It goes without saying, but this tool is for official UW-Madison business only.

This tool lists all UW-Madison related email addresses for a customer that come from Person Hub Wide (UDS and IAA) source systems. It is intended to be used when a customer is complaining about an email address in WiscAlerts, Learn@UW-Madison, My UW-Madison, or other UDS-integrated systems.

Known Limitations (not exhaustive):

• It is not intended to diagnose White Pages issues, as there are data sources to White Pages that are not available in this context (but, what you see in here is, FERPA notwithstanding, what these sources are sending to the White Pages.)
• This does not include departmental Office365 personal or service account addresses not submitted from a source or other application-specific email addresses.
• This does not include addresses from the VCA "Affiliates" system

This is intended as a starting point, not a destination, and is not definitive except in what it says (as opposed to what isn't listed.)

Searching

Go to https://on.doit.wisc.edu:395/helpdesk/email/ and enter a PVI. There is no more flexible people search because this is intended to be used as an adjunct to standard troubleshooting.

Results

The results page is a simple table, sorted by email address, of the UW-Madison related email addresses in UDS for a user, along with the source that supplied that address and the date that the address was set. In this example, the users's last name changed after her email address in WiscMail and at State Lab of Hygiene was created, but before she became an employee at UW-Hospital. If she requests that her NetID and WiscMail address be changed, the addresses from Student HR and HR will not change until she requests that they change them. (If she is a current student, her address in UW-Madison Student System will change overnight.)

Source Descriptions and Troubleshooting

UW Health

Addresses submitted from the UW-Hospital and Clinics HR system. The user should see their HR office at the hospital to correct it.

UW Medical Foundation

Addresses submitted from the UW Medical Foundation HR system. The user should see their HR office at the Medical Foundation to correct it. Some users may not know that they are in the Medical Foundation system, they could try their local UW-Madison HR, who may know who the correct contact is.

UW-Madison Student System

Addresses submitted from SIS for UW-Madison students and applicants. The user should go to the Student Center in the portal to correct it. If they have corrected the address in Student Center or don't know how to do that, they should be instructed to contact the Registrar's Office.

UW-Madison HR Email system

Email addresses from the UW-Madison HR Email System. Addresses are maintained in the Personal Information module on the Work Record tab in the My UW-Madison Portal. These addresses cannot be set by HR officers in Workday (formerly HRS), they must be set by the employee in the campus HR email system.

UW-Madison Special Authorizations

Addresses submitted from the UW-Madison Special Authorizations System. This includes all sorts of people from all over Madison. If the person is affiliated with a UW-Madison department or Emeritus/Retiree, he or she should contact the HR Office or other administrators of the department in which they work. If the person is affiliated with a UW-Madison affiliate group (like Wisconsin Alumni Research Foundation (WARF), WiCell, WiSys, Wisconsin Institutes for Discovery, Morgridge Institute for Research, Wisconsin Alumni Association, State Historical Society, US Geological Survey, US Dairy Forage and many others), he or she should contact the HR office for the affiliate who should be able to request the information be updated.

UW-Madison Special Populations

Email addresses coming from identities registered through Special Populations, usually by invite to a Manifest group that is authorized to do so. The end user can maintain this data via Manifest - How to Update a Spec Pop Identity's Name, Email, and/or Date of Birth.

UW-Madison CSIS

Email addresses for Lifelong Learners from the Continuing Studies SIS. The learner is presumably able to update this through CSIS, but I cannot find documentation.

UW Madison Account Recovery

The person's registered account recovery address. The person can change this address through NetID - Modifying your Account and must confirm the change by clicking the link from their email.

UW-Madison Office365 Primary

Office365 Primary as recorded in the Person Hub. Note that because of processing issues this may not match what is in Office365 itself or the Help Desk tools. When in conflict, the data in the Help Desk tools and WiscMail Account Admin is correct and this is lagging. However, this is what will be fed out to views and feeds.

UDS Best Email

The result of computation in side of Person Hub to determine a "best" address for a person. This is delivered to most applications.

Legacy IADS HR

(Legacy - Should not appear) Addresses submitted from the UW System HR System. These addresses are entered on the mainframe via the CPAD transaction by HR Offices and by request of the employee through My UW-Madison. They can take a day or more to flow through. If the user has updated via My UW-Madison and it hasn't taken effect, they should contact their HR Office to ensure that the data has been correctly entered.

Legacy Student HR

(Legacy - Should not appear) Addresses submitted from the UW System Student HR System (A/K/A SHAPS or SAPS). These addresses are entered on the mainframe via CPAD like a non-student employee email address. Students can request these addresses be updated via My UW-Madison, but we have found that they aren't always updated accurately -- the student should be instructed to directly contact their HR Office to be certain. These addresses often get stuck due to problems with the HR system feed to UDS, if the user insists they have updated the email address with their HR Office, a case should be escalated to Middleware for investigation.

As always, Middleware cannot update information from the sources directly. Middleware can assist in diagnostics, but the end-user must make the request to the source to have the address corrected.