People | Employee Profile Management | Re-using generic company email addresses for new users

People | Employee Profile Management | Re-using generic company email addresses for new users

What happens when my user (employee) is allocated a Zoho People email address which is generic?

Scenario

Let's say your company is called Awetomate, and your receptionist (Jane) is assigned a generic email address like reception@awetomate.co.za.

For as long as Jane works at Awetomate, her Zoho People profile (with email address reception@awetomate.co.za) is populated with personal information, work history, processes, documents, etc.

Then Jane leaves the company.

You employ an new person called Loraine.

Of course, Loraine takes over the reception@awetomate.co.za mailbox. Oops - she has access to Jane's HR profile and history!

Solution 1

Don't use generic email addresses for user access. Use Jane@awetomate.co.za

Ok fine... sometimes there is no way around this.

Solution 2

Create a workflow which, when onboarding is triggered for employees with generic email addresses, alerts you to do the following;
  1. In Zoho Directory, add Jane's personal email address to her profile | HOW
  2. Make her personal email address the primary email
  3. Delete reception@awetomate.co.za from Jane's profile
  4. Jane's profile and personal information is now safely associated to her personal address.
Now, when Loraine starts, simply invite her to join your Zoho People account using reception@awetomate.co.za, which will create a brand new account with no associated history.


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