Managing User Deactivation Across Sentir

This article is intended for System Administrators. The settings described here are only accessible to users with administrator permissions.

Overview

Properly deactivating users in Sentir is essential to maintaining your organization's data integrity, security, and compliance posture. This article provides a complete workflow for deactivating user profiles while preserving historical records, reassigning critical work, and ensuring continuity across your firm.

Why deactivate instead of delete? Deleting users creates orphan records throughout your Sentir organization, breaking relationships between clients, tasks, processes, and other critical business data. Deactivation preserves these relationships and maintains complete audit trails, which is essential for regulatory compliance and historical reporting in wealth management.

• Reassigning Scheduled Jobs
• Reassigning Microsoft 365 Authenticating User
• Deactivating the User Profile
• Removing Practifi Licenses
• Changing Ownership of Records
  • Entities and Related Records
• Removing a User from a Division
• Removing from Public Groups
• Excluding a Deactivated User from Global Search
• Disabling a User's PractifiU Account

Before You Begin: Planning Your Deactivation

User deactivation affects multiple systems and processes across your organization. Proper planning ensures business continuity and prevents workflow disruptions. The table below outlines essential steps and their business impact.

Step	Required?	Business Impact
Reassign Scheduled Jobs	Yes	Prevents automated processes like Microsoft 365 Sync from failing, ensuring continuous data synchronization
Reassign Microsoft 365 Authenticating User	Yes	If your firm uses Microsoft 365 Sync, this also prevents the integration from failing.
Deactivate User Profile	Yes	Blocks access to your Sentir instance and client data
Remove Practifi License	Yes	Frees licenses for new team members, optimizing your subscription costs
Change Ownership of Records	Recommended	Ensures active client work continues without interruption, and nothing falls through the cracks
Change Owner for Entities and Related Records	Recommended	Maintains accurate client relationships and ownership attribution for reporting and compliance
Remove from Division	Recommended	Keeps organizational structure clean and prevents inactive users from appearing in team rosters
Remove from Public Groups	Recommended	Ensures group membership lists remain current for accurate permissions and reporting
Exclude from Global Search	Recommended	Improves search experience by removing inactive users from search results
Disable PractifiU Account	Yes	Blocks access to training resources and learning materials

Reassigning Scheduled Jobs

Scheduled Jobs automate critical functions like data synchronization, report generation, and system maintenance. When these jobs fail, it can disrupt operations and create data inconsistencies across your firm.

What happens automatically: When a Support User or System Administrator is deactivated, all their Scheduled Jobs transfer to the user who performs the deactivation.

If you need different ownership: You can manually reassign Scheduled Jobs to a specific user before deactivation. We recommend having a System Administrator complete this task before the user profile is deactivated to ensure continuity.

Reassigned jobs retain all original settings. Running jobs cannot be reassigned, which may affect frequent jobs such as Microsoft 365 Sync, which runs every 15 minutes.

Reassigning Microsoft 365 Authenticating User

Sentir's Microsoft 365 Sync can stop working if the authenticating user is deactivated. To prevent disruptions, enter new credentials for the Microsoft 365 Sync before deactivation. The integration can also stop working if the authenticating user changes their password or enables multi-factor authentication. Be sure to keep the authenticating user's credentials up to date. 

Deactivating the User Profile

Deactivating a user profile immediately blocks their access to your Sentir instance and all client data, protecting your organization’s sensitive information.

To deactivate a user:

1. Click the App Launcher located in the upper left-hand corner of Sentir. 
2. Select the Settings app from the available app drop-down menu. 
   
3. Click the caret icon next to the Navigation Menu to open the drop-down menu, then select Access Management.
   
    
4. Select the name card of the user you want to deactivate. If you are deactivating a System Administrator or Support account currently used for the Sentir Updates scheduled job, you must delete and recreate the job under a different user. For further instructions, please see Understanding the Practifi Upgrade Experience in Sentir.
   
    
5. Click the caret in the button row.
   
    
6. Select Deactivate from the drop-down menu. 
   
    
7. A pop-up will display a message advising that the user will lose access until reactivation. Click OK to continue with deactivation.
   

After deactivation:

• The user remains in the complete list of users on the Salesforce backend and in Entity Management in Sentir, but displays as inactive
• The user still appears as a member of public groups until removed manually
• Records remain assigned and owned by the inactive user until ownership is transferred to others
• The user’s profile remains in Chatter but displays as inactive. The user remains the owner of any Chatter group they owned until an admin reassigns ownership

Removing the Practifi License 

Removing the Practifi license from the deactivated user frees up your license allocation for new team members, optimizing your subscription investment.

To remove the Practifi license, click the X beside Practifi under the Licenses section on their user profile. The license is now available for reassignment to another user within your Sentir instance.

Changing Ownership of Records

When a user leaves your organization, their records contain valuable client information, ongoing work, and historical context. Reassigning ownership ensures continuity of service and maintains accurate attribution for compliance and reporting purposes.

You can change ownership for multiple items at once using the Change Owner bulk action. This ensures that client-facing work continues without interruption and new owners receive immediate visibility into their responsibilities. 

This change should be made for Processes, Tasks, Deals, and Services records. Service ownership can also be transferred when owners are changed for Entity records. See the Entities and Related Records section below.

To change record ownership in bulk:

1. Navigate to the relevant page through the Navigation Menu and use the scope selector to view the relevant list of records, e.g., Services in My Divisions within the Servicing & Pipeline page.
2. Use the Owner filter to narrow the results to the deactivated user.
3. Check the box in the header row to select all records owned by the deactivated user. Alternatively, you can check individual boxes if you do not want to reassign all records to the same team member.
4. Click the caret in the button row. 
5. Select Change Owner from the drop-down menu. A pop-up menu appears with the Change Owner workflow.
   
6. In the New Owner field, type the name of the new owner and select them from the search results.
   
7. Click Next. 

Entities and Related Records

Entity records represent your firm’s clients, prospects, and key relationships. Unlike other records, Entity ownership cannot be changed in bulk and must be updated individually to ensure accuracy and proper attribution.

To change ownership for Entity records:

1. Click the Navigation menu and select Directory.
2. If needed, click the view selector and change the view to display Entity records across the division.
3. Use the Owner filter to narrow the results to the deactivated user.
4. Click the name of an Entity record to open it in a new tab.
5. Click the caret in the button row. 
6. Select Change Owner from the drop-down menu. A pop-up menu appears with the Change Owner workflow.
   
    
7. In the record side panel, click the Change Owner button. The Change Owner workflow opens.
8. In the Change Owner workflow, search for and select the name of the new owner.
   
    
9. Optionally, check the boxes to indicate which related records are not owned by the deactivated user you want to transfer to the new owner. This allows you to consolidate ownership of associated activities, opportunities, and service records.
   
10. Click Change Owner to finish.
11. Repeat steps 4 through 8 for each Entity record you want to reassign.

Removing a User from a Division

Division membership controls visibility and access to records across your organization. Removing deactivated users from Divisions maintains clean organizational structures and ensures accurate team rosters for reporting and permissions.

To remove a user from a Division, click the X beside their Division name under the Division section on their user profile. If the user is part of multiple Divisions, click X for each Division.

Removing from Public Groups

Public Groups control shared access to records and resources. Even after deactivation, users remain members of Public Groups until manually removed. Keeping group membership current ensures accurate permissions and prevents confusion about team composition.

To remove a user from Public Groups:

1. Navigate to Salesforce Setup by clicking the gear icon in the upper right corner and selecting Setup.
2. Use the Quick Find search bar on the left-hand side to search for Public Groups.

3. Select the Public Groups option under the Users menu.

   

4. Locate the Public Group you want to remove the user from and select the Edit option to the left of the group's name.
5. Locate the user in the Selected Members list, then select their name. Their name will highlight once selected.

6. Select the Remove button. Their name will be removed from the Selected Members list.

   

7. Press Save to finalize their removal from the Public Group.
8. If the user was in multiple Public Groups, repeat steps 4 through 7 to remove them from the other groups.

Excluding a Deactivated User from Global Search

Even after deactivation, user profiles remain searchable throughout your organization. This can create confusion when team members search for active staff or attempt to assign records. By modifying the deactivated user’s name, you effectively remove them from search results while preserving their profile for historical records.

To exclude a deactivated user from Global Search:

1. Navigate to Salesforce Setup by clicking the gear icon in the upper right corner and selecting Setup.
2. Under Administration in the left-hand menu, expand the Users subheading.
3. Under the Users subheading, select Users.
4. Click the Edit link next to the name of the user you are deactivating to enter their user profile.
5. In the First Name field, add the characters ZYX to the beginning of the user's first name.
6. In the Last Name field, add the characters ZYX to the beginning of the user's last name.
7. Click Save. Their name will no longer be suggested in Global Search.

Disabling a User's PractifiU Account

PractifiU operates as a separate platform from Sentir with independent authentication. Users must be disabled within PractifiU itself to block access to training resources and learning materials.

To disable a user within PractifiU:

1. Log in to PractifiU using your credentials. You must be designated as a Manager to disable users. If you are not designated as a Manager and need this access, reach out to your firm’s Client Success Manager or to our Practifi Support team.

2. From the primary navigation menu on the left-hand side of the PractifiU screen, select Users to open the list of PractifiU users in your firm.

   

3. Select the name of the user whose account you need to disable from the list. This will open their User's Summary page.

4. Toggle off the Login enabled setting to disable this option.

   

5. At the bottom of the screen, press Save to finalize this change.

The user will no longer be able to log into PractifiU. If access should be regranted, the Login enabled setting can be enabled again to restore access to PractifiU.