Managing the address book (server mode only)

The Domain & User > Address Book tab lets you create and maintain a global or domain-based address book and contact groups, or to configure LDAP attribute mapping templates to retrieve existing address books in your LDAP server.

This menu option appears only when the FortiMail unit is operating in server mode, or in gateway and/or transparent mode but only when Email Continuity is enabled under System > FortiGuard > Licensed Feature.

This section contains the following topics:

Adding contacts (server mode only)
Adding contact groups (server mode only)
Configuring LDAP attribute mapping template (server mode only)
Configuring LDAP synchronization tasks (server mode only)

Adding contacts (server mode only)

Go to Domain & User > Address Book > Contact to add contacts to a global or domain-based address book in server mod. You can also create contact groups using the contacts. For more information, see To add or remove users from contact groups.

The address book contains the contacts you add, the contact groups created, and the contact list retrieved from your LDAP server based on the LDAP mapping configuration. For information on LDAP mapping configuration, see Configuring LDAP attribute mapping template (server mode only).

Individual FortiMail webmail users can access the global or domain-based address books for a common set of contact information when composing email messages. For more information, log in to FortiMail webmail and click Help.

To view and edit the address book

Go to Domain & User > Address Book > Contact.

GUI item	Description
More > Export (dropdown list)	Click to download a copy of the address book in comma-separated value (.csv) or vCard (.vcf) file format. Exporting the address book can be useful for backup purposes, or when using a spreadsheet application such as Microsoft Excel to make large numbers of changes to the address book before importing it again.
More > Import (dropdown list)	Click to select a comma-separated value (.csv) or vCard (.vcf) file format. Then click Browse to import address book entries. Click OK to upload the file. Click and select LDAP allows you to import contacts from your LDAP server. For details, see To import contacts from the LDAP server. Note: An LDAP attribute mapping template must be set up before you can import contacts from the LDAP server. For details, see Configuring LDAP attribute mapping template (server mode only). Importing the address book can be useful when restoring a backup of the address book, or when importing large numbers of address book entries. Note: To replace existing entries, first delete those entries, then import the address book file. The FortiMail unit compares the `Webmail_ID` value of each entry in the address book file, and will not overwrite existing address book entries.
More > Manage Group (dropdown list)	Select a contact and click this button to add a contact to or remove a contact from a contact group. To do so, you must first add contact groups. For more information on managing groups, see To add or remove users from contact groups. For more information on adding group names, see Adding contact groups (server mode only).
Domain (dropdown list)	Select System to display a contact in the global address book, or a domain to display a contact in the domain address book. For information on creating domains, see Configuring protected domains.
Search	Enter a search value for a contact, such as the first name, last name, or email address, and click this button to find the contact from the list.
Display Name	Displays the contacts display name.
First Name	Displays the first name of the contact.
Last Name	Displays the last name of the contact.
Email	Displays the email address of the contact.

Either click New to create a contact or double-click a contact to modify it.
A dialog appears.
Enter information for the contact.

Before 5.4 release, an email address in valid format is required and other fields are optional. After 5.4 release, the email address field is also optional and can be in any format.

Click Create or OK.
To add additional contact information, click the Address, Custom, and Advanced tabs.

To import contacts from the LDAP server

Go to Domain & User > Address Book > Contact.
Click Import and select LDAP.

A dialog appears.

GUI item	Description
Select LDAP profile	Select an LDAP profile that contains the configuration for the LDAP server from which you want to import the contacts. For information on creating LDAP profiles, see Configuring LDAP profiles.
Select LDAP mapping	Select an LDAP attribute mapping template. The FortiMail unit will import the contacts from the LDAP server based on this template. For information on creating the template, see Configuring LDAP attribute mapping template (server mode only).
New (button)	Click to create a new LDAP attribute mapping template. For details, see To view and configure an LDAP mapping list.
Edit (button)	Click to modify the LDAP attribute mapping template you selected in the Select LDAP mapping field.
Overwrite existing contacts	Select if you want to overwrite the same contacts in your current address book with the imported contact list. This is especially useful when you want to update the imported list.
Delete nonexistent contacts	Select if you want to remove the contacts that were in a previous imported list but are not available in the updated list. This is especially useful when you want to update the imported list.

Select OK.

The FortiMail unit starts importing contacts from the LDAP server. When complete, a Status field appears with information on whether the import was successful.

To add or remove users from contact groups

Go to Domain & User > Address Book > Contact.
Select one or more contacts to add or delete from an existing group.
Click Manage Group and do one of the following:

Select Add to Group from the pop-up menu to add users.
Select Delete from Group from the pop-up menu to remove users.

In either case, a dialog appears. Only the title varies.

In Domain, select System to display all system-wide contact groups, or a domain name to display all contact groups under that domain. For information on creating domains, see Configuring protected domains.

Whether adding or removing users, both dialogs work the same.

To add the users to a group or groups, select one or more groups under Available group(s) on the Add to Group dialog and click -> to move them to the Selected group(s) field.
To remove the users from a group or groups, select one or more groups under Available group(s) on the Delete from Group dialog and click -> to move them to the Selected group(s) field.
Users are not removed from the contacts list, just removed from a group.

Click OK.

Adding contact groups (server mode only)

Before you can add contacts to a contact group, you must first create a contact group. Individual FortiMail webmail users can access the global or domain-based contact groups for a common set of contact information when composing email messages. For more information, log in to FortiMail webmail and click Help.

To view and add contact groups

Go to Domain & User > Address Book > Contact Group.
From the Domain dropdown list, select System to display a global contact group or a domain to display a domain-based contact group. For information on creating domains, see Configuring protected domains.
Click New to create a new group.

A dialog appears.

In Domain, select System to add a global contact group or a domain to add a domain-based contact group.
Enter the name for the group.
Click Create.

To add a contact to a group

Go to Domain & User > Address Book > Contact Group.
From the Domain dropdown list, select System to display a global contact group or a domain to display a domain-based contact group.
Select a group and click Edit.

A new page appears.

Create a new contact or import contacts.

GUI item	Description
Export (button)	Click to download a copy of the contacts in this contact group in comma-separated value (.csv) or vCard (.vcf) file format. Exporting the contact group can be useful for backup purposes, or when using a spreadsheet application such as Microsoft Excel to make large numbers of changes to the contact group before importing it again.
Import (button)	Click to import contacts. Select a comma-separated value (.csv) or vCard (.vcf) file format. Then click Browse to import address book entries. Click OK to upload the file. Click and select LDAP allows you to import contacts from your LDAP server. For details, see To import contacts from the LDAP server. Note: An LDAP attribute mapping template must be set up before you can import contacts from the LDAP server. For details, see Configuring LDAP attribute mapping template (server mode only). Click and select Existing Contacts displays the system or domain-based address book, depending on your selection. Select one or more contacts and click Add to Group. Importing the address book can be useful when restoring a backup of the address book, or when importing large numbers of address book entries. Note: To replace existing entries, first delete those entries, then import the address book file. The FortiMail unit compares the `Webmail_ID` value of each entry in the address book file, and will not overwrite existing address book entries.
Back	Click to return to the Contact Groups tab.
Search	Enter a search value for a group member, such as the first name, last name, or email address, and click this button to find the group member from the list.

Configuring LDAP attribute mapping template (server mode only)

If you have an existing email address book in your LDAP server, you can configure the LDAP attribute mapping template to retrieve the address book and add it to the contact list. Before doing so, you must configure your LDAP server. For details, see Configuring LDAP profiles.

For information on retrieving the address book, see More > Import and To import contacts from the LDAP server.

To view and configure an LDAP mapping list

Go to Domain & User > Address Book > LDAP Mapping.
Either click New to create a template or double-click an entry to modify it.

A mapping template appears.

Configure the following:

GUI item	Description
Mapping Name	Enter the name of the LDAP attribute mapping template.
Contact Field	Select the FortiMail attributes used for the contacts, such as First name, Last name, or Mobile. Note: The Email attribute must be entered.
LDAP Attribute	Enter the matching contact attributes used in the LDAP server. For example, Name may be used to represent first name and Surname may be used for last name.
LDAP query filter	Specify the query filter.
Add (button)	Click to add an attribute row in the Mapping content table.
Delete (button)	Select an attribute row in the Mapping content table and click this button to remove it.

Click Create.

Configuring LDAP synchronization tasks (server mode only)

Once you have configured your LDAP attribute mapping template and an LDAP profile, you can configure LDAP synchronization tasks that allow email continuity in the event of a mail service outage. Before doing so, you must configure your LDAP server. For details, see Configuring LDAP profiles.

For information on retrieving the address book, see More > Import and To import contacts from the LDAP server.

To view and configure an LDAP synchronization task

Go to Domain & User > Address Book > LDAP Sync.
Either click New to create a task or double-click an entry to modify it.
Configure the following:

GUI item	Description
LDAP profile	Select an LDAP profile from the dropdown menu. For details, see Configuring LDAP profiles.
LDAP mapping	Select an LDAP mapping list from the dropdown menu. For details, see Configuring LDAP attribute mapping template (server mode only).
Synchronize to	Select a contact domain from the dropdown menu. Once the LDAP synchronization task is created, this selection cannot be changed.
Description	Optional description of the LDAP synchronization task.
Overwrite existing contacts	Enable to make modifications to the contact (if any) since the last LDAP address book synchronization. This option (enabled by default) is recommended in order to avoid duplicate entries.
Delete nonexistent contacts	Enable to remove any entries that no longer exist in the records since the last LDAP address book synchronization.
Schedule	Determine the timeframe for the LDAP synchronization tasks to be performed: either Daily, Weekly, or Monthly, configuring the appropriate time interval as required.

Click Create.