A Planhat user's email address is used for authentication, and to sync emails into Planhat, among other things. It is a sensitive field, and as such some additional field permissions and restrictions apply.
Contents:
Managing your own Email Address in Planhat
In order to change your own email address in Planhat, the following conditions must be fulfilled:
You are not changing the domain of the email address
You have permission to update the user email field (found under model permissions > user model > email system field permission)
OR you have permission to "manage all emails" (see more below)
Managing other users' Email Addresses in Planhat
In order to change other users' email addresses in Planhat, the following conditions must be fulfilled:
You are not changing the domain of the email address, and your domain is the same as the domain you are changing
The user whose email you want to change, does not have access to more than one tenant
You have permission to "manage all emails" (found under workflow permissions > "manage all emails")
Where to Change Emails
Emails are changed from the User Profile, as outlined in the below images
Notes on Security and Permissions for Email change
If you have access to manage roles and permissions, but can not find the "manage all emails" permission, the permission may not be enabled for your tenant. Contact your CSM or Planhat support to inquire about enabling this permission
If you need to change the email domain of one or several user emails, contact your CSM
If you need to change the emails of users that have access to other tenants, contact your CSM
Notifications: When your email is changed by another user, the following users receive notification emails:
The old email
The new email
All users with "manage all emails" permission, on the tenant in which the email was changed
In Planhat, it is possible for the same user (email address) to have access to multiple tenants. This is the reason for limiting the ability to change email domains, and for preventing "admin" email changes to users with access to several tenants.
Managing Email when Deleting Users
If you want to change a user's email, to an address already in use by another user, it is important to follow these steps:
Scenario:
user 1 has email x, want to change it to y
user 2 with email y already exists
change email of user 2 to z, then delete/archive the user
change email of user 1 to y
The reason you should change the email of user 2, before potentially archiving or deleting, is that, even when deleting a Planhat user, the email will be stored for a time in our database. That means another user can't be created or updated with the same email address.
When you delete a user in Planhat, you are given the option to reassign a number of things to other users (such as tasks, filters, pages, et.c.). Read more about that in this article.