Add / Delete / Move Users

You can add and delete users from the Postini Compliance Services, by clicking the Add/Delete/Move link on the Users tab. You can also move users from one organization to another, to break off a subset of users into a new sub-org, for example

Adding or moving a user to a particular organization applies that org’s settings to the user. For guidelines on grouping users in orgs, see Plan Your Organization Hierarchy.

Important: There are a number of methods to add users automatically to the Postini Compliance Services. See Add Users Automatically to an Org for a complete list of methods and considerations/advantages to each.

Add Users

For users to receive email protection, they must first be added to the Postini Compliance Services. When a user is added, it receives general policy settings from its organization, and user-level settings from the org’s Default User. The user also can have its own Quarantine for collecting filtered and infected messages.

If your organization uses distribution, or mailing lists, you can add these as users, too. All messages sent to the list will be filtered for all users on the list, even if the users themselves aren’t added to the service.

Before adding a user, you must:

Set up an email account for the user on your server, that allows the user to send and receive email from your server.

Add the user’s domain to the Postini Compliance Services (see Add a Domain for Filtering).

Note: Users and their domains must be added to the hierarchy somewhere below the top-level org. See Hierarchy Requirements & Configurations.

1.	On the Add, Delete, and Move Users page, enter one or more user addresses to add. Separate multiple addresses with a comma or line break.

A user address can contain any ASCII character except following:

< > ( ) [ ] \ ; : @ # = ,

The following characters are acceptable:

. _ -

If the user name contains single or double quotes, these characters must be escaped with a backslash (\). For example:

sara.o\’donnell@jumboinc.com

Tip: Easily add several users at once by pasting their addresses from a text user database.

2.	Optionally choose the organization where you want to add the users. Either select the org from the list, or type its name.

If you don’t specify an organization, users are added to the org containing their domain.

3.	Optionally check “Welcome users upon creation.”

This sends new users a Welcome notification right away. Otherwise, users are welcomed later, during off-peak hours (for example, early morning in Pacific Standard Time). The Welcome New Users notification must be enabled for the users’ org. See Quarantine Summary & Notifications.

4.	Click Add.

You can also add a single user from another user’s Overview page by typing the new user’s address in the New User form. This adds the new user to the current user’s organization.

Delete Users

When users no longer need email protection, you should delete them from the service so you’re no longer billed.

After the user is deleted, subsequent messages sent to that user are bounced or delivered without filtering, depending on how you’ve configured Non-Account Bouncing (see Organization General Settings).

Deleting a user permanently deletes its Quarantine and all messages in it. Before deleting a user, you might want to review their Quarantine and deliver any potentially legitimate messages to the user’s Inbox.

1.	On the Add, Delete, and Move Users page, enter one or more user addresses to add. Separate multiple addresses with a comma or line break.

2.	Click Delete.

WARNING: When once you delete a user, they cannot be restored. You must add the user. Note that you’re not prompted for confirmation.

You can also delete a user from its User Overview page, by clicking the Delete User button.

Note: You can’t delete a Default User if it’s currently assigned to any organizations. See Delete a Default User for more information.

When a User Leaves Your Organization

If a user has left your organization, you have some options other than immediately deleting them from the Postini Compliance Services. Depending upon your company’s policy, you can either:

Change the user name into an alias owned by a manager. The email can be reviewed. See Add a User Alias for more information.

Create a user called “terminations” with the daily message limit set to zero. Then add the former user as an alias to the terminations user. The mail is then bounced, and your former users are grouped in one place.

Set a former user’s daily message limit to zero if aliasing former users under a terminations user is not necessary. With the message limit set to zero, all that user’s mail is then bounced, without ever reaching your server.

Also, if you’re using SmartCreate to add users automatically, subsequent messages to a deleted user can cause the user to be added again, as a provisional user. To prevent this from happening repeatedly, locate the user when re-created, under Provisional Users, and block the user from being added again.

Move Users

After adding users to a particular organization, you might want to move them later, to another org. For example, you might decide to split the New York org into two sub-orgs: Uptown and Downtown. After creating the sub-orgs, you need to move users from the New York org, to the Uptown or Downtown org.

1.	On the Add, Delete, and Move Users page, enter one or more user addresses to move. Separate multiple addresses with a comma or line break.

2.	Choose the organization you want to move the users to. Either select the org from the list, or type its name.

3.	Click Move.

Users retain their existing user-level settings, but acquire new org-level settings from their new organization.

To move a single user, you can also go to General Settings on the user’s Overview page, and enter a new parent organization for the user. See User General Settings.