This guide provides a step-by-step process for configuring the Activate Shared Mailbox Manager module. This is intended for first-time users, including Activate Administrators, Consultants, Implementation Engineers, and IT professionals.

For Hybrid and Cloud-Only deployments refer to the 

 documentation on setting up connection to Exchange Online and Azure.

In an on-premises scenario, Exchange is located on-premises, and you wish to manage shared mailbox resources. Shared mailbox users are created in the local Active Directory (AD) domain and given a local or on-premises mailbox.

Right-click in the blank area in the parameters window and select 

Double-click on the newly created Members parameter to edit the value.

 button to search for the Organizational Unit (OU) in AD. e.g. Searching for "Shared" should return shared mailboxes.

Select the OU from the results and click 

Right-click on the Mailboxes in the explorer pane and select 

. This will import all your existing Mailboxes from the specified OU and sub-OUs into Activate. This could take a few minutes depending upon your environment and the number of Mailboxes in the OU.

Once completed, you should see your Mailboxes listed in Activate. They will appear in the default categories based on the filters.

For a hybrid setup, you will manage both on-premises and Exchange Online mailboxes. Ensure that the Hybrid user's AzureID and AzureUPNs are imported into the Activate database.

 and set the value to the Users OU on Integrated Azure.

MailboxResource Tasks > Reset Cache from AD

Once completed, you should see your Mailboxes listed in Activate.

Go to the Activate Web Portal and select the Mailboxes icon on the home page.

Click on the default Shared category and select a mailbox.

Select the type of access required and click 

Submit the request and follow the approval workflow.

Enter the Mailbox Name, Description, and select an Owner, then click 

Configuring Folder Types

Initial Setup Guide

Microsoft’s cloud platform providing infrastructure, networking, storage, and application services. In Activate, it’s used as the hosting environment or for integration with Microsoft 365 and Entra ID services.

Azure

DotNetVersion

Microsoft Entra Connect (formerly Azure AD Connect) is a tool that syncs on-premises Active Directory identities with Microsoft Entra ID, enabling hybrid identity and seamless access to cloud resources.

Microsoft_Entra_Connect

Active Directory (AD) is Microsoft’s directory service that stores and manages user accounts, devices, and permissions, enabling secure authentication and centralized access control within a Windows network.

Active_Directory

ActivateJobService

ActivateAdministrator

SupportedPowerShellVersions

SupportedOSVersions

SupportedSQLVersions

Name that identifies the instance of Activate.  This is only used by Administrators and isn't displayed to end users.

instance_name

An installation type of Activate where there is no local domain connection, all authentication, authorisation and identity management is handled by Entra ID.

Cloud_Only

Microsoft Entra ID (formerly Azure Active Directory) is Microsoft’s cloud-based identity and access management service, providing secure authentication, user lifecycle management, and access control for Microsoft 365 and other apps.

Microsoft_Entra_ID

A software switch that enables or disables functionality at runtime without redeploying code. In Activate, they are configured under //Resources/Configuration/FeatureFlags.

feature_flag

Microsoft module for managing Exchange Online, using modern authentication and REST API–based cmdlets for faster, more reliable automation of mailboxes, compliance, and organisation settings.

EXO_V3_PowerShell_Module

An Organizational Unit (OU) is a container in Active Directory used to organise users, groups, computers, and other objects within a domain. OUs help structure resources logically and apply group policies for easier management and administration.

A User Type is a template in Activate that defines rules, attributes, and behaviours for a category of users (e.g., Employee, Contractor), ensuring consistent user account setup and configuration.

User_Type

A resource object in Activate representing a physical or virtual Exchange Server

Exchange_Server_Resource

Defines the object type that the resource will emulate or operate as.

Class_parameter

Clonesthe selected inherited parameter to make a local copy to override the value

Override

Runs the Activate Provisioning Server and performs actions across target systems.

Orchestrator_Account

A complete, immutable log of identity-related events, including provisioning actions, access approvals, and policy evaluations.

Audit_Trail

An integration module that enables Activate to read/write data from external systems (e.g., provisioning accounts in Azure AD).

Connector

A periodic process where managers or data owners validate that users still require their existing access — critical for compliance.

Access_Certification_and_Review

A user-initiated process to gain access to new systems or roles, often requiring manager or system owner approval.

Access_Request

Any downstream application or service where identities need access (e.g., Active Directory, Okta, Salesforce).

Target_System

The authoritative system from which identity data is imported (e.g., HRIS like Workday or SAP SuccessFactors).

Identity_Source

An access control model that uses user, resource, or environment attributes (e.g., department = "HR", location = "US") to make access decisions dynamically.

ABAC_Attribute-Based_Access_Control

An access control model where users receive permissions based on assigned roles. This model helps enforce least privilege.

RBAC_Role-Based_Access_Control

A collection of entitlements assigned based on a user’s job function or department. Roles simplify access management and are often tied to policies (e.g., "Finance Analyst Role").

Role

A specific access right or permission within a system (e.g., "Read-only access to Salesforce Reports"). Entitlements can be grouped into roles.

Entitlement

The removal or disabling of user accounts and access when they are no longer required — for example, when an employee leaves the organization.

Deprovisioning

The automated process of creating accounts and granting access to systems or applications based on a user’s role or attributes.

Provisioning

A digital representation of a user (employee, contractor, service account, etc.) within an organization. Each identity is typically linked to a unique identifier, such as an email address or employee ID.

Identity

This is the process of bringing on a new user

Onboarding

Hierarchical Role-Based Provisioning automates user access by assigning roles based on organisational structure, ensuring users inherit the correct permissions and resources aligned to their position or function.

Hierarchical_Role-Based_Provisioning

A group email address that automatically forwards messages to all its members, allowing you to send emails to multiple recipients at once.

Distribution_List

An expression is a conditional statement using Activate expression syntax.

expression

AzureProductName

Mailbox Sync - Permissions import

Activate Knowledge Centre

For Engineers

For Architects

For Service Desk

For C-Suite and Decision Makers

For Partners & Analysts

Welcome to Activate Knowledge Centre

What is Activate?

Key terms

System Overview

Initial Setup Guide

Pre-Requisites

On-Premises Configuration

Step-by-Step Configuration

Hybrid Exchange Setup

Step-by-Step Configuration

Try it out

Requesting Access to a Shared Mailbox

Creating a New Shared Mailbox