← Customer 28574383

#23852 ZACC Follow Up

Resolved Created Jul 12, 2023, 6:47 PM Resolved Jul 14, 2023, 9:23 PM
System (internal) Jul 12, 2023, 6:47 PM 
Created from Lead: https://artichoke.shield.syncromsp.com/leads/20016581/convert
Check-in (internal) Jul 12, 2023, 6:47 PM 
Happy Wednesday Peet!!

Hope you're having a great week!

So right off the bat, and I really wish I didn't have to say this, we get to immediately test our new system! Due to an HR issue, we (ideally) need the access (to both the old G suite and current systems) for [email protected] to be cut off at 6pm tonight. Is that as simple as me changing the passwords and resharing with you?

On the opposite end of the spectrum, we need to establish an email address for our Education Coordinator, Daina Grand. She's been here since just before the switch and similar to Caitlin, we didn't want to add a new email into the mix.

Caitlin and I did manage to sneak away for a few moments yesterday to discuss our tech situation further. I'm still crunching the numbers, but as a fair heads up it's looking like for this year at least we're going to end up sticking with the hourly fee since we've gotten back to a point of stability and will hopefully only be light level tickets the rest of the year. We recognize that we still have a ton of work to do in this regard, but similar to the context of our work with you, we have to shift our current available resources to close out some other loose ends. We're hoping for and working towards having this as a dedicated line item in the budget by this next year.

Can't express how much I appreciate the work that you've done for the ZACC - please let me know if there's anything further I can do at this time to help facilitate the above.

Thanks again!
Heather
Artichoke Support - Peet (internal) Jul 12, 2023, 9:42 PM 
So the process for turning down a user on M365 is more involved than changing the password. I'm going to make some assumptions and you let me know if they meet your exceptions ...

You'd like to have Noelle no longer have access to [email protected]. And along with that also not have access to the Consumer Gmail account.

Where I'll be making an assumption is that you'd like to continue to access her existing Email Mailbox and would like an auto responder that says something to the effect of "Noelle doesn't work here ... Please contact XXXXXX. For your convince your email has already been forwarded to them. For immediate help call XXXX" There's a good default reply in M365.

You'd also like to have access to Noelle's OneDrive to ensure there's no documents you need in there.

Is there anything els you'd like done with Noelle's M365 User? If the answer's no, I can initate a deletion of Noell's account and convert her mailbox to a shared mailbox and share it with, you? Someone else? That mailbox will be fully accessible in the webmail and you can browse the content at any time. The person that becomes the owner of the shared mailbox is also the one that is noted by default to be contacted instead of Noell. If they are different people, let me know.

OneDrive documents are then accessible for 30 days to whomever you designate. The will receive an email with a link to the Onedrive folder. Anything that needs to be downloaded or moved can be done in the OneDrive web interface.

As for the Gmail account is as easy as changing the password and any recovery questions. That account just needs to sit off to the side as everything pertinent to he the noelle mailbox will be in the M365 account.

Once the M365 is converted to a shared mailbox and deleted, the new person can be created and licensed without having to purchase another license of M365 Business Premium.

I'll touch on the rest of your ticket after I make sure the above is your goal.
customer-reply (internal) Jul 13, 2023, 9:29 PM 
Thank you so much for your patience Peet!!

Without really getting into it, I had to leave that HR meeting before it was done and found we had to get some additional guidance because of where we're at HR-wise. After all the meetings (oh man - everyone eats lunch at 3:30 right?) I can confirm you nailed it, so I'm going to copy/paste and add in my answers.

You'd like to have Noelle no longer have access to [email protected]. And along with that also not have access to the Consumer Gmail account.

Correct!

Where I'll be making an assumption is that you'd like to continue to access her existing Email Mailbox and would like an auto responder that says something to the effect of "Noelle doesn't work here ... Please contact XXXXXX. For your convince your email has already been forwarded to them. For immediate help call XXXX" There's a good default reply in M365.

Correct! We've confirmed that we'll be saying "Please contact our Events Director Mikyla Veis." and "Call 406-549-7555".

You'd also like to have access to Noelle's OneDrive to ensure there's no documents you need in there.

Correct! I basically want to be sure that we have continued access to all those documents to be safe - and looks like we just use the link mentioned below to make sure we download everything in the 30 day window.

Is there anything else you'd like done with Noelle's M365 User? If the answer's no, I can initiate a deletion of Noelle's account and convert her mailbox to a shared mailbox and share it with, you? Someone else? That mailbox will be fully accessible in the webmail and you can browse the content at any time.

The person that becomes the owner of the shared mailbox is also the one that is noted by default to be contacted instead of Noell. If they are different people, let me know.

I believe the answer is no. If her mailbox is a shared mailbox and we have access to the OneDrive documents we should be good to go.

If we are able to share with more than one person, I'd like myself and Mikyla (Noelle's supervisor) to have that access. If only one of us can have it, it's more important that Mikyla be able to have access so she can find and continue conversations if need be, and also as the person who will be the default contact.

OneDrive documents are then accessible for 30 days to whomever you designate. The will receive an email with a link to the Onedrive folder. Anything that needs to be downloaded or moved can be done in the OneDrive web interface.

Roger that!!

---------------------------------------------------------------

From: Artichoke Support - Peet <[email protected]>
Sent: Wednesday, July 12, 2023 3:42 PM
To: Heather Stockton <[email protected]>
Subject: ZACC Follow Up (message id: 70308382)
Artichoke Support - Peet (internal) Jul 13, 2023, 9:50 PM 
Okay, you should be set.

- Noelle's account is deleted
- Her mailbox is converted to a Shared Mailbox. It's shared with you and Mikyla
- Mikyla has been given access to her OneDrive for 30 days
- The account [email protected] has been created and licensed
- The password is in 1Password.

I'm pretty certain that the shared mailbox *should* auto show up for you both online, but if it does not, please look here for instructions on how to shared mail boxes online: https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-on-the-web-98b5a90d-4e38-415d-a030-f09a4cd28207

In mobile:

https://support.microsoft.com/en-au/office/add-a-shared-mailbox-to-outlook-mobile-f866242c-81b2-472e-8776-6c49c5473c9f

Outlook Windows (though I'm sure this is auto subscribed):

https://support.microsoft.com/en-us/office/open-and-use-a-shared-mailbox-in-outlook-d94a8e9e-21f1-4240-808b-de9c9c088afd

Outlook for Mac

https://support.microsoft.com/en-us/office/open-a-shared-mail-calendar-or-people-folder-in-outlook-for-mac-6ecc39c5-5577-4a1d-b18c-bbdc92972cb2

Cheers.Peet
customer-reply (internal) Jul 13, 2023, 10:59 PM 
You are AMAZING!!!! Thank you so much!!

---------------------------------------------------------------

From: Artichoke Support - Peet <[email protected]>
Sent: Thursday, July 13, 2023 3:50 PM
To: Heather Stockton <[email protected]>
Subject: ZACC Follow Up (message id: 70308382)
customer-reply (internal) Jul 14, 2023, 8:14 PM 
Hi Peet!!!

Heads up that was me just now!!

Mikyla is able to access Noelle's email with no problem, but we've both tried and neither of us can see Noelle's OnePoint/Drive information anywhere in Mikyla's email or in her OnePoint account. Seems like it should be hiding in a "shared with" folder, but again, we're not seeing it. Are we having a dumb day??

Thanks so much!

---------------------------------------------------------------

From: Artichoke Support - Peet <[email protected]>
Sent: Thursday, July 13, 2023 3:50 PM
To: Heather Stockton <[email protected]>
Subject: ZACC Follow Up (message id: 70308382)
Artichoke Support - Peet (internal) Jul 14, 2023, 8:29 PM 
Mikyla will have received an email around 3:40/3:50 yesterday with a link to the One drive, it should be something like:

[https://zootownarts-my.sharepoint.com/personal/noelle_zootownarts_org/.](https://zootownarts-my.sharepoint.com/personal/noelle_zootownarts_org/)

Actually, that is the link, just tested with Mikyla's account.

Cheers.Peet
customer-reply (internal) Jul 14, 2023, 8:42 PM 
Thank you so much!!

I thought the same thing and asked her to look, but she wasn't seeing it for whatever reason. Appreciate the resend!!!

Thanks so much Peet!

---------------------------------------------------------------

From: Artichoke Support - Peet <[email protected]>
Sent: Friday, July 14, 2023 2:29 PM
To: Heather Stockton <[email protected]>
Subject: ZACC Follow Up (message id: 70308382)