HRMS Administrative Mailbox Process Guide

Transcription

1 HRMS Administrative Mailbox Process Guide Project Portfolio Management & Delivery/Transition Solutions Version 10 April /

2 Administrative Mailboxes Introduction & Objectives UTHSCSA is utilizing a portion of the PeopleSoft system known as workflow. Workflow is a PeopleSoft tool that allows us to enhance our business processes. An important part of our approach involves the sending of an FYI confirmation following the review of a personnel transaction by Human Resources. These FYI confirmation s serve to notify departments that the Human Resources and Payroll offices have completed their respective duties with regard to a personnel action. These s will be sent to an administrative mailbox in each department. The departmental ACE will function as the owner of the mailbox and will need to use MicroSoft Outlook to administer these administrative mailboxes. The objective of this material is to discuss how the ACE might configure the department's administrative mailbox and also to suggest an approach for how to use it. The ACE is the intended audience for this document; however, the ACE may need to enlist the support of his/her departmental Technical Support Representative (TSR) to complete the setup and configuration steps discussed in this document. Key Points Upon completion of this topic you will be able to administer your administrative mailbox by configuring it to support your department's processes for review of personnel transactions. Page 2 of 21

3 Table of Contents Administrative Mailboxes... 2 A Suggested Approach for Utilizing the Administrative Mailbox... 4 Separation of Duties... 5 Overview of the Administrative Mailbox Setup... 5 How to Create Folders... 5 How to Grant Access to the Mailbox and its Folders... 7 How to Add the Administrative Mailbox Office 2013/ How to Add the Administrative Mailbox Using a Macintosh Computer with Office How to Remove an Account Page 3 of 21

4 A Suggested Approach for Utilizing the Administrative Mailbox Most of the PeopleSoft workflows generate at the conclusion of the workflow. This is sent to Back-office departments, such as Human Resources and Payroll, informing them of the department's personnel transaction. The Back-office departments then review the transaction and complete their actions with regard to it. At this point, an "FYI confirmation " is generated and sent to the department which originated the personnel transaction. The FYI confirmation s are sent to an administrative mailbox established for each UTHSCSA department. The s arrive in the Inbox folder of the mailbox and can then be read and moved to other folders for future reference. A suggested configuration of the mailbox is shown in the figure below. Departments have flexibility in how they configure their administrative mailbox with many ways to configure and utilize the mailbox. Below is a suggested approach for the ACE who can later tweak the mailbox configuration as deemed necessary. The ACE (and others with access permissions) would review the FYI confirmation s arriving in the Inbox throughout the day. If a transaction appeared questionable, the reviewer would contact the person in the department responsible for personnel transactions and discuss the matter. Until it was resolved, that would be placed in the Pending folder. Upon final resolution, that same could then be placed in the Reviewed & Approved folder. The Reviewed & Approved folder might contain subfolders by month, or by employee type (classified, A&P, faculty). As a clean-up process, s occupying the Reviewed & Approved folder can be deleted. Since these messages are text only and occupy very little disk space, a department might choose to delete only those messages more than one year old. Note: The administrative mailbox is a shared mailbox. All persons who have access to the mailbox see the same messages. If one person with access to the mailbox deletes a message it is no longer Page 4 of 21

5 viewable from the Inbox by ANY users. The deleted message is moved to the Deleted folder where only the mailbox owner (usually the ACE), and those persons with permissions to view the Deleted folder, may retrieve the message. Separation of Duties It is recommended the person who reviews the FYI confirmation s be someone other than the person who enters the personnel transactions in PeopleSoft. This separation of duties is advisable not only to minimize the chance of fraud, but also to increase the chance of discovering errors and unintentional mistakes. Even though Human Resources will review the personnel transaction, certain aspects of it are not under their review. For example, the project id a department uses to pay on a position is not reviewed by Human Resources. Overview of the Administrative Mailbox Setup Before you can begin using the administrative mailbox, you must have Microsoft Outlook. Different versions of Outlook are available. If you need assistance with Outlook, contact your TSR or call the IMS Service Desk (210) , option 1. Note: To use Outlook, you need an Exchange Server account. Once an Exchange Server account is created, all of the confirmation s will be routed to the Exchange Server account. Once Microsoft Outlook is installed and the ACE is listed as the owner of the Department HRMS mailbox, the ACE s outlook should automatically update to list the department mailbox. If this does not occur after restarting the computer, please review the section titled Error! Reference source not found.. The ACE should complete the following basic steps to create and configure the administrative mailbox. 1. Create optional folders. 2. Grant permissions to others to access the mailbox and its folders. 3. Those granted access must add the administrative mailbox to their Outlook installation. How to Create Folders Once Outlook updates and the HRMS administrative mailbox is viewable, by default Microsoft Outlook will create several folders. They include the Inbox, Outbox, Sent Items, and Deleted Items folders. Additional folders can be created as needed. These folders should be created at the same level as the default folders Outlook creates, or sub-folders can be created for the default Outlook folders. For example, on the Inbox folder, a sub-folder called Reviewed & Approved, Pending, was created. Page 5 of 21

6 These folders can be created at the discretion of the Departmental ACE, and what they are named is personal preference, but it is suggested these folders are created within the Inbox folder. In the example that follows, we will use the T6800-HRMS mailbox created earlier and create a sub-folder for the Inbox called Reviewed & Approved. Within Microsoft Outlook, right click once on the Inbox of the HRMS administrative mailbox to select it and review options (see figure). Click New Folder The Create New Folder box should appear (see figure below). Enter the desired Folder Name. In this example, we will use "Reviewed & Approved" as the name of the folder. Click off of the name box and the folder will alphabetically align within the Inbox. Page 6 of 21

7 Your new folder should appear. Note: The folder created can be dragged and dropped where you want it to appear on the folder tree. Following the steps outlined in this section, you could add a second sub-folder to the Inbox called "Pending". After doing so, your folder tree would look like the figure shown below. How to Grant Access to the Mailbox and its Folders Once you have created the mailbox and any folders, you must grant access permissions. The ACE is the owner of the administrative mailbox and is responsible for granting access to other users. There are three steps which need to be completed before a user can view the mailbox. 1. ACE must grant access to the Mailbox itself 2. ACE must then grant access to specific folders within the mailbox 3. User must now manually add the mailbox to their Outlook Page 7 of 21

8 When you create mailboxes and grant access permissions, you must grant access to each folder you want others to access. For example, granting permission to access the Inbox folder does not also permit access to the Deleted Items folder. You must separately grant access to the Deleted Items folder. If you grant access to top level folders of the HRMS mailbox, any sub-folders you create "inherit" the permissions you grant for the top level folders. For example, by granting others access to the Inbox, they automatically have access to the Reviewed & Approved and Pending sub-folders of the Inbox. The steps for granting access are outlined next. You must first grant access to the administrative mailbox itself. Click on the Mailbox that needs permissions granted. In this example, we will grant access permissions for the T6800 mailbox created earlier. Right click on the mailbox and click on Properties for Mailbox Click on the Permissions tab. Page 8 of 21

9 The default permissions for the Mailbox should be set to a role equaling None. The Anonymous permissions for the Mailbox should be set to a role equaling None. Note: If you need to change these roles, simply highlight each role, one at a time, and change the role on the bottom half of the panel. Click the Add button. From the Global Address List, locate the name of the person to whom you want to grant access. Click on that person's name, and then click the Add -> button. If you want to grant access to multiple people, repeat the lookup of names and click the Add -> button each time to include the name in the list of users. When you are through adding names, click on the OK button. Page 9 of 21

10 For each name you add, you will need to separately grant permissions. To do so, click on the name and either select a Role for the user or you can create a custom set of permissions. "Custom" is not a role specified in the drop-down list. If there is no matching role in the drop-down list for the combination of permissions selected, then Custom appears automatically in the Role field. It is generally recommended that you use the custom set of permissions shown in the figure below. With these permissions, a user can see the mailbox and its folders, read e- mail messages, and drag messages between folders. The user can delete messages, but cannot edit them. The Delete permission has two functions. It permits a user to drag messages to other folders and to delete messages from folders. If you would like the user to reply to s, they must be given the role of Editor. Once you have specified the desired permissions for each added name, click OK. Now that you have granted permission for the mailbox, you must separately grant permission to the folders within the mailbox. In the example, we will grant access to the Inbox folder. Begin by clicking on the folder for which you want to grant access, in this case Page 10 of 21

11 the Inbox. Next, right-click your mouse to bring up the shortcut menu. From the shortcut menu, click on the Properties menu option. The folder's properties dialogue box should appear. Click on the Permissions tab. The default permissions for the folder should be set to a Role equaling None. Page 11 of 21

12 If there is an Anonymous role, it should also be set to None. Click the Add button. Just as you did for the mailbox, you will search for names using the Global Address List. When you locate the name of the person to whom you want to grant access, click on that person's name, and then click the Add -> button. If you want to grant access to multiple people, repeat the lookup of names and click the Add -> button each time to include the name in the list of users. When you are through adding names, click on the OK button. For each name you add, you will need to separately grant permissions. To do so, click on the name and either select a Role for the user or you can create a custom set of permissions. "Custom" is not a role specified in the drop-down list. If there is no matching role in the drop-down list for the combination of permissions selected, then Custom appears automatically in the Role field. It is generally recommended that you use the custom set of permissions shown in the figure below. With these permissions, a user can see the Inbox and its subfolders, read the messages, and drag messages to other folders. The user can delete messages, but cannot edit them. The Delete permission has two functions. It permits a user to drag messages to other folders and to delete messages from folders. Once you have specified the desired permissions for each name added, click OK. Page 12 of 21

13 Once the ACE has granted access permissions to the administrative mailbox, those to whom access has been granted must add the administrative mailbox to their Outlook installation. These steps are explained in the section entitled Error! Not a valid bookmark self-reference. Page 13 of 21

14 How to Add the Administrative Mailbox Office 2013/2016 For each UTHSCSA organization which has budgeted positions, an administrative HRMS mailbox is created. That mailbox can be added as an additional mailbox in Microsoft Office 2013 or The steps for adding the mailbox are discussed next. Start Microsoft Office 2013/2016 click on Tools click on Account Settings Click on the Change button Page 14 of 21

15 On the Change panel, click on More Settings Click on the Advanced Tab Click on the ADD button Page 15 of 21

16 Enter your Dept ID and click OK. You will return to the Advanced Tab, click on Apply, then OK Click on Next Page 16 of 21

17 Click on Finish From the Accounts page, click on Close You should now see the deptid mailbox in your Outlook Page 17 of 21

18 How to Add the Administrative Mailbox Using a Macintosh Computer with Office 2016 For each UTHSCSA organization which has budgeted positions, an administrative HRMS mailbox is created. That mailbox can be added as an additional mailbox in Microsoft Office The steps for adding the mailbox are discussed below. Start Outlook Click on Tools Click on Accounts Select your Exchange account Click the Advanced button Page 18 of 21

19 Select the Delegates tab at the top of the window Under the Users I am a delegate for section, click the Add (+) button Type in the DeptID of the mailbox in the search field and select the mailbox from the list. Click Add Page 19 of 21

20 On the Edit Account panel, click OK The new mailbox will now show up in your Folder List. The departmental ACE will need to grant permissions to open the mailbox. Page 20 of 21

21 How to Remove an Account Depending on the Outlook version you have installed on the computer, (Outlook, Office 2010, Office 2013), follow the same steps as Error! Reference source not found.. To remove an account, continue from the Advanced tab. Highlight the selected mailbox deptid, click on Remove instead of Add Are you sure you want to remove this mailbox, Click on Yes On the Advanced Tab, Click on Apply then click on O.K. Click on Next Click on Finish Click on Close Page 21 of 21