How are existing records handled?
Users will have records, comments, and updates. When inactivating a user, as admin, you will be prompted to select an alternate user to transfer ownership of records.
The table below identifies the transferred records if an alternate user is selected.
|Open records||Open records get transferred to the alternate user. ‘Assigned to’ field is updated with the transferred user name.|
|Closed records||Closed records do not get transferred. They remain assigned to the inactive user.|
|Shared Calendar||Shared Calendar doesn’t show inactive users’ activities.|
|Reports||Reports ownership changes to transferred user.|
|Scheduled Reports||Scheduled reports are not sent to inactive users.|
|Filters||Records assigned to inactive users will still be available for filtering. The user name will appear in following format - (deleted)[Inactive username]|
|Comments||Comments posted by inactive user do not get transferred.|
|Workflows emails||Workflows actions do not get triggered for records that continue to be assigned to inactive users.|
|Sales Insights||Charts show both active and inactive users activities. Eg, Pipeline activity by owner report displays both active and inactive users.|
Note! If the admin doesn’t select an alternate user, the “Assigned to” and “Created by” fields of all the open records retains the inactive user’s name.