Email Request Workflow
Process for handling new email requests, including individual employee work emails and department emails.
Email Request Workflow Chart​
Required Information for Email Request​
When submitting an email request, include:
- Employee ID - Unique identifier for the employee
- Employee Name - Full name of the employee
- Company - Company/division name
- Personal Email - Employee's personal email address for receiving credentials
- Email Type - Specify "Individual" or "Department"
Responsibilities​
Requester​
- Submit complete email creation requests with all required information
- Ensure accuracy of employee details
HR Supervisor​
- Review and validate email creation requests
- Forward email creation requests to User Administrator with complete information
- Register as custodian after employee confirmation
User Administrator​
- Create or assign email accounts
- Check for existing department emails
- Send credentials to employees
- Manage email account setup
Employee​
- Receive credentials via personal email
- Send confirmation email from work email
- Include HR Supervisor and HR Development Supervisor as recipients
Important Notes​
Department Email Reuse
If a department email already exists, it can be assigned to multiple employees. The HR Supervisor will register each new employee as a custodian.
Confirmation Required
All email requests require employee confirmation before HR Supervisor registration. The confirmation email must be sent from the work email account.
Complete Information
Ensure all required information is included in the initial request to avoid delays in processing.
Related Resources​
- Closing Email Workflow - Email account closure workflow