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How To Share an Employee’s Mailbox and OneDrive When They Go on Leave with Hire2Retire

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When one of your employees takes a leave of absence, what happens to mail sent to their inbox?

If you can’t answer that question, you’re one leave away from disaster.

That’s because deals and business goals don’t just stop when an employee goes on leave. Without a proper leave management system, communications get ignored, deals stop in their tracks, and progress grinds to a halt.

Luckily, Hire2Retire has you covered for every leave your employees take. As soon as the leave is processed, your employees’ OneDrive is shared with their manager, and their email is converted into a shared mailbox.

This blog will show you how Hire2Retire’s leave management system makes it easy to manage and reassign critical employee contacts, files, and messages.

How To Enable Shared Mailboxes and OneDrive for Leave in Hire2Retire

To create automated business rules for leave events, go to the Lifecycle Business Rules page of your Hire2Retire workflow.

From there, check the box for the different types of leave events you want to manage in Hire2Retire’s leave management system.

Now in Hire2Retire Phase 8.6, you’ll be able to check a box that provides access to an employee’s OneDrive when a leave lifecycle event is processed.

In addition, you can define specific policies using HR attributes and Excel-style functions to further customize your management policy.

Enter any emails you want to provision with access to the employee’s OneDrive. You can also check a box to share the employee’s OneDrive with their direct manager.

Similarly, you can now convert an employee’s mailbox into a shared mailbox while they are on leave, and define an attribute-based policy to trigger shared mailbox conversion.

You can also enter email addresses to share the employee’s inbox with and set up automatic replies to any messages the employee’s account receives.

You can create a separate reply for emails that come from addresses outside of your organization.

When the employee returns from their leave of absence, Hire2Retire automatically reverts these changes, restoring their user privileges to the way they were before they went on leave.

Identity Automation Made Easy with Hire2Retire's Leave Management System

Different types of employee leave need different lifecycle management policies. With Hire2Retire’s leave management system, it’s easier than ever to automate workflows for FMLA, legal, security, or long-term leave events.

Let’s take a look at what workforce and identity management for different leave events looks like with Hire2Retire:

FMLA

Jennifer, an account executive, takes 12 weeks of maternity leave provided under FMLA.

Before Jennifer goes on leave, she updates her manager on her deals in progress and provides any relevant documents, so her OneDrive doesn’t need to be shared.

When Jennifer goes on FMLA leave, Hire2Retire converts her email inbox into a shared mailbox and shares it with her manager.

When she returns, her mailbox is converted back, and she can pick up right where she left off.

Security and Discipline

Alex, a software engineer, is placed on involuntary leave while being investigated for a breach of company policy.

As soon as this security and leave event is processed, Hire2Retire disables his account and revokes his group memberships and access privileges.

Hire2Retire also shares his inbox and OneDrive with his department head and sends different automated replies to emails from internal and external accounts.

Long-Term Leave

Peter, a sysadmin, needs to take time off to recover from a recent surgery. However, he has not worked at his company for at least 12 months, so he can’t take short-term disability leave under FMLA.

When this long-term leave is processed, Hire2Retire shares his mailbox and OneDrive with a different sysadmin. This sysadmin takes over Peter’s duties while he is on leave.

When Peter is fully recovered and comes back to work, Hire2Retire stops sharing his mailbox and OneDrive.

Hire2Retire: Complete Workforce Lifecycle Identity Automation

Hire2Retire is much more than a leave management system. It automates identity governance for the full employee lifecycle, from onboarding to offboarding and everything in between.

With 24/7 support and monthly updates included free of charge, there isn’t a more cost-effective way to provide a better employee experience while saving HR and IT departments hours of work a week!

Book a free one-on-one discovery call with a Hire2Retire expert now and take your first step into a new world of workforce identity lifecycle management.

To dive deeper into the features that have been added to Hire2Retire, read the RoboMQ blog post on Hire2Retire Phase 8.6 here.

Need to dive even deeper into the Phase 8.6 changes? See every change made in the Hire2Retire Phase 8.6 release notes.

Cameron Macaulay

Cameron Macaulay is a Marketing Associate with RoboMQ. Cameron graduated from Syracuse University with a major in Broadcast & Digital Journalism, and a minor in Professional & Technical Writing. Cameron combines his skills in technical writing with a passion for storytelling.

How To Share an Employee’s Mailbox and OneDrive When They Go on Leave with Hire2Retire

How To Enable Shared Mailboxes and OneDrive for Leave in Hire2Retire

Identity Automation Made Easy with Hire2Retire's Leave Management System

FMLA

Security and Discipline

Long-Term Leave

Hire2Retire: Complete Workforce Lifecycle Identity Automation

Cameron Macaulay

Cameron Macaulay

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