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When to Unlink a User Email Address for Reuse

An email address can only be linked to one Recordbase user account at a time. Before reusing an email address on a new user account, you may need to unlink it from the existing account.

 This article explains when it is appropriate to unlink an email address yourself and when assistance from Wild Bamboo Support is required. 

What happens when you unlink an email address

  • Unlinking an email address:

    • Removes the email address from the user account.
    • Disables the user account.
    • Allows the email address to be reused on another user account.

 If a disabled account with an unlinked email address needs to be restored, Wild Bamboo Support must perform the reactivation. 

When you can unlink an email address

  • You can unlink an email address when:

    • The existing user account is already disabled, or will be disabled as part of the process.
    • The email address is being reassigned to a new employee and will be used on a new user account.

Example

A staff member has left the organisation and their user account has been disabled. Their email address needs to be reassigned to a new employee.

In this scenario, you can proceed with unlinking the email address.

For instructions, see How to unlink a User's Email Address for reuse

Training Sites

If you use a Recordbase Training environment, ensure the email address is unlinked in both the Live and Training environments.

 When to Contact Wild Bamboo Support 

Contact Wild Bamboo Support  if any of the following situations apply:

  • The email address is currently linked to a user who still requires access to Recordbase.
  • A user's email address needs to be changed from a shared or generic email address to a personal company email address (or vice versa).

 As a security best practice, Wild Bamboo recommends assigning individual user accounts to named users and avoiding shared or generic accounts wherever possible to support accountability, auditing, and access management. 

  • An email address was previously unlinked and now needs to be reconnected to a returning employee's account.
  • An email address has been accidentally unlinked.
  • You are unsure whether it is appropriate to unlink the email address.

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