Examples of use - Out of Office Manager
Unify your corporate Automatic Reply design
In CodeTwo Out of Office Manager you create one uniform Out of Office email template for multiple mailboxes. This means that, when a contact receives Automatic Replies from different users in your organization, the emails don’t look like they came from different planets. Instead they share the same scheme and, thanks to integration with Active Directory, contain details like users’ names, phone numbers, emails, etc.
Take full control of Out of Office settings in your organization
In Exchange and Office 365 environments Automatic Reply policies set by users are actually stored on servers and not in people’s email clients. Using CodeTwo Out of Office Manager you gain full access to those settings, which enables you to view, modify them and introduce new ones. Basically, your desk becomes the Out of Office central for the whole company.
Avoid security breaches
In an effort to enforce organization-wide Automatic Reply guidelines many companies resort to letting non-administrator users (e.g. HR specialists) access other users’ mailboxes with full permissions. This creates a major security risk and can be seen as an invasion of privacy.
CodeTwo Out of Office Manager automatically solves security and privacy issues, by giving the person in charge of the application only restricted remote access to users’ Out of Office settings, instead of their entire mailboxes!
Let a team leader securely manage Auto-replies
CodeTwo Out of Office Manager can be installed on any machine within the organization, e.g. a Human Resources specialist’s desktop. But don’t worry, the Human Resources specialist from the example will not need full permissions to access other users’ mailboxes. It’s enough to equip an account the program’s service runs under (different from the HR specialist’s account) with impersonation rights on other users’ mailboxes. This can be done either via the built-in Set permissions button or a PowerShell command:
New-ManagementRoleAssignment –Name:impersonationAssignmentName –Role:ApplicationImpersonation –User:[user name]
This way the Human Resources specialist continues to use his or her limited permissions account and is unable to extract the program service’s credentials. At the same time, via CodeTwo Out of Office Manager, he or she gains full control over other users’ Automatic Reply settings.
Eliminate unprofessional messages
Spelling errors, emoticons, unnecessary vacation details, missing return dates, lack of emergency contact information… There is more than one way a poorly composed automatic Out of Office email can have a negative impact on your company’s image and leave customers, suppliers and other contacts confused.
With CodeTwo Out of Office Manager you can finally make sure that unfitting elements do not make it in and critical information is not left out of your Automatic Replies. And since you will be creating one template for multiple users, spellchecking is a breeze.
Keep track of employees' vacation start and end dates
Research shows that 18% of business workers forget to turn on Automatic Replies when going on vacations, business trips, conferences, etc. This is a statistic not to be taken lightly. Imagine trying to reach your contact at a company and not getting any answer – even if in the end you decide to stick with it and call a general line, the damage is done.
CodeTwo Out of Office Manager eliminates the risk of such mishaps by letting e.g. a human resources specialist or team leader enter and organize employees’ off work dates in a clear calendar view, simultaneously setting Automatic Replies for these periods.
For the same reasons the program is a life saver when a worker calls in sick, has to extend their absence or forgets to switch off their Out of Office assistant.
Create a new communication channel
Thanks to CodeTwo Out of Office Manager you gain access to a totally new communication channel, through which you can engage both internal and external contacts. Your employees' away notices can now include centrally added promotional links, upcoming events information, corporate news, product ads, memos... And why not boost your employee referral strategy by mentioning current job vacancies?