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Managing Connected Mailboxes and Coworkers with Microsoft 365 Security Groups

If your organization uses a Microsoft 365 mail-enabled Security Group to manage connected mailboxes in SigParser, mailbox access is controlled through membership in that Security Group.

Adding New Employees

When a new employee joins your organization and their mailbox should be connected to SigParser:

  1. Ask your Microsoft 365 Administrator to add the employee to the Security Group used for SigParser.

  2. SigParser will automatically detect the mailbox and create the corresponding Coworker record.

On-Premises Deployments: New mailboxes may take up to 24 hours to appear in the SigParser application after being added to the Security Group.

Updating the Coworker Profile

Depending on your organization's configuration, you may need to manually update the Coworker's Job Role Level.

For example:

  • Some organizations connect mailboxes for employees at all levels. In this case, Job Role Level values may need to be assigned manually.

  • Other organizations connect only specific groups of employees. In these cases, rules can often be configured to automatically assign a Job Role Level to connected mailboxes.

If your organization uses Primary Relationship scoring or other role-based reporting, review the Coworker's Job Role Level after the mailbox has been connected.

Removing Departing Employees

When an employee leaves the organization:

  1. Ask your Microsoft 365 Administrator to remove the employee from the Security Group used for SigParser.

  2. Update the Coworker's profile in SigParser as needed.

Updating Departing Employees for Reporting

  1. Navigate to Coworkers.

  2. Search for the Coworker's name.

  3. Open the Coworker profile.

  4. Remove the Job Role Level value, if applicable.

  5. Change Coworker Status to Ignore.

  6. Save and close the profile.

On-Premises Deployments

With On-Premises deployments, it can take approximately 30 days for a mailbox to appear as Disabled in the Mailboxes page after it has been removed from the Security Group or .txt file However, SigParser will stop processing emails for this mailbox within 24 hours of being removed.

If the employee should no longer appear in relationship reporting during this period, set the Coworker to Ignore until the mailbox status is updated.

Updating New Employees for Reporting

After IT adds the employee to the Security Group:

  1. Wait for the mailbox to appear in SigParser (up to 24 hours for On-Premises deployments).

  2. Navigate to Coworkers → All Coworker Connected Mailboxes.

  3. Search for the employee by name.

  4. Open the Coworker profile.

  5. Update the Job Role Level as needed for your organization's reporting requirements.

  6. Confirm Coworker Status is Active (default).

  7. Save and close the profile.

Exchange On-Premises Deployments

If your organization uses the SigParser On-Premises Engine and manages mailboxes through a mailbox list file:

  • Add new mailboxes to the configured .txt file to begin scanning.

  • Remove mailboxes from the .txt file to stop scanning.

Please note that mailbox status changes may take time to appear in the SigParser user interface. For removed mailboxes, the Mailboxes page may continue to show the mailbox as active for up to 30 days.

Automating Mailbox Management

Many organizations automate Security Group membership using Microsoft 365 or HR-driven workflows. Examples include:

  • Automatically adding new employees to the SigParser Security Group based on department, role, or office.

  • Using HR onboarding and offboarding reports to coordinate mailbox additions and removals with IT.

The best approach depends on your organization's employee onboarding and offboarding processes.

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