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 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 email addresses" (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:
The user whose email you want to change does not have access to more than one tenant
You have permission to "manage all email addresses" (found under workflow permissions > "manage all emails")
Where to Change Emails
Emails can be changed in two locations:
Go to the Data Explorer > User page > click on the email field.
Go to the relevant user profile and click on the email field.
When you click on the email field, you will be sent a verification code via email. Once that has been entered, you will be able to update the email address.
Notes on Security and Permissions for Email change
If you have access to manage roles and permissions, but can not find the "manage all email addresses" 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 address of a user who has access to other tenants, please contact the user directly and ask them to make the change.
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 email addresses" 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 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, wants to change it to y
user 2 with email y already exists
Change the 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, etc.). Read more about that in this article.