SecureMail Mailbox - Guide for approvers

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This article how to approve or reject the request the creation of a a University of Southampton (UoS) SecureMail Mailbox.

Approvers will receive a notification once the requestor has submitted the form. The notification will come through in Microsoft Teams and Outlook.

Approving or rejecting requests in Teams

1. Approval requests will appear as a notification within the Activity Feed:

2. By opening the approval request, you will be able to see:

Who has requested the secure mailbox
If they have included any comments or details:

Here, you can Approve or Reject the request.

What happens after approving a request

If approved, a ticket will be created for the iSolutions Cyber Security team to create a mailbox. The requester will receive an email notification once the mailbox has been created and ready to use.

Under the Approvals section in Teams, the status will be updated to Approved.

You can expand on the item to view more details.

What happens after rejecting a request

If rejected, a notification will be appear in the requestor’s Activity Feed. You can include comments to explain why it has been rejected.

The request will show as Rejected in the requestor’s Approvals section.

Once the request has been approved or rejected in Teams, the status will be automatically updated, and it cannot be changed by another Approver.

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Approving or rejecting requests through Outlook

1. Approval requests will be sent as an email to the list of Approvers:

2. When selecting Approve or Reject, you can include comments before submitting the response. Select the Submit button to submit your comment once finished.

3. An approved or rejected confirmation email will be sent to the requestor alongside any comments:

Once the request has been approved or rejected through Outlook, the status:

will be automatically updated
cannot be changed by another Approver.

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