We’ve introduced a new flow to ensure continuity when a user is deleted or deactivated. If the user being removed has items assigned to them, you’ll now be prompted to reassign those items to another active user on the team.

What’s new?

• When deleting or deactivating a user, a "Delete/Deactivate user & reassign items" dialog will appear only if the user has items assigned to them.

• The dialog displays:

  • The number of items currently assigned to the user

  • An option to reassign all items to another user

• Admins can choose one of the following:

  • Delete/Deactivate user & reassign items: All items are reassigned to the selected user. An email is sent listing all reassigned items. A separate email is sent just to the Admin user confirming the delete and reassignment.

  • Only delete/deactivate user:

    • With delete, the user is removed, and their items are unassigned. An email with the list of updated items is sent to the Admin.

    • With deactivate, the user is deactivated. Items are still assigned to the deactivated user and can be used to filter content. No email is sent.

  • Cancel: No action is taken.

Context-aware reassignment

• When deleting an advisor on a spoke, only items from that spoke are considered for reassignment, and only users/advisors from the same spoke can be selected.

• When deleting a respondent (third-party user):

  • Only users from the same third party (or third parties, if the respondent is linked to multiple) are available for reassignment.

  • If no valid users are found for reassignment, the UI will display a message indicating this and reassignment option will be unavailable.

Upcoming ➡️

In an upcoming release, we will offer further automation of ownership reassignment, in particular to handle user deletion or de-activation that occurs via SCIM Provisioning and bulk operations. New button to reassign all items from one user to another, directly from the Users page.

This change improves governance and auditability by allowing better control over ownership of items when team members are removed. Guidance is available on this KB article.