Introduction INTRODUCTION






Index

  • W

  • Work Flow






    • Address Book:

    User can avail the Address Book facility to search on various employee details like Email ID, Name, Location, Contact Number across the Organizations.




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    Alternate Approver

    This option is available only to specific user who have approval authority for various requests. When such an authorised user is on leave, he can set alternate approver for specified duration through Insert Alernate Approver option. Modification of details entered can also be done using Update Alternate Approver Option. Here the From Date, To Date, Alternate Approver EmailID can be modified. Delete option is provided to delete the above details. User has to delete the exsisting record for inserting another combination of Alternate Approver details. If you wish to view the alternate approver details for an user, use View Alternate Approver option.

    Error Conditions
    If an unauthorised user access this option User Not Authorised To Acess This Option will be displayed.
    While accessing Insert Alternate Aprover option and if Alternate Approver details are already present for the user then error message Primary Key Violation would be displayed. Thus user can either update or delete the information.
    System authenticates for the alternate approver email id and if not present displays message User Not Present .




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    Attach Designation

    This option is available only to user whose role is HR. Using this option you can update the designation of an employee belonging to your Organization and Division only.

    Error Conditions
    While modifying the designation of an Employee, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.
    If an unauthorised user access this option User Not Authorised To Acess This Option will be displayed.
    If the employee who does not belong to your Organization and Division then error message User Does Not Belong To Your Division will be displayed .




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    Auto Reply

    When a user is not going to access the mails for a long duration, he can intimate the system to reply to sender automatically with a message by using Auto Reply option. While enabling Auto Reply facility it is required to mention the From Date (the date from which the facility is to enabled) and To Date In case user entered the future date in from Date then Autoreply request will be accepted and Autoreply will be enabled at 10.00 am on that Day. In order to Enable Auto-Reply with immediate effect enter From Date as today's Date.

    Auto Reply facility will be disabled automatically on next day of the ToDate given by the user at the time of Enabling Auto-Reply. Option to cancel Auto Reply is provided if user wishes to cancel it before the specified From date . In this case, you can change the dates also.

    Auto Reply Query
    This option allows Account Operator to query on details of Auto Reply for a given EmailID within a given date range. On submit system will display the details of user and Status of Auto-Reply request.

    Error Conditions
    Auto Reply cannot be enabled if user account is blocked, forwarded or deregistered. It is possible that auto reply is successfully enable and you get following message on screen -
    Auto Reply Enabled, Account Status Not Updated
    Auto Reply Enabled But Status Not Updated
    In above case, it is necessary that you inform this to the System Administrator to take corrective actions.




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    Backup
    (Only For Admin)

    Backup of EMS database is scheduled in the EMS system. It is taken at a specified time everyday and finally the file in format MysqlBkp.dd.Z (dd is the date ) is compressed after tar and stored in the restoration path maintained by the System Administrator / Account Operator. This activity is scheduled in the root login of the system and if backup fails, the error details would be sent as a mail by the scheduler to the root.




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    Batch Processing
    (Only For Admin)

    Following are the options that are scheduled in EMS system to run in batch.
    Enabling Auto Reply . This batch is scheduled in the emssys login of the system and if any error a mail would be sent to Email Management System. When Users enable auto reply from a future date, the record is maintained in the system. Now when batch runs everyday as per the scheduled time maintained in the scheduler, it checks for all the pending requests of auto-reply for that date or less and enables auto reply. It checks for all conditions before enabling auto reply and if it fails, the system cancels auto reply for that user.
    Enable Forward Mails . This batch is scheduled in the emssys login of the system and if any error a mail would be sent to Email Management System. When Users gives request for forward mails from a future date, the record is maintained in the system. When the batch runs everyday as per the scheduled time maintained in the scheduler, it checks for all the pending requests of forward mails for that date or less and forward facility is enabled. It checks for all conditions before forward mails is enabled and if it fails, the system cancels forward mails for that Email.
    Send Mails To Revert Forward Facility . This batch is scheduled in the emssys login of the system and if any error a mail would be sent to Email Management System. When the batch runs everyday as per the scheduled time maintained in the scheduler, it checks for all the list of user whose forward mail facility is still enabled and revert date less than today and for these users system sends a mail to remind user to revert the forward facility.
    Block User Account Before deregistration . This batch is scheduled for once in a month in the emssys login of the system and if any error a mail would be sent to Email Management System. deregistration details of users comes from the HR - PAYROLL department. EMS system processes these records when the batch runs on the specific date of a month as per the scheduled time maintained in the scheduler. All those whose deregistration date is today or less is taken and their account is blocked for specified days maintained in the system by the Administrator / Account Operator. These records are maintained in our database and the actual deregistration / deletion date of user is updated by EMS in the database and deletion status is kept pending.
    Deregister Users . This batch is scheduled in the emssys login of the system and if any error a mail would be sent to Email Management System. When the batch runs everyday as per the scheduled time maintained in the scheduler, it checks the database for those deregistration records whose deletion status is pending and the deregesteration / deletion date is today or less and deletes the user from the Email System.
    Link Status . This batch is scheduled in the root login of the system and if any error a mail would be sent to root. When the batch runs every one hour, it checks if the remote servers maintained in the database is up or not. If link is not up then a file is created with the list of all down links / location and the time. When Account Operator clicks on Link Status image it displays the above file. If any link is down at the time the batch was scheduled, the colour of this image is red .
    Mail Queue Status . This batch is scheduled in the emssys login of the system and if any error a mail would be sent to emssys. When the batch runs every one hour, it checks the mail queue size of all the locations that are maintained in the database . If the mail queue size is greater than the mail queue size maintained in the database for that location then a file is created with the list of all locations, actual mail queue size and the time the batch was executed. When Account Operator clicks on Link image it displays the above file. The colour of this image is red if any location's mail queue size is greater than the assigned alarming mail queue size.
    Attach Classification Structure .This batch is scheduled for once in a month in the emssys login of the system and if any error a mail would be sent to EMS System. HR - PAYROLL department sends the classification structure details of all employees each month. In this file records are present for a new user as well as the recent/modified structure details of existing user. When the batch runs on the specific date of a month as per the scheduled time maintained in the scheduler, it insert the new records and update the classification structure for the exsisting users in the EMS database.
    Create Address Book File . This batch is scheduled in the root login of the system and if any error a mail would be sent to root. When the batch runs everyday as per the scheduled time maintained in the scheduler, it creates the address book file with the following information of all users in the EMS system whose account is not deregistered - EmailID, Name, Email Address, Classification Structure alongwith Organization and Location. After creating this file it is copied to other specific servers where it would be used by other system.
    Create Mail reg File . This batch is scheduled in the root login of the system and if any error a mail would be sent to root. When the batch runs everyday as per the scheduled time maintained in the scheduler, it creates the mail reg file with the following information of all users in the EMS system whose account is not deregistered - EmailID, Salary Code, Name, Date Of Birth, Extension, Registeration Date and Organization. After creating this file it is copied to other specific servers where it would be used by other system.
    Check Disk Quota . This batch is scheduled in the emssys login of the system and if any error a mail would be sent to emssys. When the batch runs everyday as per the scheduled time maintained in the scheduler, it checks the disk space(MB) occupied by all users whose account is on server at vikhroli. If any user's disk space is greater than the disk space specified for the organization and if user is not one of the priviledged users then warning mail is sent to the user for specific number of days. If the disk space after specific number of warning days is still greater than the disk space specified for the organization, the account of that user is blocked.




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    Business

    The various Businesses of a Division of an Organization are maintained in this option.

    The Insert option is used to create a new business in the division of an organization. Business code and description are entered here. The combination of Business, Division and Organization is unique. The Update option is used to modify the details of the business. Delete is used to delete the record of the business in the division of an Organization. It is also necessary that the departments and the users of that business are deleted from the system before deleting the business. Please verify the details of the business before you press 'Submit' for actual deleting the business and ensure that you definitely want to delete the business from the system. View is used to display the description of the selected business in the division of an organization. All above listed options are allowed only for specific roles / users.

    Error Conditions
    Error occurs when valid data is not entered in the respective fields. In Update option, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed. In case of delete business, if departments are linked to the respective business deletion of that Business Code is not allowed hence action fails and Record Deletion Failed message will be displayed. If no department is linked and you still get the same above message, try again or contact System Administrator.




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    Cancel Request

    If you have given any request earlier and is still open, you can cancel it by giving the request number. The system will display all the details of the request. Upon Submit, system will cancel the request. If the action is already taken on the request, system will not allow to cancel it.




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    Change Password

    User can change his password using this option. Enter the old password and new password. Retype the new password. If you want to change the hint answer suitable for the new Password, then use the option of change profile.

    Error Conditions
    When mail location server status is down and a user submits, then an error occurs. Try the option once the server is up again.




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    Change Profile

    This option is used to modify the personal details like name, telephone, address entered while subscribing for Email Account. Hint Question and Answer can also be updated here. All fields are mandatory unless and until specified as optional. If you enter the alternate e-mail id here, it will be helpful to the account operator to communicate with you in case your account is not working for some reason.

    Error Conditions If user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.




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    Change Role

    Every user is having certain role in this system. This Option Change Role is used to change the role of the user. All the options that are attached to this role will be available to this user. This option is used by the Account Operator. Select the role from the dropdown menu to which you want the user to be attached. The role assignment has to be properly thought as inappropriate role attachment may result in serious implications through misuse of the system. This option is allowed to specific roles/users.

    Error Conditions
    If user does not change the role and still clicks on sumbit to update role, message Record Updation Failed will be displayed.




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    Classification

    The employee classification structure of the organization is maintained in this option. The classification structure is used to analyse various information related to the employees, categorize the activities done by various employees and account operator for various employees in different categories. The classification structure is nothing but grouping the employees of the organization into various categories (called structure elements). This option is for specific roles / users.

    The Insert option creates Classification structure elements. In this option, enter the organization code for which the classification structure is to be created. Enter the element code, element description, element type (whether it is numeric or alphanumeric), position of that element in the structure and the length of the element code. All the fields are mandatory. Also mention the default value to be used in case a particular employee record does not contain any value for this element code. Update is used to modify the description, position, type and length of the given element code. Delete is used to delete an element code of an organization. View is used to display the classification structure details for an organization.

    Note
    If you modify any of these values, it is necessary that you inform the same to the maintenance team at GIL to make the corresponding changes to other functionalities which are linked to this master data.

    Error Conditions
    In Update option, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.




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    Department

    The various departments within a Business of a Division of an Organization are maintained in this option.

    The Insert option creates a new department in the business of a division. Department code and description are entered here. The combination of Department, Business, Division and Organization is unique. Update is used to modify the details of the department. Delete is used to delete the record of the department within a business in the division of an Organization. Please verify the details of the department before you press 'Submit' for actual deleting the department and ensure that you definitely want to delete the department from the system. View is used to display the description of the selected department within a business and division of an organization. Above options are available only to specific roles / users.

    Error Conditions
    Error occurs when valid data is not entered in the respective fields. In Update option, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed. In case of delete department, if users are linked to the respective department deletion of that Department Code is not allowed hence action fails and Record Deletion Failed message will be displayed.




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    Designation

    The various Designations within an Organization are maintained in this option. The designations are defined for a given organization. The same designation can be in multiple organizations. But they have to be defined separately for each organization.

    Insert option creates a new designation. The New designation and its description is entered here. The designation is unique for a given organization. Update is used to modify the description of the designation. Delete is used to delete the record of the designation of an Organization. Please verify the description of the designation before you press 'Submit' for actual deleting the designation and ensure that you definitely want to delete the designation from the system. View is used to display the details of the selected dsignation within an organization.

    Error Conditions
    In Update option, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.




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    Division

    The various Divisions of an Organization are maintained in this option.

    In the Insert option, new division is created in the organization. Division details like code, description, e-mail ID of the division head and HR head of the division are entered here. The combination of Division and Organization is unique. All fields are mandatory. Update is used to modify the details of the division. Delete is used to delete the record of the division of an Organization. Please verify the details of the division before you press 'Submit' for actual deleting the division and ensure that you definitely want to delete the division from the system. View is used to display the details of the selected division of an organization. Option is available only to specific roles / users.

    Error Conditions
    Error occurs when valid data is not entered in the respective fields. In Update option, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.




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    Employee Classification

    The organization's classification structure is linked to an employee using this option.

    Attach  The organization's classification structure is attached to an employee. View is used to display the details of the employee's classification structure. If Employee Classification structure is already present you can update it. But the values entered for the classification structure has to be present in the employee data file. Say value "ZZ" for business code is not present for any of the employee of theat organization and you enter that value, then record updation/ insertion would fail.




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    Forgot Password

    If you forget your password, option Forgot password allows you to change password. To authenticate, system will ask you to enter your last month's net salary. You can then change the password provided, hint answer entered is right. In case you don't remember the hint answer too, request can be given to the Account Operator to reset the password. System will give the request number for your reference for querying. As soon as the password is reset, you are requested to change it .

    Error Conditions
    While changing Password, if server is down then this action might fail error meesage would be displayed. Please try again.
    Request to reset password is not allowed if a request already exists, the account is already blocked, deregistered or request for transfer account is pending. Appropriate messages are displayed.




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    Introduction

    This document gives the complete operational help of the Email Management System (EMS).

    EMS provides web based menu driven interface for all the users of the e-mail system for managing the E-mail accounts. Following features are provided by EMS.

    • Registration of the users
    • Transfer of mail account from one location to other location
    • Auto-reply
    • Monitoring and controlling mail traffic
    • Blocking / unblocking mail accounts
    • De-registration of the users
    • Generation of various reports required to manage and control the mail system,etc.



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    Link Status Query

    Account operator can use this option Link Status Query to check which locations are currently not available on the network. Select the organization from the dropdown menu. If link status of a particular location is to be checked, select the location. If location is not selected, then the link status will be checked for all the locations of an organization. The organization field is mandatory in this option.




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    Location

    The various locations of an Organization are maintained in this option.

    The Insert option is used to create a location of an organization. Location details are entered here. The combination of Location and Organization is unique. All fields are mandatory. If the location has local mail server, click on 'Yes' else on 'No'. If the mail server for this location is situated at some other location, then specify the server location id. The alarming mail queue size is the size of the mail queue in terms of disk space which if exceeded, an alarm should be given to the Email administrator. The workflow indication is used for approval process of various requests that end users raise. The approval process is different for HO and other locations. Indicate which process should be followed for the users at this location. The Update is used to modify the details of the location. Delete option is used to delete the record of the Location of an Organization. Please verify the details of the location before you press 'Submit' for actual deleting the location and ensure that you definitely want to delete the location from the system. View is used to display the details of the selected location of an organization. These options are available only for specific roles / users.

    Error Conditions
    Error occurs when valid data is not entered in the respective fields. In Update option, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.
    While deleting a location which has local server, it is necessary that all other servers if any that are linked to this location should be deleted before deleting this location else message Record Deletion Failed will be displayed.




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    Mail Queue Query

    Account operator can use this option Mail Queue Query to check in which locations the mails have not been delivered for one/two/more than two days.




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    Mail Statistics

  • Report on Top n Users




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    Organization

    Master information of the organization is maintained using the following options.

    Use Insert option to create new organization in the setup. The organization code entered has to be unique and meaningful. It is necessary that the Account Operator maintains the business, division, department, locations and designation details for the newly created organization. Contact person is the person from the organization to whom the Account Operator will contact for making any communication. The option Update is used to modify the Details of an Organization. The Delete option is used to delete the record of an Organization. It is also necessary that the business, departments, divisions, locations, designations and the users of that Organization should be deleted before deleting organization. Before you press 'Submit', please verify the details of the organization and ensure that you definitely want to delete the organization from the system. The View option is used to view the details of an organization.

    Error Conditions
    Error occurs when valid data is not entered in the respective fields. In Update option, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.




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    Parameters

    System Administrator uses Parameters option to set the parameters for the organisation. The parameters that are set in this option are disk quota alloted to the users, size limit on attachments and the number of warnings to be given to user on exceeding the limits set for disk quota.
    While updating the parameters, if user does not change any value and still clicks on sumbit to update details, message Record Updation Failed will be displayed.




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    Priviledged Users

    For certain priveledged users, the constraints imposed by the EMS are to be relaxed or not to be imposed. List of such users with their priveledges is maintained here in this option.

    Enter the e-mail ID to whom priveledges are to be given. Upon 'Accept', system will display an entry form. Enter the values asked in the form. The attachment size is the limit in terms of disk space for the size of the mail that the user sends. The disk quota is the size limit on the disk space occupied on the mail server by the user. If the account is not to be blocked for this user, select appropriately.




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    Renew Account

    Every year, you are required to go through the E-Mail policy of the organization. If you agree to the terms and conditions of the policy, your account is renewed and will be valid for the next year. If you wish to renew the account later (prior to the expiry date of your account), you may do so. If you do not agree to the terms and conditions of the E-Mail policy, then your account will be terminated.




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    Mail Log Statistics

    Mail Log Statistics provide statistics for Mail Traffic, for Mails sent & received within godrej domain and outside the godrej domain. There are nine seperate kinds of reports are available which are as follows.
    HO-HO : This mail statistics is for all the mails sent by the Vikhroli user to Vikhroli location and received by Vikhroli user from Vikhroli User.
    HO-BR : This mail statistics is for all the mails sent by the Vikhroli user to Branches and received by Vikhroli user from various branches.
    BR-BR(Same Branch) : This mail statistics is for all the mails sent by branch user to the users of same branch and received by branch user from same branch users.
    BR-BR(Different Branch): This mail statistics is for all the mails sent by branch user to the users of differnt branch and received by branch user from different branch users.
    BR-Internet: This mail statistics is for all the mails sent by branch user to the internet and received by branch user from internet.
    HO-Internet: This mail statistics is for all the mails sent by vikhroli user to the internet and received by vikhroli user from internet.
    UserWise Mails sent: This mail statistics is for all mails sent by user to the Same Branch, different Branch & internet.
    UserWise Mails received: This mail statistics is for all mails received by user from the Same Branch, different Branch & internet.




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    Location - User Wise Mails Transferred Between Hub And Location

    This facility is used to get a detailed report on Location - User Wise Mails Transferred Between Hub And Location for a given period. Herein, the system will ask for filter criteria such as from date – to date and Organization. The system will generate the report which is Organization - Location Wise statistics for the given period. The details like Location,Number of Mails Sent, Size of the Mails Sent in GB,Number of the Mails received and Size of the Mails recieved in GB will be displayed.




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    Report on Number of Accounts Transferred

    This facility is used to get a detailed report on the number of users whose account is transferred by account operator for the given period. Herein, the system will ask for filter criteria such as from date – to date, Organization, Location, classification structure (based on organizations selected by user) & option to view summary as well as details. The system will generate the report for all the users whose account is transferred by account operator for a given period along with their classification structures. In summary, organization wise, location wise & classification wise count of transfers done will be displayed and in details, Request Number, E-mail Id, Name, From Location, To location, Approver Name, Approved date, Reason for transfer of Mail account in 4-5 words & user classification structure will be displayed. In case of multiple approvers, only final approver name will be displayed.If no filter criteria is chosen except from date – to date, then number of users whose account was transferred by account operator will be displayed organization wise, location wise & classification structure wise.




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    Report on Number of Accounts Unblocked

    This facility is used to get a detailed report on the users whose account is unblocked by account operator for the given period. Herein , the system will ask for filter criteria such as from date – to date, Organization, Location, classification structure (based on organizations selected by user) & option to view summary as well as details. The system will generate the report for all the users whose account was unblocked by account operator along with their classification structures. In summary, organization wise, location wise & classification wise count of accounts unblocked will be displayed along with other user details and in Details, Request Number, E-mail Id, name, Organization, Location, Approver Name, Approved date & user classification structure will be displayed. In case of multiple approvers, only final approver authority name will be displayed. If no filter criteria is chosen except from date – to date, then number of users whose account was unblocked by account operator will be displayed organization wise, location wise & classification structure wise.




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    Report on Number of Accounts Reset

    This facility is used to get a detailed report on number of users for whom password is reset by account operator during the given period. Herein, the system will ask for filter criteria such as from date – to date, Organization, Location, classification structure (based on organizations selected by user) & option to view summary as well as details. The system will generate the report for all the users for whom password is reset by account operator for a given period along with their classification structures. In summary, organization wise, location wise & classification wise count of password reset will be displayed. In Details, Request Number, E-mail Id, name, Organization, Location, Approver Name, Approved date & user classification structure will be displayed. In case of multiple approvers, only final approver name will be displayed. If no filter criteria is chosen except from date – to date, then number of users for whom password is reset by account operator will be displayed organization wise, location wise & classification structure wise.




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    Report on Number of Accounts Deregistered

    This facility is used to get a detailed report on the users which are deregistered in a given period. Herein, the system will ask for filter criteria such as from date – to date, Organization, Location, classification structure (based on organizations selected by user) & option to view summary as well as details. The system will generate the report for all the users deregistered during the period along with their classification structures. In summary, count of deregistered users organization wise, location wise & classification wise will be displayed along with other user details and in Details, Request Number, E-mail Id, name, Organization, Location, Approver Name, Approved date, reason for de-registration in 4-5 words & user classification structure will be displayed. In case of multiple approvers, only final approver name will be displayed. If no filter criteria is chosen except from date – to date, then all the users deregistered in the system will be displayed organization wise, location wise & classification structure wise.




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    Report on Number of Users Registered

    This facility is used to get a detailed report on the users which are registered in a given period. Herein, the system will ask for filter criteria such as from date – to date, Organization, Division, Location, classification structure (based on organizations selected by user) & option to view summary as well as details. The system will generate the report for all the users registered during the period along with their classification structures. In summary, count of registered users organization wise, location wise & classification wise will be displayed along with other user details and in Details, Request number, E-mail Id, name, Organization, Location & user classification structure will be displayed. If no filter criteria is chosen except from date – to date, then all the users registered in the system will be displayed organization wise, location wise & classification structure wise.




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    Report on Organization Location wise Mail Summary

    This facility is used to get a detailed report on Organization-location wise summary for a given period. Herein, the system will ask for filter criteria such as from date – to date and Organization. The system will generate the report which is Organization - Location Wise statistics for the given period. The details like Location, Number of Mails Sent, Size of the Mails Sent in GB, Number of the Mails received and Size of the Mails recieved in GB will be displayed.




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    Report on TopUsers

    Under Construction.......




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    Report On Organization Wise Mail Log Traffic

    This facility is used to get a detailed report on Organization Wise mail Log Traffic for a given period. Herein, the system will ask for filter criteria such as from date - to date in DD-MM-YYYY format. The system will generate the report which is Organization wise detailed report of Mail Log Traffic Statistics for the given period. The details like Oraganization, Total Number of Mails Sent, Size of the Mails Sent in MB, Total Number of the Mails Received and Size of the Mails Recieved in MB will be displayed.




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    Report On Yearly Mail Log Traffic Organization Wise

    This facility is used to get a detailed report on Yearly Mail Log Traffic Oraganization Wise for a given period. Herein, the system will ask for filter criteria such as from date - to date in MM-YYYY format. The system will generate the report which is Organization wise detailed report of Yearly Mail Log Traffic Statistics for the given period. The details like Oraganization, Total Number of Mails Sent, Size of the Mails Sent in MB, Total Number of the Mails Received and Size of the Mails Recieved in MB will be displayed.




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    Report on User wise Mail Summary

    This facility is used to get a detailed report on User wise summary for a given period. Herein, the system will ask for filter criteria such as from date – to date, Organization, Location, Division and Business. The system will generate the report which is MailId-wise Mail Log Statistics of all the users for the given period. The details like Email ID, Number of Mails Sent, Size of the Mails Sent in GB, Number of the Mails received and Size of the Mails recieved in GB will be displayed.




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    Request

     Certain requests can be given only if the organization classification structure is maintained for the requestor. Error message will be displayed when user raises request. Users can raise request for any of the following activities and it is necessary that the access is to given either to the user or to the role that is attached to the user.




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    Request for Blocking Mail Account

    You can give request to block another user's account using this option. You have to specify the reason for blocking the account and the date from which the account is to be blocked. System will generate a request number.

    Error Conditions
    Request for block account of priviledged users and business email ids are not allowed and message displayed is Business Account cannot be Blocked / Previlage User Account can not Be Blocked .
    Also if request for reset password is pending, block account is not allowed and message is Request For Reset Password Is Pending .
    If request for block account is already given and it's status is pending then Request Already Given is displayed .




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    Request for Create Business E-Mail ID

    This option can be used to create the business e-mail ID for any function. Give meaningful mail id for the business function that will tell what it is meant for. The Business ID can be forwarded to maximum of four other mail accounts. They have to be in the godrej domain.

    Error Conditions
    If the requested email id is already present or request is pending for it then appropriate message is displayed .
    This option is available only to those users whose role is GM. If unauthorised users access this option message displayed is User Not Authorised To Access This Option .
    It is mandatory that the classification structure for the requestor is defined otherwise access to this option is denied and message is User Classification Structure Not Present .




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    Request for De-registration of Mail Account

    De-registration of Mail Account option within the option Request , allows you to raise request for de-registering a user from specific date. Enter the e-mail ID, date from which the account is to be de-registered and the reason for de-regestration. The request will be generated in the system and request number will be displayed to you.

    Note
    When a request for deregistration of an user is approved, the account is blocked for specific number of days maintained for the Organization and deregistration date is assigned as the sum block action taken date and number of block days. Whiling blocking the account all conditions that are applicable for block account is considered. On deregistration date, account is deregistered and user is deleted from the system .

    Error Conditions
    If request to deregister an user is already given and it's status is pending then Request Already Given is displayed .




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    Request for Forward Mail Account

    In the Request option you can select Forward Mail Account to raise request for forwarding your mail account to other account. The forward mail accounts can be within godrej domain or outside the godrej domain. Your account can be forwarded to maximum of four other accounts. Atleast one account should be provided for forwarding. Forwarding of mails would be effective from the date entered by the you.

    Error Conditions
    If request to deregister an user is already given and it's status is pending then Request Already Given is displayed .
    This options is not allowed for Email ID's of type Business and Non Employee and message is Only Employee Can Forward their Mail Account . Forward Mail Account is not allowed if account is deregistered, blocked or auto reply is enabled and respective message is displayed.




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    Request for Non-employee E-Mail ID

    You can use this option to raise request to create the mail account for the non-employee who is associated with you or any employee of your organization. Along with other details like name, address, e-mail id, password, etc., here you have to specify the from date and to date i.e. duration for which this account is to be valid. After the to date is over, the account will automatically be deleted from the system.

    Error Conditions
    If request to deregister an user is already given and it's status is pending then Request Already Given is displayed .
    If unauthorised users access this option message displayed is User Not Authorised To Access This Option .
    It is mandatory that the classification structure for the requestor is defined otherwise access to this option is denied and message is User Classification Structure Not Present .




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    Request for Transfer of Account

    The Transfer Account option within the option Request , allows you to request for transfer of your mail account from one location to another. Enter the date from which the account should be transferred, to which location and reason for transfer. The request will be generated in the system and request number will be displayed to you.

    Error Conditions
    This option is not allowed for EmailID of type Business or Non Employee and message displayed is Option Not Allowed For Business / Non Employee Account .
    Request for transfer account is not allowed if account is forwarded, deregister or auto reply is enabled and appropriate messages are displayed.
    Also if request for deregistration is pending, transfer account is not allowed.
    If request for transfer account is already given and it's status is pending then Request Already Given is displayed .




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    Request for Unblocking Mail Account

    If your account is blocked, use this option to submit the request for unblocking your account. The request will be generated and request number will be displayed to you.

    Error Conditions
    When unblock request is given system checks if account is blocked and request is generated only if account is blocked.
    If request to unblock account is already given and it's status is pending then Request Already Given is displayed .




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    Request for Update Business E-Mail ID

    You can use this option to raise request to update the forwarded mail accounts of the Business ID. You can specify maximum of four mail accounts to which mails to this Business ID is to be forwarded.

    Error Conditions
    This option is available only to those users whose role is GM. If unauthorised users access this option message displayed is User Not Authorised To Access This Option .
    It is mandatory that the classification structure for the requestor is defined otherwise access to this option is denied and message is User Classification Structure Not Present .




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    Request for Update Profile of Non-employee

    This option is used to modify the personal details of the non-employee entered while subscribing for Email Account. Hint Question and Answer can also be updated here. All fields are mandatory unless and until specified as optional. If the person associated with this non-employee is not belonging to your division, you will not be allowed to update the profile of this non-employee. You can change the person associated with this non- employee in this option.

    Error Conditions
    If request to update profile is already given and it's status is pending then Request Already Given is displayed .
    This option is available only to those users whose role is GM. If unauthorised users access this option message displayed is User Not Authorised To Access This Option .
    It is mandatory that the classification structure for the requestor is defined otherwise access to this option is denied and message is User Classification Structure Not Present .




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    Request Status

    User can use Request Status option to check the status of his own requests.

    Upon giving request number, the system will show the status of the request as to whether it is open, approved, or closed i.e. action is taken by the account operator. If the approver rejects the request, it will show the rejected status.




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    Role Authorization

    Every user is having certain role in this system. This Option Role Authorization is used to authorize all the users attached to that role to use various options maintained against that role. This option is used by the Account Operator. Select the role from the dropdown menu to which you want to assign the menu options authorize for. The options will be available to all the users attached to that role. Upon submitting, the display shows the options that are currently available for that role. You can remove and add certain options. The options will be available to the user assigned to that role after he logs in in the system. The role authorization has to be properly thought as inappropriate authorization may result in serious implications through misuse of the system.




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    Subscribe

    Subscribe Now option is used for registering the E-mail Account. Enter all the information asked in that form as per the instructions given. The hint question and the hint answer are for the future use in case you forget the password of your mail account. Choose the hint question and the hint answer in such fashion that it will be difficult for others to guess your password but help you in recollecting your password. If you forget your password, then hint question and answer is the only way for us to verify your identity and allow you to reset password on your own. In the Last Net Salary Drawn field, the user should enter the last month's net salary amount as appearing on the salary slip. Upon his approval, an E-Mail account for you will be created. E-mail Id entered has to be in the lower case. Password should be minimum six characters and maximum 8 characters long and should be alphanumeric. Hint Question and Answer selected should be memorable for you since this is the only way to verify when you forget your password. Enter valid details in all other fields.

    To register users who are not direct employees of Godrej but associated with certain Organization, the respective Department Head of that Organization would use option Request and within it select For Non-employee ID option.

    Error Conditions
    If Email ID entered is already present then message Email ID Already Exists is displayed .
    If request for given Email ID is pending then Request Already Given is given.
    Message For Given Salary Code Email ID Already Exists is displayed if Email ID exists for given salary code.
    It is necessary that the Employee salary information is present in the system for subscribing. If not, Your Salary Information is not available in the System is displayed.
    While subscribing system validates the salary entered and if found wrong displays Entered Salary Is Incorrect .




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    Request Approval

     The various requests that are submitted by mail users pending for your approval or pending for your action (for account operator) are displayed here. Select the type of request and the list of requests will be shown. Upon clicking on a particular request number, the details of that request are shown for approval / action. Request action depends on the connectivity of the location server . Hence actions might fail / be slow due to server connectivity.




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    Block Account

    You will use this option to approve or reject the request given by user for blocking an E-mail ID. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, the account will be blocked. Account of priviledged users are not blocked.




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    Create Business E-Mail ID

    You will use this option to approve or reject the request given by the user for creating Business E-Mail ID. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, mail account will be created with the given mail ID. The account will be forwarded to all the mail-IDs that are mentioned in the request.




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    De-Registration of Mail Account

    You will use this option to approve or reject the request given by user for de-registering an E-mail ID. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, the account will be de-registered. In this option, the account is blocked for some specified duration after which it is actually deleted from the system.




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    Forward Mail Account

    You will use this option to approve or reject the request given by the user for forwarding mails to other mail accounts specified by the user. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, mail account will be forwarded to all the mail-IDs that are mentioned in the request.




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    Non-employee E-Mail ID

    You will use this option to approve or reject the request given by the user for creating a non-employee E-Mail ID. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, mail account will be created with the given mail ID.




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    Reset Password

    You will use this option to approve or reject the request given by the user for resetting the password. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, the password will be reset to 'godrej'.




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    Short Messaging Service(SMS)

    You will use this option to approve or reject the request given by the user for enabling the short messaging service. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, the short messaging service will be enabled for the user.




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    Transfer Account

    You will use this option to approve or reject the request given by user for transferring the mail account to other location. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, the account will be transferred to the specified location. It will be done as follows -

    Account will be created on other location.
    If the mail box is to be transferred (depends on the option set in the system parameters) then mail box will be transferred to other location.
    Then the account from the original location will be deleted.




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    Update Business E-Mail ID

    You will use this option to approve or reject the request given by the user for updating the forward mail IDs given by the user. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, mail account will be forwarded to the given mail IDs.




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    Update Profile of Non-employee E-Mail ID

    You will use this option to approve or reject the request given by the user for updating the profile of non-employee associated with the user. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, details of the non-employee will be updated in the system.




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    Urgent E-Mail ID

    You will use this option to approve or reject the request given by the user for creating the e-mail ID for him before his first salary is prepared. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, the mail account will be created.




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    Unblock Account

    You will use this option to approve or reject the request given by the user for unblocking the account. If you are an account operator, action will be taken on this request. All the pending requests are shown.

    The details of the request will be displayed upon on clicking on the request number. You can approve or reject the request. If you approve the request, the mail will be sent to the next approver or the account operator as the case may be. If you reject the request, you are required to give the reason for rejecting it. The request originator will get the mail upon rejection. If you are an account operator, then upon submitting, mail account will be unblocked.




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    Revert Mails

    You can revert the forward account facility that you have enabled using this option. The mails will no more be forwarded to other account/s that you had earlier specified.




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    Query

     Following types of Queries are available for to the end users.

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    User Account Information

    User will use User Account Information option to view various details about the user account for a given period.

    The user will have to fill in the E-mail ID and the period for which user account information is to be displayed. This will display to the user the various details like password reset by the account operator, Number of times account has been blocked, Number of times account has been unblocked, Number of times forward mails facility used, Number of times auto-reply facility has been used, Number of times account has been transferred along with his personal details.




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    User Authorization

    Option User Authorization is used to authorize users to use various options. The user has to be a valid E-Mail user. This option is used by the Account Operator. You have to enter the e-mail ID of the user to whom you want to authorize for using certain options. Upon submitting, the display shows the options that are currently available to the user. You can remove and add certain options. The options will be available to the user after he logs in in the system. The user authorization has to be properly thought as inappropriate authorization may result in serious implications through misuse of the system.




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    Purge Data

    User will use Purge Data option in order to delete all the MailLog data for the year previous year from the EMS system. This option will delete the data from Database after taking backup of the System.




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    Update Associated EmailID

    User will user Update Associated EmailID option to update the associated E-mail ID. User has to enter the associated Email ID. On submitting, system will display the list of Business Email IDs and Non employee Email ID associtaed with the entered Email ID along with checkboxes. System will accept the Email ID by which associated Email IDs to be updated for checked record of Business Email IDs and Non employee Email ID.




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    Associated Query

    User will use Associated Query option to have a query on all Business E-mail IDs and Non Employee E-mail IDs Associated with the entered E-mail ID. The user will enter the Email ID. On submitting, system will display list of all the Business E-mail IDs and Non Employee E-mail IDs associated with the entered Email ID.




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    Salary-EmailID query

    This option will allow account operator to get the details of a particular employee by giving the salary code or EmailID.On submit, all the details corresponding to the EmailID/Salary Code will be dispalyed.




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    Cron Status

    This option allows account operator to query on all the batch runs which are set in the cron for a give date range. On submit, the details viz, start date/time and end date/time as well as status are displayed.




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    Work Flow

    Under Construction ........




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