Managing Accounts

Use Settings › Accounts and Groups to find, add and edit the email accounts mxHERO knows about. You can set each account's aliases, tags, approval groups and storage accounts, one at a time or by CSV import. For how accounts get into mxHERO in the first place, see Accounts and directory overview.

Before you begin

• You need the Owner or Administrator role.
• Every address you add, including aliases and storage account addresses, must be in one of your organization's domains in Settings › Organization and domains.
• If your accounts come from a directory source, make most changes in the directory. The next sync overwrites the account's aliases (and storage mappings, if the source maps them), but keeps tags and approval groups.

Find an account

1. Open Settings › Accounts and Groups. The Email accounts tab lists every account.

2. Type part of an address or alias in Search email accounts or alias... and click Search.

3. To list accounts with a tag, click the filter icon (Show filters) and choose a tag in Filter by tag.

   

4. Click the arrow at the end of a row to see the account's ALIASES, TAGS and STORAGE ACCOUNTS.

   

To download the whole list, click Export Accounts and choose CSV or JSON.

Account fields

Leave the storage fields empty when the storage login is the same as the email address. Fill them in when a person's storage login is different, for example when jane@example.com signs in to Box as jane.doe@example.com.

Add an account

1. Click Add Account.

   

2. Enter the Email address.

3. Optional: add Tags, Aliases (press Enter or a comma after each), Approval groups and storage accounts.

4. Click Create.

Edit or delete an account

1. Find the account and click Edit.

   

2. Change the fields you need. The primary address is shown as an alias chip and can't be removed.

3. Click Save.

To delete an account, click Delete on its row and confirm. You can delete only accounts that were added by hand or by CSV. Accounts from a directory source are removed by removing them from the directory (or from the source's filters).

Import or update accounts from CSV

Use Bulk Action to add or change many accounts at once.

• Add & Update: creates new accounts and updates existing ones with every column in the file.
• Update Only: changes only accounts that already exist, and only the columns you select. Other accounts in the file are ignored.

CSV format

The file must be plain comma-separated text with exactly these 8 columns, in this order:

email,aliases,boxAccount,onedriveAccount,driveAccount,dropboxAccount,tags,approvalGroups
jane@example.com,j.doe@example.com jdoe@example.com,,,,,legal vip,
john@example.com,,john.box@example.com,,,,,Approvers

• The first row is a header and is skipped.
• Separate several aliases or tags with spaces, not commas.
• Give approval groups by name or ID. Put a name that contains spaces in double quotes, for example Sales "Group with spaces".
• Leave a column empty when it doesn't apply.
• Up to 20 files per import, each up to 100 MB. Large files are sent in batches of 1,000 accounts.

Click See file example in the dialog to download a sample file.

Steps

1. Click Bulk Action and choose Add & Update or Update Only.

2. For Update Only, select the columns to update and click Continue to select files. Email is always selected.

   

   Warning: In Update Only, every selected column is written from the file, even when the cell is empty. An empty cell in a selected column clears that field.

3. Drag your CSV files onto the dialog, or click click here to import.

   

4. Review the result. Rows with errors are reported with the reason.

Verify

Search for a few of the accounts you added or changed, and expand their rows to check aliases, tags and storage accounts. Changes are recorded in Reports › User Activity (Accounts: Add account, Update account, Delete account).

Troubleshooting

Related pages

• Accounts and directory overview
• Groups
• Storage overview
• Request Approval
• Senders and recipients
• User Activity