Retain information from former users (ex employees)

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I recently asked my success manager assigned to my account about this so I figured I'd post it here.  I've run into the situation where I want to retain context from the project and task comments of a former project manager.  I learned from experience that if I delete the user account, everywhere they left a comment or took an action, it will just say "deleted user."  This makes it difficult to distinguish one former PM from another.  My current work around is to deactivate the user account and switch it to a collaborator so it isn't eating up a regular user license, rather than deleting the account.  This becomes less than ideal since you can technically still assign tasks/projects to these accounts and @mention them.  There should be some limited user license/account type, like a dead account, that retains the users comments and actions, but doesn't include them in the list of assignable or @mentionable users.  Anyone else have this issue? 

 
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A really great suggestion! The name of the former employee could just be greyed out instead or put "Deleted user" inside ().

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Thanks again for posting in this forum Sam Pruyn! And thanks for supporting Anders Kilbrandt 👍

I'm passing your feedback to our Product team.

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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This cannot be the only thread on this issue and yet I'm not finding any other posts on how others either retain resource specific entries from former users or an update to features that helps resolve this issue. Additionally, I have integrations and accounts to transition as I offboard/onboard employees.

Is there a standard workaround aside from keeping the user active as a contributor (which I presume is done after switching out active assignments based on that user)?

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Hi Kacy Deering, thank you for posting. It's possible for the user to unassign themselves and transfer all the tasks/projects/folders/spaces they are owners of to another user before leaving. You can maybe use one dummy user to cover everyone who is offboarding and re-assign everything to this dummy user. 

I suggest using a use case template to track the steps/tasks before someone leaves so there are no missing steps. Would that help? 

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Lisa This issue is now coming home to roost as I just had my wrike renewal zoom meeting with Peter Carr and I was told that I might be charged extra for these collaborator accounts that are essentially dead accounts strictly used for historical context.  Shifting tasks to a new worker isnt the issue.  Retaining historical context in project comments, previous ownership, comparative analytics, all of it is at risk when you are forced to delete user accounts of former employees.  I just cant believe this issue hasnt received more attention

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Hello Sam Pruyn, thank you for your comment. May I please ask you to elaborate on the issue you are experiencing related to deleted users?

For instance, previously you mentioned that "everywhere they left a comment or took an action, it will just say 'deleted user'", however, this is not the expected behavior, since you should be able to see the name of the user in the item (task, project, etc.) where they left a comment.

Are you experiencing a different behavior? In that case, I'd open a ticket with our Suppor Team so that they could investigate your case.

Thank you!

Juan Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices

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Juan I havent tested it recently so I suppose it may have been fixed.  I will set up a test on my system and see if I get the same behavior as you show.  If so that would be great!  

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Thank you Sam Pruyn, looking forward to hearing back from you 👍

Juan Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices

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Juan  I can confirm that this now works as you indicated!  I wonder how long ago it was fixed?  This should be marked as implemented.  Thanks!

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Hi Sam Pruyn, glad to hear this is working for you now! I've marked the post as completed 👍

Juan Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices

Juan Wrike Team member Conosci le straordinarie funzionalità di Wrike e le best practices

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