Mailbox Access Tool - Securely manage temporary mailbox access
Transparent approvals, clear processes
The Mailbox Access Tool from partimus enables employees to request and approve temporary access to mailboxes in a structured manner – directly in Microsoft Teams.
The entire process, from the request and approval to the automatic removal of the authorization, is digital and traceable. The tool ensures transparency and security, especially for system mailboxes such as info@ or support@. This allows companies to easily meet internal compliance and audit requirements without the need for time-consuming manual approvals.
- Microsoft Teams integration
- GDPR-compliant
- Audit & reporting function
Access management made easy
The Mailbox Access Tool digitizes the entire approval process for mailbox access in Microsoft 365. Employees submit requests directly via Teams or a web form, while approvals are automatically processed and documented. This means that authorizations are clearly regulated, deadlines are met and audits are significantly simplified.
Directly via Teams or web form
Standard & extended approvals
for management and works council
Approval, expiry or amendment
Fully integrated into Microsoft 365
Securely integrated in Microsoft 365
The Mailbox Access Tool uses the existing Microsoft environment and does not require an external platform. All requests, approvals and authorizations are processed automatically in Microsoft Teams and Exchange – securely, efficiently and traceably.
The tool uses the existing Microsoft infrastructure and integrates seamlessly into existing workflows. This allows requests, approvals and authorizations to be processed directly in Teams - without additional software.
All accesses are assigned for a limited time and automatically removed after expiry. This ensures clean mailbox authorizations and prevents forgotten or outdated authorizations.
Approval processes can be flexibly adapted to company guidelines - from simple approvals to multi-level processes for sensitive mailboxes. This keeps the system both efficient and compliant.
Every request, approval and process is automatically logged. The data is available as an audit report at any time and thus fulfills common audit requirements, e.g. according to ISO 27001.
All data is stored and processed exclusively in Germany, thus meeting the highest data protection requirements. This ensures security, transparency and clear traceability for audits and internal guidelines.
Challenges with mailbox access
Traceability is crucial, especially for sensitive mailboxes such as info@ or hr@ and temporary access. The Mailbox Access Tool ensures that every release is documented, time-limited and approved. As a result, internal guidelines and external audit requirements (e.g. ISO 27001) are reliably fulfilled – without additional effort for IT or HR.
- Lack of traceability of who had access and when
- Unstructured documentation of approvals and expiration dates
- No clear process for sensitive mailboxes (e.g. info@, hr@)
- Difficulties in providing evidence to auditors (e.g. ISO 27001)
- Uncertainty when dealing with changes and substitution rules
- Complete audit and reporting function for management & works council
- Seamless documentation of all applications, approvals and expiration dates
- Extended approval process for system mailboxes with mandatory approval by management
- Support of ISO 27001:2022 processes for audited verifiability
- Integration in change management for secure and transparent changes
- Clear evidence for internal and external audits without additional effort
Digitize your authorization management
With the Mailbox Access Tool from partimus, you can automate mailbox approvals, document access in an audit-proof manner and meet the highest compliance requirements – without any manual effort. Start now with mailbox access that meets audit requirements.
Prices for your Mailbox Access Tool
The Mailbox Access Tool is available in three license models – tailored to the number of users and requirements. All variants include regular updates, support and functional enhancements.
- Local user administration
- Standard approval
- Microsoft SSO
- Teams Integration
- Extended approval process
- Audit reports
- Vacation replacement
- Setup (one-time, minimum term 12 months)
- Additional user
- Price
*All prices are monthly/non-recurring fees plus VAT. Our offer is aimed exclusively at traders.
Who is the Mailbox Access Tool suitable for?
The tool is aimed at companies that want to make mailbox access efficient, transparent and audit-proof. It is particularly valuable for organizations with multiple teams, system mailboxes or increased compliance requirements.
Ideal for medium-sized companies that want to control access rights centrally and reliably meet compliance requirements.
Automated approvals and process control allow you to retain control over shared mailboxes at all times.
The tool documents every access in an audit-proof manner and thus supports internal guidelines and external audit standards such as ISO 27001.
All requests and approvals are mapped digitally, eliminating manual work steps and keeping processes transparent.
Get started with partimus
Take the opportunity to optimize your IT infrastructure and drive your business forward – contact us today to find out more about the tailored benefits partimus can offer you.
Questions and answers about the Mailbox Access Tool
Make access to mailboxes transparent, secure and audit-proof – with the partimus Mailbox Access Tool. We will be happy to answer any questions you may have about the tool or the integration. You can find answers in our frequently asked questions or by contacting us by e-mail or telephone. Our advice is always free of charge and non-binding.
How does approval work in Microsoft Teams?
Employees submit their request directly in Microsoft Teams, where it is automatically forwarded to the responsible manager. The approval is processed immediately and access is set up for a limited time.
Can different authorization levels be mapped?
Yes, sensitive mailboxes such as info@ or hr@ can be secured via multi-level approval processes. This makes it easy to implement compliance or works council requirements.
What happens when an authorization expires?
Once the approved period has expired, the system automatically removes access. This ensures that no outdated or unintended authorizations remain.
How does the tool support audits and compliance requirements?
All requests, approvals and process data are logged in an audit-proof manner. This data can be exported at any time and used for internal or external audits.
Is the Mailbox Access Tool GDPR-compliant?
Yes, all data is processed exclusively in German data centers and complies with current data protection standards. This means that the tool meets high IT security and data protection requirements.