D:\Fax Archive).  Then, when users processed a fax they could just delete it from the Companyweb Library (since the backup would already be in the other folder).  

Actually, as I type that, I realize the same could be done with the shared Mailbox you have already configured... just allow them to delete (or move) since there could be a backup archive.  Plus, Exchange's Deleted Item Recovery would definitely work as well if you needed to recover it back into the Exchange mailbox.

To configure the additional inbox location you just need to rerun the configure Fax Wizard in the Server Management Console's To-Do List.

Jeff
TechSoEasy

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