Add Email Address Format

What is the Email Address/User Name Format?

The Email Address/User Name Format in Gangmates allows you to configure how user email addresses and usernames are generated across your organization. This feature ensures consistency in naming conventions while aligning email addresses with your organization's branding and domain settings.

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Use Cases for Email Address/User Name Format

1. Standardized Communication: Ensures that all users' email addresses follow a consistent pattern, making it easier to recognize and manage email addresses.

2. Custom Branding: Aligns email addresses with your organization's domain and branding standards.

3. Organizational Efficiency: Reduces the chances of duplicate or mismatched email addresses by automating the format.

4. Dynamic Customization: Allows you to define unique formats tailored to your company's needs using custom expressions.

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How to Configure Email Address/User Name Format

Step 1: Access the Branding Section

1. Navigate to the Configurations tab in the menu.

2. Select Branding from the dropdown menu.

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Step 2: Set or Edit the Email Format

1. Click on the Email Format button.

   • You will be directed to the Email Format page.

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Step 3: Configure Email Casing

1. Choose the casing for your email addresses:

   • Lowercase: Standard for most organizations (e.g., [e-mail]).

   • Uppercase: Less common, but useful for specific branding needs (e.g., [e-mail]).

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Step 4: Select Email Domain

1. Choose the domain to be used for your email addresses from the list of available domains.

   • For example: example.com.

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Step 5: Choose Email Format

1. Select one of the predefined formats, such as:

   • [e-mail]

   • first_name[0][e-mail] (e.g., [e-mail])

   • [e-mail]

2. For a Custom Format, refer to the Custom Expressions for Email Generation Guide to define your specific format.

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Step 6: Preview Email Format

1. Select users from your organization to preview how the new email format will look.

2. Verify that the format meets your organizational standards and requirements.

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Step 7: Set Email Format

1. Click on the Set Format button.

   • This ensures all new users will have email addresses generated in the new format.

2. To update email addresses for existing users:

   • Click the Run button under the Email Format section of the Branding page.

   • Important: Before proceeding, ensure all necessary email content migration with your email provider is completed to avoid data loss.

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Best Practices for Managing Email Address Formats

1. Consistency: Use formats that are intuitive and easily recognizable across your organization (e.g., first_name.last_name).

2. Avoid Conflicts: Ensure the chosen format minimizes the risk of duplicate email addresses.

3. Plan Custom Formats Carefully: For custom formats, test extensively to ensure the format aligns with organizational needs.

4. Verify Before Updating Existing Users: Always preview the format and confirm with stakeholders before running updates for existing users.

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Example Scenarios

1. Standardized Employee Emails:

   • Use the format [e-mail] for a professional and consistent look across your organization.

2. Custom Formats for Specific Needs:

   • If your organization prefers shorter email addresses, use first_name[0][e-mail] (e.g., [e-mail]).

3. Multi-Domain Organizations:

   • Assign different domains to employees based on their department or region (e.g., sales.example.com for Sales and tech.example.com for IT).