Redirect, auto reply etc.
The current approach has been ad-hoc. A standardised one is needed.
In particular suspending an account also kills the e-mail address meaning no customised auto-reply can be used.
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Suggested is:
- Set an auto reply indicating a suitable person to contact instead
- Reset the password
- Reset any app connections
After X months.
- Set the account to suspended
Still undecided:
- Is it worth checking into the e-mail at regular intervals to make sure it is not the contact-address of any important service, e.g. getting information about status of an application or billing?
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The above considers a case where the person does not wish to keep their e-mail in a volunteer capacity.
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@Lokal_Profil, we should make a decision on this. Alternatively we'll have to sit down and figure it out when it happens next, which probably won't be the best timing.
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What happens when we "Set the account to suspended"?
I do think we should have a routine to check in to the email at least the following 2 years to catch the type of semi-recurring requests for joint activities that we get now and then.
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From https://support.google.com/a/answer/33312:
When you suspend an account, the user's:
- Email, documents, calendars, and other data aren't deleted.
- Collaborators who have been granted access to shared documents will retain their ability to view, edit, and collaborate on those documents.
- New email and calendar invitations are blocked.
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I also believe suspending means that you can't log into the account or use it in any other way.
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It looks like we can use a group for auto replies: https://bulksignature.com/blog/how-to-set-up-auto-replies-for-departing-employees-on-google-workspace. That way we can have the same message for all previous employees and if we want to update it we only need to change it in one place.
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The above seems to only allow for a generic message. If they want to have a custom one, for instance with their new email address, they need to set it themselves before leaving.