Company Email Accounts

Account Record,Employee Name,Department,Account Type,Work Email,Aliases,Email Groups,Tool or System,Licence Type,Licence Cost,Currency,Created Date,Created By,Two Factor On,Recovery Email Set,Password Policy Met,Last Access Review,Next Review Due,Access Removed Date,Handover To,Status,Notes,Account ID
ACC-EXAMPLE-001,Example Employee,Delivery,Work Email,employee@example.com,"employee, e.surname","all-staff, delivery-team",Example Mail Service,Per User,1200.00,INR,2026-01-15,Example Requester,TRUE,FALSE,FALSE,2026-02-28,2026-02-28,2026-02-28,Example Successor,Closed,Contract ended 2026-02-28. Access removed and mailbox handed to the Example Successor; licences not reassigned.,(blank)

CREATE TABLE company_email_accounts (
  account_record VARCHAR(255),
  employee_name VARCHAR(255),
  department VARCHAR(255),
  account_type VARCHAR(100) NOT NULL,
  work_email VARCHAR(255),
  aliases VARCHAR(255),
  email_groups VARCHAR(255),
  tool_or_system VARCHAR(255),
  licence_type VARCHAR(100) NOT NULL,
  licence_cost NUMERIC(14,2) NOT NULL,
  currency VARCHAR(255),
  created_date DATE NOT NULL,
  created_by VARCHAR(255),
  two_factor_on BOOLEAN,
  recovery_email_set BOOLEAN,
  password_policy_met BOOLEAN,
  last_access_review DATE,
  next_review_due DATE,
  access_removed_date DATE NOT NULL,
  handover_to VARCHAR(255),
  status VARCHAR(100) NOT NULL,
  notes TEXT,
  account_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW(),
  CHECK (status IN ('Active', 'Suspended', 'Pending Offboarding', 'Closed')),
  -- The core integrity rule: access that has been removed is dated, and live access is not.
  CHECK ((status IN ('Closed', 'Pending Offboarding')) = (access_removed_date IS NOT NULL)),
  -- A review cannot be recorded after the date it was due.
  CHECK (last_access_review IS NULL OR next_review_due IS NULL
         OR last_access_review <= next_review_due)
);

CREATE INDEX idx_company_email_accounts_status ON company_email_accounts (status);

```json
{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Company Email Accounts",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Account Record": { "type": "string" },
      "Employee Name": { "type": "string" },
      "Department": { "type": "string" },
      "Account Type": { "type": "string" },
      "Work Email": { "type": "string", "format": "email" },
      "Aliases": { "type": "string" },
      "Email Groups": { "type": "string" },
      "Tool or System": { "type": "string" },
      "Licence Type": { "type": "string" },
      "Licence Cost": { "type": "number" },
      "Currency": { "type": "string" },
      "Created Date": { "type": "string", "format": "date" },
      "Created By": { "type": "string" },
      "Two Factor On": { "type": "boolean" },
      "Recovery Email Set": { "type": "boolean" },
      "Password Policy Met": { "type": "boolean" },
      "Last Access Review": { "type": "string", "format": "date" },
      "Next Review Due": { "type": "string", "format": "date" },
      "Access Removed Date": { "type": "string", "format": "date" },
      "Handover To": { "type": "string" },
      "Status": { "type": "string" },
      "Notes": { "type": "string" },
      "Account ID": { "type": "integer" }
  },
  "required": [
    "Account Type",
    "Licence Type",
    "Licence Cost",
    "Created Date",
    "Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Account Record | Text | Leave as Text. A human-readable reference you choose, not a generated number, so it stays reproducible |
| Employee Name | Title | Use as the database title |
| Department | Text | Leave as Text |
| Account Type | Select | Add options: "Work Email", "Shared Mailbox", "Tool Account", "Group Address" |
| Work Email | Email | Convert to Email |
| Aliases | Text | Leave as Text |
| Email Groups | Text | Leave as Text. Denormalised list, not a Notion Relation: the directory table is not part of this build |
| Tool or System | Text | Leave as Text. Record the vendor the user named, or a generic value if they did not |
| Licence Type | Select | Add options: "Per User", "Per Team", "Shared" |
| Licence Cost | Number (format: currency) | Convert to Number, set format to Currency |
| Currency | Text | Leave as Text. ISO 4217 code, for example INR, not "Rupees" |
| Created Date | Date | Convert to Date |
| Created By | Text | Leave as Text |
| Two Factor On | Checkbox | Convert to Checkbox |
| Recovery Email Set | Checkbox | Convert to Checkbox |
| Password Policy Met | Checkbox | Convert to Checkbox |
| Last Access Review | Date | Convert to Date |
| Next Review Due | Date | Convert to Date. A recurring review needs a due date, otherwise nothing is ever overdue and the cadence cannot be measured |
| Access Removed Date | Date | Convert to Date. Leave EMPTY while the account is live; set it on the day access is actually removed, never as a forecast |
| Handover To | Text | Leave as Text. A person, so a name and not a relation; the directory owns the person record |
| Status | Select | Add options: "Active", "Suspended", "Pending Offboarding", "Closed" |
| Notes | Text | Leave as Text |
| Account ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays `currency`, dates stay `date`,
and anything pointing at another table stays `relation`.

## Field Reference

| # | Field | Type | SQL | JSON Schema | Notion | CSV example |
|---:|---|---|---|---|---|---|
| 1 | Account Record | `text` | `VARCHAR(255)` | `string` | Text | `ACC-EXAMPLE-001` |
| 2 | Employee Name | `text` | `VARCHAR(255)` | `string` | Text | `Example Employee` |
| 3 | Department | `text` | `VARCHAR(255)` | `string` | Text | `Delivery` |
| 4 | Account Type | `select` | `VARCHAR(100)` | `string` | Select | `Work Email` |
| 5 | Work Email | `email` | `VARCHAR(255)` | `string, format: email` | Email | `employee@example.com` |
| 6 | Aliases | `text` | `VARCHAR(255)` | `string` | Text | `employee, e.surname` |
| 7 | Email Groups | `text` | `VARCHAR(255)` | `string` | Text | `all-staff, delivery-team` |
| 8 | Tool or System | `text` | `VARCHAR(255)` | `string` | Text | `Example Mail Service` |
| 9 | Licence Type | `select` | `VARCHAR(100)` | `string` | Select | `Per User` |
| 10 | Licence Cost | `currency` | `NUMERIC(14,2)` | `number` | Number (format: currency) | `1200.00` |
| 11 | Currency | `text` | `VARCHAR(255)` | `string` | Text | `INR` |
| 12 | Created Date | `date` | `DATE` | `string, format: date` | Date | `2026-01-15` |
| 13 | Created By | `text` | `VARCHAR(255)` | `string` | Text | `Example Requester` |
| 14 | Two Factor On | `checkbox` | `BOOLEAN` | `boolean` | Checkbox | `TRUE` |
| 15 | Recovery Email Set | `checkbox` | `BOOLEAN` | `boolean` | Checkbox | `FALSE` |
| 16 | Password Policy Met | `checkbox` | `BOOLEAN` | `boolean` | Checkbox | `FALSE` |
| 17 | Last Access Review | `date` | `DATE` | `string, format: date` | Date | `2026-02-28` |
| 18 | Next Review Due | `date` | `DATE` | `string, format: date` | Date | `2026-02-28` |
| 19 | Access Removed Date | `date` | `DATE` | `string, format: date` | Date | `2026-02-28` |
| 20 | Handover To | `text` | `VARCHAR(255)` | `string` | Text | `Example Successor` |
| 21 | Status | `select` | `VARCHAR(100)` | `string` | Select | `Closed` |
| 22 | Notes | `long_text` | `TEXT` | `string` | Text | `Contract ended 2026-02-28. Access removed and mailbox handed to the Example Successor; licences not reassigned.` |
| 23 | Account ID | `id` | `SERIAL PRIMARY KEY` | `integer` | Text (preserve source ID) | (blank) |

## Select Options

**Account Type**

**Licence Type**

**Status**

## Relations

Link fields: none

`Email Groups` and `Handover To` are **not** relations. `Email Groups` is a denormalised comma-separated list of
group addresses, and `Handover To` is a person named inline rather than a foreign key. The directory table that
owns people is not part of this build, so no Notion `Relation` is created here and inventing a target database is
forbidden. `Link fields: none` therefore means this table holds no foreign key, not that the register has no
linkage to people - the linkage is by name, and it will drift from the directory.

## Examples

**Prompt**

**Context first** - one question per message, nothing already answered:

> **Q:** Which tools?
> **A:** Google, Slack and the CRM.
>
> **Q:** Who is admin?
> **A:** One person, no backup.
>
> **Q:** How do you track it?
> **A:** Nowhere.

**Recommended next step** - offered, not built:

> Build an account register tied to people records, then provision and remove from that one list.
>
> Workflow: Joiner → Create accounts → Assign tools → Leave → Remove access → Log
>
> Want the CSV, SQL, JSON Schema and Notion mapping for this?

## Best Practices

- Build when requested; recommend and offer a build for advice-only requests.
- One question per message. A batched intake reads as a form and gets guessed at.
- Keep display names identical across CSV and JSON; document normalized SQL identifiers.
- Use `relation` for anything that points at another table, `text` only for free text.
- Money fields are `currency`, never `text`. Dates are `date`, never free text.
- If the user requests an example row, keep it obviously fake so nobody imports it as real data.

## Limitations

- Empty template only. It does not compute payroll, tax, leave balances or KPIs.
- Notion relations need both databases imported before the link column resolves.
- Select options are a starting set. Rename them to match how the business talks.
- No automation, reminders or sync. Those need the integration layer.
- Does not create or delete accounts. It only records what should exist.
- Legal, tax and HR review is still required before this drives real decisions.

## Security & Safety Notes

- Never fill in real names, salaries, medical or banking data. Placeholders only.
- Label example rows as synthetic, and keep bank details masked.
- Local reads, generation commands, and validation are part of a requested artifact build.
  External writes, messages, provisioning, and publication require authorization for that
  action and target; existing explicit authorization does not need to be repeated.
- If sensitive data is supplied, avoid repeating unnecessary identifiers. Use only what
  the requested review needs; keep generated templates empty. Do not claim deletion
  from the conversation or service storage.
- Privacy, legal and disciplinary cases need a qualified human reviewer before anything
  is acted on.

## Common Pitfalls

- **Problem:** a static mapping is described as a completed workspace build.
  **Solution:** deliver manual mappings without a connection; claim a live change only
  after the authorized tool operation succeeds.
- **Problem:** asked all six questions in one message.
  **Solution:** ask one, wait, and drop any the first answer already covered.
- **Problem:** built a full system when one table was asked for.
  **Solution:** build what was requested; mention the parent skill separately.
- **Problem:** all four artifacts drift apart.
  **Solution:** derive all four from the field list in this file, never by hand.
- **Problem:** an account reads `Active` but has an `Access Removed Date`.
  **Solution:** one of the two is wrong. Never pre-fill the removal date with a forecast, and fix the pair rather than leaving them to disagree; the SQL CHECK refuses both the contradiction and an undated `Closed` record.
- **Problem:** a review is overdue but nothing is flagged.
  **Solution:** `Last Access Review` is a history field and never goes stale on its own. `Next Review Due` is the deadline; compare the two instead of reading the last date as the current state.
- **Problem:** Notion import shows every column as Text.
  **Solution:** that is expected. Apply the property mapping table once, after import.

## Related Skills

- [Module Catalog](https://github.com/sickn33/agentic-awesome-skills/blob/main/CATALOG.md) - find the relevant module, then read its skill.
- @people-directory - the employee master record most modules link to.
- @notification-reminder-hub - turns due dates in this module into reminders.

## Reusable Prompt