Retain information from former users (ex employees)
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?
A really great suggestion! The name of the former employee could just be greyed out instead or put "Deleted user" inside ().
Thanks again for posting in this forum Sam Pruyn! And thanks for supporting Anders Kilbrandt 👍
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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)?
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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