company-email-accounts – skill Marketing & SEO cho agent AI

Company Email & Accounts

What it is: Work email, groups and tool accounts for every person.

Overview

Works out the smallest useful Company Email & Accounts setup for the business in front of it, then

builds it only when asked. The default output is a short recommendation, not a

spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on

request, from one field list so they cannot drift apart.

Layer: Layer 3: Onboard. Fits: Starter stage. Table code: n/a.

When to Use This Skill

• company email accounts
• work account register
• google workspace account list
• tool account tracker

Also use it when the user says "work email, groups and tool accounts for every person", or describes the same process happening in a

spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces

empty templates only - it never holds or processes real employee or customer data.

How It Works

No shared execution-contract file is bundled; use this file’s bounded template workflow and the current host’s authorization rules. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

> Q: Which tools need an account per person?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a

time, and stop as soon as the remaining answers would not change the output.

• Tools - Which systems? / Google Workspace? / Any paid tools?
• Accounts - Who is admin? / Backup admin? / Per user or per device?
• Security - Two-factor required? / Password manager? / Shared logins in use?
• Current process - Where is the list now? / Admin console or nothing? / Orphaned accounts?
• Outcome - What do you need? / An account register, provisioning or removal?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless

they ask, and it never carries a value the user did not give.

module: company-email-accounts
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Tools": null
  "Accounts": null
  "Security": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Build an account register tied to people records, then provision and remove from that one list.

Why this one: Account sprawl is a security problem, not an admin problem. A register supports reconciliation but does not itself discover or revoke access, sessions, keys, groups or delegated permissions.

Workflow: Joiner → Create accounts → Assign tools → Leave → Remove access → Log

The one rule that makes this register mean anything: Access Removed Date is empty for as long as the

account is live, and is set on the day access is actually removed. Never pre-fill it with a planned or

probable leaver date, because a removal date that was only a forecast is indistinguishable from one that

happened, and the register is read to answer "does this person still have access". A record that is Active

with a removal date is a contradiction: fix the status or clear the date, never leave both. Closed must carry verified removal evidence/date. Pending Offboarding remains undated until removal is actually verified; do not mark it complete from a planned leave date.

Security columns are facts, not targets. Two Factor On, Recovery Email Set and Password Policy Met

record what is true now. They are not a to-do list and must never be pre-set to TRUE to close a ticket. When

one is FALSE, Status may be Active - the account genuinely exists - and the fix is the review, not a

reclassification. Never disable a control in order to make a record look compliant.

Recurring review needs a due date. Last Access Review alone cannot go stale, because it always shows the

most recent review and never says the next one is late. Next Review Due carries the deadline; a review is

overdue when the due date has passed and Last Access Review is still earlier than it. Do not add a `Review

Frequency` field unless the user states one - the cadence is theirs, not this module's to invent.

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the

requested artifacts. For machine-readable text, keep prose outside the data; for files,

provide a usable link. Report material validation failures or limitations separately.

**A selected Notion output is rendered by notion-manual-import, so route the

Notion step there.** When the user selects Notion, hand that step to

@notion-manual-import: it holds the CSV, the property

mapping, the import steps and the verification checklist, and it renders the Field

Reference below instead of defining a table of its own. Do not restate the mapping

here and do not improvise the import steps. Manual CSV and mapping outputs need no

connection. For requested workspace changes, follow the shared contract: verify actual

tool access and the target before writing. A user saying "connected" is not tool evidence.

Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the

text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user

requests a workbook.

A CSV carries no types, so after it, name the columns

that need a number, date or currency format applied.

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,[email protected],"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.,ACC-001

CREATE TABLE company_email_accounts (
  account_record VARCHAR(255) NOT NULL UNIQUE,
  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),
  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,
  handover_to VARCHAR(255),
  status VARCHAR(100) NOT NULL,
  notes TEXT,
  account_id VARCHAR(255) 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 = 'Closed') = (access_removed_date IS NOT NULL)),
  CHECK (access_removed_date IS NULL OR access_removed_date >= created_date),
  CHECK (licence_cost IS NULL OR licence_cost >= 0)
  -- Late reviews are real history: never reject last_access_review > old due date.
  -- Advance next_review_due after completed review under the approved cadence.

);

CREATE INDEX idx_company_email_accounts_status ON company_email_accounts (status);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Company Email Accounts",
  "type": "object",
  "additionalProperties": false,
  "properties": {

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