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Reverse-Sharing E-mails, from Old Employee to New

Novell Cool Solutions: Tip
By Pam Wilson

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Posted: 30 Jan 2007
 

Problem

Sharing folders in Groupwise can be a problem, when you have an "old" employee leave or change departments, who has emails that need to stay with the "new" employee who will be assuming "old" employees duties.

Solution

We found this solution really works for our company and relieves the stress of duplicate e-mail messages. It also gives us a smoother tranisition from the "old" to "new" employee. We refer to it as the Reverse Share.

We use this solution when one person wants another person to have their e-mail messages. For example, an old employee leaves, and the new employee assumes responsibility of e-mail messages, without the link to the old employee mailbox.

Here's the process:

1. The "new" employee creates a shared folder with the "old" employee, giving the old employee rights to add, edit, and delete. The old employee accepts the shared folder.

2. The old employee then moves all the email messages they want the new employee to have into this new shared folder.

3. The new employee then opens all the messages (select all messages, right- click, mark as read).

4. The old employee deletes the shared folder from their cabinet (right-click the shared folder, delete).

5. The new employee deletes the old employee from the shared folder (right-click, select "sharing ...", highlight name, remove user). The old employee will receive a notice that tells them it was deleted.

The messages are still in the new employees' now unshared folder. Emails can be opened, replied to, forwarded, or deleted.

By following these steps, e-mail users can have access to others' e-mails without having to maintain the shared folders, or risk losing the e-mails once the old user is deleted from the system.

Environment

  • Windows XP Pro
  • GroupWise 6.5.7, SP2


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