Administration
Removing someone
What happens to their work, their pending signatures and their documents.
Someone is leaving. The urgent thing is to cut their access; the important thing is that their work is not orphaned. They are two different jobs and both are worth doing.
- 1
Remove access today
The same day, not at month end. Their open account is no longer watched by anyone.
- 2
Hand over what they were carrying
Their open cases and pending sends move to someone else. Otherwise they sit waiting for a person who is not coming back.
- 3
Leave their trail alone
What they did stays signed by them, with their name and date. It is not rewritten.
What goes and what stays
| Item | What happens |
|---|---|
| Documents they uploaded | Stay. They belong to the organisation, not to them |
| Cases they owned | Transferred to whoever you say |
| What they signed | Stays signed by them, permanently |
| Their personal account data | Deleted on request, without erasing the record |
Worth knowing
Signatures staying in their name is not an oversight: a signature that changed owner when someone left would prove nothing.
Watch out
If that person was the only administrator, appoint another before removing them. Otherwise the organisation is left with nobody able to change anything.
›Can I restore the account if they come back?
You invite them again. A new account with their history intact.
›What about half-finished signature requests?
They are reassigned to the new owner without redoing the whole circuit.
›Are the third parties they dealt with notified?
Not automatically. If they held a live relationship, it is worth saying so.
A real case
The situation
The purchasing manager leaves with eleven supplier onboardings open.
What you do
- Access is removed on their last day
- The eleven cases move to their replacement
- Their earlier signatures stay in their name
What you get
No supplier is left waiting on an address nobody reads any more.
The situation
Somebody leaves and their access stays active.
What you do
- Revokes access on their last day
What you get
The account reflects who works here.
The situation
Their account is deleted and their actions vanish.
What you do
- Deactivates rather than deletes
What you get
The history stays true.
The situation
Their files stay in their name.
What you do
- Reassigns them before the departure
What you get
No third party is left waiting.
The situation
Notices keep going to their address.
What you do
- Changes the recipient on the files
What you get
Notices reach somebody who exists.
The situation
Closing their open sessions is forgotten.
What you do
- Closes the sessions on deactivation
What you get
Access is genuinely cut.
This article answers
- delete a user from the team
- an employee is leaving what about their account
- transfer someone's cases
- revoke a colleague's access