About this Documentation

1.2. Terminology


An account or a user account is an access permission to a computer system. Account examples:

  • groupware account

  • GMail account

  • DropBox account

  • Facebook account

To get access, a user has to log in with the user name and the password. Based on the account, the computer system identifies the individual users. This allows assigning specific properties to a user, like access permissions or settings.

Related topics: Managing Accounts


An allowlist is a list of domain names or email addresses that you trust.

Related topics: Using Allowlists


An application is a groupware component that provides certain functions. Example: With the E-Mail application you can send, receive and organise E-Mail messages.

Distribution list

A distribution list consists of a distribution list name and a number of email addresses of internal users or external partners. You can create and edit your distribution lists. Other users cannot see your distribution lists. Distribution lists can be used as follows:

  • send an email to multiple contacts

  • add internal or external participants to an appointment or a task

  • grant permissions to multiple users or guests by inviting them to a share

Depending on the configuration, specific distribution lists are predefined for all users.

Related topics: Adding Distribution Lists


A domain is the address used to open a page on the Internet. Example: www.example.com. A domain is often also referred to as web address or Internet address.

Related topics: Using Allowlists

E-Mail thread

An E-Mail thread is an E-Mail conversation The E-Mail thread includes the original E-Mail and all replies. All E-Mail messages in an E-Mail thread have the same subject. The current E-Mail corresponds to the last reply.

Related topics: The E-Mail list


Elements of the user interface. Example: windows, labels, buttons.

Related topics: General Description of the User Interface

External email account

Your groupware email account. You will automatically get this account. You cannot delete this account.

Related topics: Editing the primary E-Mail account

External email account

The administrator can set up functional email accounts and assign them to specific users. A functional email account has the following properties:

  • It serves a specific purpose like communicating with customers.

    Typical examples are support@example.com, info@example.com.

  • It can be used jointly by multiple users, to read, reply or send email messages.

    The administrator defines the users who are allowed to use a functional email account.

  • Users can neither edit nor delete a functional email account.

Related topics: Disabling or enabling functional email accounts

External participant

A person that is not an internal groupware user but that participates in an appointment or task.


Folders contain app specific objects. In some apps, folders can also include subfolders. Some folders are preset, other folders can be set up by the user. Folder examples: email folders, address books, calendars, task folders

Related topics: Managing Data with Folders

Global address book

Contains the contact data for all internal users. The users can edit their own personal data in the global address book.


A group consists of a group name and a number of internal users. Groups can be used as follows:

  • add to an appointment or task

  • grant permissions by inviting to a share

Depending on the configuration, specific groups are predefined. Depending on the groupware configuration, users can get the permission to create additional groups.

Related topics: Managing Groups


The software described in this documentation.


A person who received an invitation to a share by another user or has been added to an appointment or task as an external participant. Each guest user belongs to the Guests group. This group cannot be changed or deleted.


Objects are groupware data that are created and organised by the user. Examples: E-Mail messages, contacts, appointments, tasks, documents, files, folders, address books, calendars


A user invited to an appointment or task.


Resources are rooms or devices that can be added to an appointment. A resource consists of a resource name, an E-Mail address and an optional description.

You can only add resources that are not used for other appointments.

Depending on the configuration, specific resources are predefined. Depending on the configuration, users can get the permission to create additional resources.

Related topics: Managing Resources


A session is a connection between a client, e.g. a browser, an E-Mail client or a smartphone app and a server, e.g. the groupware server. A session starts with the login and ends with the logout.

Related topics: Displaying or Signing Out from Active Clients


Tabs provide an easy and simple way of keeping the Inbox folder neat. With tabs, incoming E-Mail messages are saved separated by sender in the Inbox folder. Depending on the configuration, specific tabs are predefined. You can set additional tabs according to your needs.

Tabs can only be used in the Inbox folder. If you need additional storage options, use the folder view to create E-Mail folders.

Related topics: Working with tabs


A person working with the groupware. Each user has a username and a password. Each groupware user belongs to the default group. Those users are also called internal users.

User interface

This refers to the groupware user interface. The user interface consists of individual elements.

Related topics: General Description of the User Interface