Delegation & Permissions

Delegate access to your calendars, mail folders and other resources by assigning specific permissions to other users.

Prerequisites

• A SOGo 5 account with valid credentials
• You are logged into SOGo 5
• At least two users with SOGo accounts (for delegation demonstration)
• Permissions managed per-folder or per-calendar

Delegation Overview

SOGo supports granular ACL-based permissions for:

Resource Type: Description	What Can Be Shared
Calendar	Read-only, Full Control, Confidential availability
Address Book	Read, Write, Modify permissions
Mail Folders	View, Read, Post, Create, Delete access
Categories	Permission levels for event categorization

Permission Levels

Permission: Description	Description
Owner	Full control, can change permissions
Can Read	View items only
Can Edit	Modify existing items
Can Create	Add new items
Can Delete	Remove items
Reviewer	Combination of read + approve/reject

tip

Use different permission levels based on trust level. For example, a colleague may get "Can Read" access to your calendar, while a delegated assistant may get "Can Edit" plus "Can Create."

Step-by-Step Instructions

Step 1: Open Resource Settings

In the module you want to share (Calendar or Contacts), click the Settings gear icon or Share button.

info

Not all modules in this test environment show the Share button. In a production setup with fully-permissive ACLs enabled, sharing options appear on individual items and collections.

Step 2: View Current Permissions

The Share/Acl panel displays:

• Current owner
• Existing delegated users/groups
• Current permission level for each

Step 3: Add User or Group

1. Click Add or Share button
2. Search for recipient by username, email address
3. Select the target from search results

Step 4: Assign Permission Level

Choose the appropriate permission from the dropdown:

• Viewer (Markiert als Viewer)
• Participant (Markiert als Participant)
• Editor (Markiert als Editor)
• Administrator (Vollzugriff)

Step 5: Send Notification

Toggle Send email notification if you want SOGo to email the recipient about the shared resource.

Step 6: Save

Click Apply or Save to activate the sharing.

Practical Delegation Examples

Scenario: Description	Recommended Permission	Why
Assistant	Administrator	Needs full control to manage calendar on your behalf
Team Lead	Participant	Can create/edit events to schedule team meetings
Colleague	Viewer	Should see your availability without modifying
Project Team	Viewer (time-focused)	Only needs to know when you're busy/free

warning

Changes to delegation permissions take effect immediately. Double-check permission levels before saving.

Recipient-Side View

When a resource is shared to you:

1. The shared resource appears in your module navigation (e.g., Calendar → Shared Calendars)
2. Permission level determines what you can do:
   • Viewer: Items appear fused or overlaid but are read-only
   • Participant: Appears in your view, you can add/edit but deletions restricted
   • Administrator: Full edit and delete access

Troubleshooting

Issue: Description	Possible Cause	Solution
Share button not visible	ACLs disabled in configuration	Ask administrator to enable SOGoACLsSendEMailNotifications
Cannot find user in search	User doesn't exist in SOGo	Verify recipient has SOGo account
Cannot select Admin permission	You are not resource owner	Only owner can grant Administrator access
Shared resource not appearing	Sharing not yet synced or network issue	Refresh the page or re-login after a few seconds
Delegation not working for mail	Mail sharing disabled	Check SOGoMailAuxiliaryUserAccountsEnabled in SOGo config

Security Considerations

1. Principle of Least Privilege — Grant the minimum permission needed
2. Auditing — Periodically review who has access to your resources
3. When to Revoke — Remove delegation when collaboration ends or roles change
4. Confidential Information — Be cautious with shared calendars that contain sensitive meetings

Advanced Delegation with Resources

For rooms, projectors, or equipment:

Resource Type: Description	How to Set Up
Meeting Room	Create resource account, set as resource type
Projector	Add to calendar, mark as resource, grant booking permissions
Equipment	Create as shared calendar item, enable resource booking

info

Resource configuration typically requires administrator-level access to SOGo automated setup. Individual users delegate calendar items as regular events.

Accessibility

Keyboard Navigation

This application supports keyboard navigation. No mouse required for completing this task.

Action	Keyboard Shortcut: What key to press	Notes: Additional information
	Navigate modules	Tab / Shift+Tab
	Select/activate	Enter or Space
	Cancel/close	Escape
	Navigate lists	Arrow keys

Screen Reader Navigation Order:

1. Sidebar navigation → Tab to enter
2. Module content → Arrow keys to navigate
3. Action buttons → Space or Enter to activate
4. Forms → Tab between fields, arrows for dropdowns

High Contrast Mode

SOGo supports high contrast and dark mode. Toggle via user preferences or use browser/OS-level accessibility settings:

• Windows: Win+Ctrl+C toggles high contrast
• macOS: System Preferences → Accessibility → Display → Increase contrast
• Browser Extensions: Dark Reader, High Contrast (Chrome)