Here is the situation. We have an employee that is leaving but still need to forward his email onto another contact and do not want his name to appear in the corporate address book as we will be deleting his file (company policy to delete them as soon as they leave the company). Is there any way to do this? We thought about creating a hidden group and only the people that we allow access to the group can see the members of this group. Not sure if we can do this, or is there some other way of accomplishing this procedure.
Okay - as I understand your question, you want to forward a leaver’s email to another person? This is as easy as adding the leaver’s name in the username field in the person document, and\or adding an alias to the shortname userID field (depending on internal email or internal email). Then, if you delete that person, any mail to that person will be redirected to the person that has the alias listed. Be careful not to have both in the NAB at the same time else the server might bounce the email back.
Yes you did understand my question–to make sure I understand your answer though, if we delete that outgoing person’s document the person we are forwarding the email to will still be receiving the emails correct?
Correct. If you remove a person’s document, but add the person’s name in someone else’s document, the emails will be directed to that person. If you need to do this for both internal email and external email, use both the Username field and the shortname field.
For example: assume the person leaving is “Joe Leaver” and the person to receive their email is “Jane Joiner,” than you will have 2 fields looking like this:
Username: Jane Joiner/OU/DOMAIN
Jane Joiner
Joe Leaver/OU/Domain
Joe Leaver
And also a shortname field like this:
JJoiner
JLeaver
This method has other uses. For example, if you have a Stewart but people sometimes mistakenly use Stuart, or if his email address is stewart.jones@ and you want to create an alias of stuart.jones@…