Closing Email Workflow
Process for closing email accounts, including individual employee work emails and department emails.
Closing Email Workflow Chart​
Required Information for Closure Request​
When HR Supervisor submits an email closure request to User Administrator, include:
- Employee ID - Unique identifier for the employee
- Employee Name - Full name of the employee
- Company - Company/division name
- Email Type - Specify "Individual" or "Department"
Responsibilities​
HR Supervisor​
- Send email closure requests to User Administrator with required information (Employee ID, Name, Company, Email Type)
- Ensure accuracy of employee details before submitting closure request
User Administrator​
- Process email closure requests from HR Supervisor
- Close employee or department email accounts
- Send closure confirmation emails
- Manage email account closure
Important Notes​
Once an email account is closed, access to the account and its contents will be terminated. Ensure all important data is backed up before closure.
When closing a department email, verify that no other employees are using the account before proceeding with closure.
Ensure all required information is included in the closure request to avoid delays in processing. HR Supervisor must include all required details when sending the request to User Administrator.
Always wait for closure confirmation email from User Administrator before considering the email account closed.
Related Resources​
- Email Request Workflow - Email account creation workflow