Last modified at 1/26/2017 2:58 PM by Bill Coulter (admin)
‚ÄčThis page will share the collective wisdom of Webville clients regarding the procedures surrounding employee termination and account removal. Step 1. Request a reset of the employee's password. We will provide the new password to you the employer, terminating the employee's access to the account. Step 2. Optionally, you might request the employee's incoming mail be redirected to another account or a group (distribution list). An account can be configured to deliver incoming mail to another account, or a group, without making any other changes to the account. This change does not remove the account or replace it. (This is often requested for an employee who is temporarily unavailable, rather than terminated). Step 3. Optionally, you might request the employee's account contents be exported to an Outlook Data File (.pst file). This would allow you to download the pst file from our systems and archive it. This is often done against the possibility of future litigation and to enable you to go back and search this employee's mail, contacts, calendar, etc., at any time in the future should the need arise. See Mailbox Export Request for more information about this process.  Note that if you decline the opportunity for a mailbox export and remove the ex-employee's account, the removal cannot be undone and the contents of the ex-employee's mailbox will be permanently deleted. Step 4. Choose... If you need this employee's incoming mail redirected to another account for only a brief period of time such as 30 days, normally we will simply reconfigure the account as such and then at the end of the set period, confirm if you're ready for the account to be removed. On the other hand, if you need this employee's incoming mail redirected to another account for a longer period of time or indefinitely, we recommend removing the account and replacing it with a group (also known as a distribution list or alias) which would be configured with the ex-employee's email address. Primarily this is done because groups are no-charge and accounts consume a license, costing you money. Step 5. Remove the account and optionally replace it with a group. Step 6. Remove the group when you determine all valuable mail is now being directed to other addresses, and the ex-employee's address is receiving only spam or nothing at all.