IT Services



Delegating access to calendar and other Nexus features on Lion


Contents

Nexus allows users to delegate management of their calendar, tasks etc. to other Nexus users. For example, you may want to allow your assistant to schedule your meetings or you may wish to assign tasks to your assistant. This is achieved by using Delegation.

Delegation via the inbuilt support for Exchange that comes with Lion is only possible for calendar and tasks. It is not possible to act as a delegate for another user's mailbox.

Please note, the concept of delegation is different from Sharing, which allows others to access a particular folder or feature, but does not allow them to act on your behalf. However, within iCal the procedures for sharing and delegating are almost identical, and when you add a shared calendar to iCal it will be listed as a delegate. As a general rule of thumb we can think of shared calendars or tasks as being those that you can read but not write, whereas delegated calendars or tasks are those which you can write as well as read, i.e. you can add new calendar items or To Do items.

To add a delegate using iCal, or to act as a delegate for someone else, you will need to have iCal set up to connect to your Nexus account. If you have not already done so, please follow the configuration instructions for calendaring using iCal on Lion.



1. Acting as a delegate

From the iCal menu click [iCal], then click [Preferences...], and then click the Accounts button on the Accounts window that appears. Finally select the Delegation button from within the accounts view.

Figure images/ical-adding-delegate-2.png [Screen showing delegation configuration in iCal]

Click the + below the "Accounts I can access:" window to start the process of adding a new account that you wish to act as a delegate for. A new entry appears in the "Accounts I can access:" window and the cursor is placed within the "Users" field for you to start typing the name of the user whose account you will be accessing. As you type text into the "Users" field a list of possible matches will appear and you can select the correct user from the list.

Figure images/ical-manage-account-access-2.png [Searching for correct user to act as a delegate for in iCal]

Once you have selected the correct user the delegate entry is completed and you will be able to see the permissions that the user has granted to your account. In this example the owner of the elena account has granted permissions to read and create items in their calendar but has granted only read access to their tasks.

Figure images/ical-delegate-added.png [Screen showing recently added account to act as a delegate for in iCal]

If you add a user account that you wish to act as a delegate for before that user has added you as a delegate within their account the account entry will appear greyed out and no permissions will be displayed.

To see the calendar or tasks that you are acting as a delegate for in your iCal you will also need to tick the check box labelled "Show" at the start of the entry. Ticking this box means that you will see a new section within the left hand pane of your main iCal window that list all the accounts that have been delegated to you.

Figure images/ical-delegates-shown.png [Left hand pane in main iCal window showing list of delegates]

Finally, you can close the Accounts window by using the red cross button in the top left hand corner of the window.



1.1. Important note for Lion users acting as delegates

There are some occasions when an existing user's email address changes. This might be due to a change in departmental or college affiliation, or a surname change through marriage. Whatever the reason, if you are a Lion user acting as a delegate for someone whose email address changes then this will affect your delegation settings and you need to take action.

Most clients, eg Outlook, OWA, store delegation settings according to the Exchange username. However, iCal stores delegation settings according to the email address that is in the Global Address List (GAL). So, if the email address on an account changes then even though the Exchange username has not changed the delegation settings as far as iCal is concerned have become out of date.

For example, let's assume Inspector Morse is too busy with his crosswords to manage his own diary and so Sergeant Lewis has to do it for him. Morse configures his account so that Lewis has full access to his calendar, and Lewis, a Mac user, has configured his iCal so that he is acting as a delegate for Morse. All is well. However, when Morse becomes Chief Inspector the email address on his account changes. He is an Outlook user and so he doesn't need to make any changes to his setup, but after his email address changes the next time Lewis connects to Morse's calendar he sees an error that says "This mailbox cannot be opened. The mailbox may be located in a different forest from the Microsoft Exchange Client Access server. For access to the mailbox or for more information, contact technical support for your organization." To restore access to Morse's calendar Lewis will need to delete Morse's account where it appears in the "Accounts I can access:" window in iCal, before re-adding Morse's account in the delegation settings where it will be stored against the new email address.

So, if you are acting as a delegate for a user whose email address changes you will need to reconfigure your delegation settings for that delegated calendar by removing the account and then adding it again as an account for which you are acting as a delegate.



2. Managing a calendar that has been delegated to you

If you are responsible for managing another user's calendar, the easiest way to do this is to open their calendar in a new iCal window. You can do this as follows:

Click the Calendars button and control-click on the calendar you want to display (in this example, [elena]). A menu will appear; from this menu, select [Open Delegate in a Separate Window]:

Figure images/ical-window-menu.png [Drop down Window menu in iCal showing accounts delegated to this user]

The user's calendar will open in a separate window. You can now create and edit calendar items, and view all existing entries in a grid, within this new iCal window just like you can in your own calendar. When you create a meeting request by double-clicking on a date in their calendar, iCal sends the invitation exactly as if it had come from that user's account. If the user has also delegated their tasks to your account you can also assign and manage tasks within this calendar by adding and managing To Do items in exactly the same way as you would within your own calendar.



3. Adding a delegate

If you wish to allow another user to act on your behalf you will need to delegate access to them and set the permissions that you are willing to grant to them.

From the iCal menu click [File], then click [Preferences...], and then click the Accounts button on the Accounts window that appears. Finally select the Delegation button from within the accounts view.

Figure images/ical-adding-delegate-2.png [Screen showing delegation configuration in iCal]

Click the Edit button below at the bottom right hand corner of the window to start the process of adding a new delegate. This will bring up the Manage Account Access Window.

Figure images/ical-manage-account-access.png [Screen showing Manage Account Access window as part of adding a delegate in iCal]

Click the + button in the bottom left hand corner of the window and a new entry will appear in the window and the cursor is placed within the "Name" field for you to start typing the name of the user you wish to add as a delegate. As you type text into the "Name" field a list of possible matches will appear and you can select the correct user from the list.

Figure images/ical-manage-account-access-2.png [Screen showing Manage Account Access with list of possible matches in iCal]

Once you have selected the correct user you will also need to select the permissions you wish to set using the drop down lists in the Calendars and Tasks fields. In this example we have set Read Only permissions on both calendar and tasks.

Figure images/ical-manage-account-access-3.png [Screen showing Manage Account Access with delegate permissions being set in iCal]

Once you have set the correct permissions click the Done button to complete the process of adding a delegate.

Figure images/ical-manage-account-access-done.png [Screen showing Manage Account Access with delegate permissions finished in iCal]

This completes the addition of that delegate and you will be returned to the Accounts window.



4. Where next?

Now that you have seen how to delegate Nexus access using Entourage you may like to have a look at some other Nexus features:

If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Help Centre for further assistance.