Username/ email change procedure
| Version | 1.0 |
Created by | Andrei Dan |
Approved by | Florina Georgescu, Adina Bobis |
Confidentiality level | Internal |
Purpose
To manage and facilitate the process of updating an individual's username or email address. The username must reflect the actual name of the user, as it is in the identification documents.
Scope
This procedure applies to all principal33 employees, contractors and collaborators who have a principal33 email account.
Any personal events like marriage, divorce or legal name changes must be communicated to the People & Talent Team, this resulting in the username change.
Roles
People & Talent Team
IT & Security Team
Procedure
- In the event of a marriage, divorce or legal name change, the person must inform the People & Talent Team via a HelpCenter ticket (category – Zoho People) and provide the justifying documents
- A People & Talent Team admin will operate the name changes
- Once the changes are confirmed, the person whose name has been changed must submit a ticket to the IT & Security Team and clearly state the new username value (newfirstname.newlastname@principal33.com)
Nicknames are not allowed, the username should match the names from the user’s ID
- An IT representative will check:
- if the new required email address is compliant (firstname.lastname@principal33.com)
- if the new, desired username matches the firstname/ lastname in Zoho People
- if the new, desired username is not already in use
- The IT representative will proceed with the change and will keep the old email address as alias (at least for 90 days)
- Who can request a username change
- Changes must be submitted by the actual user or by the People & Talent Team on the user’s behalf
- If submitted by the People & Talent Team, the user must be included in the communication for confirmation
Other actions following the change:
The user must reconfigure his apps with the new username (eg; Outlook, MS Teams)
Related Standards, Policies and Processes
Code of Conduct
Validity and Ownership
This document is valid as of March 12th 2024
The owner of this document is the IT & Security Team who must check and, if necessary, update the document at least once a year.
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