Employee Profile Email Account Enable/Disable
Employee email accounts can be flagged to be processed outside their normal settings. We have added settings in the School ERP Pro employee profile's user defined fields that can disable an email, even if they are active or enable the email even if they are not active yet or have been set as inactive. Changes will take up to two hours to activate so please contact the Technology Services Department if you have an emergency need to disable an account.
Navigating to User Define Fields
The User Defined Fields tab is located in the Employee Maintenance window that is under Human Resources > Employees in the list of program Items.
In the window the tab is on the middle right of the screen.
Double clicking anywhere on the list of items will bring up a window to change settings. We will be focused on the last two items, Force Email Status and Force Email Expiration Date.
Changing the settings
Under Force Email Status we have 3 options:
1. Do Nothing (default)
This setting is the same as blank, it does nothing. Choose this setting or delete the field data to have the automated process run as normal.
2. Force Email ON
This item flags an account to have it's email enabled. Only use this when needing to override the standard automation.
3. Force Email OFF
This item flags an account to have it's email disabled. Only use this when needing to override the standard automation.
Under Force Email Expiration Date you can:
1. Enter a date
On this date the Force Email Status will expire. If you don't want the status change to be permanent you need to set this. This does nothing if the Force Email Status flag has not been set.
For example, you may use this in the case where you want an administrator to be able to use their email for 30 days after they leave in order to help transition the next person.
2. Leave it blank (or delete the date that is set)
This makes the Force Email Status flag permanent if force email status has been set (please always set a date, this is our policy for security) or it does nothing if the Force Email Status flag has no been set (don't let this happen, clear it if force email status is clear).
Please make sure both are set for the override to be properly configured. Do not set the the date any further than July 1st of the following fiscal year.