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Deleting User Accounts
We are struggling to come up with a usable process for removing access when a licensed user leaves the company. Especially when they own several sheets and workspaces. If I transfer the sheets using user management, they all need to go to an individual licensed user. If they are not shared on a workspace, those sheets are transferred to their "Sheets" folder and they have no idea where they came from because they cannot see the workspaces. Even If I download the User Access Sheet, it lists the sheets but not the workspaces.
Does anyone have a process which they use to eliminate this confusion?
Comments
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Travis EmployeeHi Scott - When user leave a company, SysAdmins will typically bulk transfer their sheets to another licensed user before removing the user from the account. When the sheets are transferred they are added to a folder called “Transferred from [email address of previous owner]”. This will identify any sheet that was transferred (except for sheets transferred that are located in a workspace the recipient is shared to). If the recipient is not shared to a workspace sheets are transferred from, they will be removed from the workspace and added to the “Transferred from …” folder (as you have seen, this does not specific which workspace the sheet came from). This is a security control that prevents the recipient from automatically being shared to or see information about a workspace they were not previously shared to. Some other members of the Community might be able to give suggestions for how they handle these situations.
Categories
They can be added if they use a different domain.<\/p>
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If they are licensed on another account, they would need to either be first removed from that account (can cause some logistical headaches) or added as an unlicensed user on your account.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":543,"urlcode":"licensed-users","name":"licensed users"}]},{"discussionID":108786,"type":"question","name":"Can't Save Field Logic Updates in Dynamic View","excerpt":"Hi all, I've seen a few similar posts regarding this, but they were from a few years back so not sure if anything has changed. I want to add Field Logic to a field in our form. It asks the user to select a Category and to deter using Issues\/Miscellaneous, I have added a dropdown column in the sheet for the user to confirm…","snippet":"Hi all, I've seen a few similar posts regarding this, but they were from a few years back so not sure if anything has changed. I want to add Field Logic to a field in our form. It…","categoryID":322,"dateInserted":"2023-08-10T14:14:23+00:00","dateUpdated":null,"dateLastComment":"2023-08-10T16:42:12+00:00","insertUserID":158227,"insertUser":{"userID":158227,"name":"BristolCVN","url":"https:\/\/community.smartsheet.com\/profile\/BristolCVN","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-10T15:49:46+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":8888,"lastUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-10T19:35:44+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":19,"score":null,"hot":3383364395,"url":"https:\/\/community.smartsheet.com\/discussion\/108786\/cant-save-field-logic-updates-in-dynamic-view","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108786\/cant-save-field-logic-updates-in-dynamic-view","format":"Rich","tagIDs":[443],"lastPost":{"discussionID":108786,"commentID":390063,"name":"Re: Can't Save Field Logic Updates in Dynamic View","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390063#Comment_390063","dateInserted":"2023-08-10T16:42:12+00:00","insertUserID":8888,"insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-10T19:35:44+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/8C0H47JEM9MT\/fieldlogic.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"fieldlogic.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-10T15:49:43+00:00","dateAnswered":"2023-08-10T14:51:23+00:00","acceptedAnswers":[{"commentID":390035,"body":"
Hi @BristolCVN<\/a> <\/p> I hope you're well and safe!<\/p> You must add\/change the Rule #1 name.<\/p> Did that work\/help? <\/p> I hope that helps!<\/p> Be safe, and have a fantastic week!<\/p> Best,<\/p> Andrée Starå<\/strong><\/a> | Workflow Consultant \/ CEO @ WORK BOLD<\/strong><\/a><\/p> ✅Did my post(s) help or answer your question or solve your problem? Please support the Community by <\/em>marking it Insightful\/Vote Up, Awesome, or\/and as the accepted answer<\/em><\/strong>. It will make it easier for others to find a solution or help to answer!<\/em><\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":443,"urlcode":"dynamic-view","name":"Dynamic View"}]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&siteSectionID=0&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":10000,"limit":3},"title":"Trending Posts","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">
