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How to manage obsolete users?

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How do I manage users that left the company? Originally I simply removed the name from the Person data type in the SOX database and deleted the user from the Workspace and Organization. However, I noted that this has an impact on document history (in documents, spreadsheets...) as the editor name is replaced in the history with "Author not found".  

Till now I kept these users but removed all roles and group memberships. However, over the years the number of these nominal members grow and grow.

How to remove these users without affecting the history?

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Comments

4 comments

Date Votes
  • Liz Walters

    Hi Udo,

    Thank you for your question! A common approach that we see is to leave the name of the inactive user in the Person record but add "INACTIVE" in front to make it more clear. This way, you'll be able to keep a record of the user's actions, but it'll be easy to tell that they are not a current user. Hope this helps! 

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  • Candice Adams

    We are struggling with this as well. We have run many internal tests and have not found the best way to remove and keep history. It is not ideal to keep all the obsolete users in the application. It is our best practice to do user reviews of all systems and remove user accounts as needed.

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  • Karen Charlton

    Since I also ran into the issue of "Author not found", I suspended users who we no longer want to have access to our organization. Are there potential problems with this approach?

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  • Mike

    Hi Karen!

    That's good approach. The only problem would possibly be that when the user attempts to regain access they'd not be able to until you manually un-suspend them, though I'm guessing you're likely aware of this.

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