Managing User Deactivation Across Practifi

Please note: This content is intended for Practifi System Administrators and is technical in nature. The steps described in this article may not be able to be completed without System Administrator permissions.

Overview

Properly deactivating users in Practifi 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 Practifi 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 for Records
  • Processes, Tasks, Deals, and Services
  • 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 Practifi instance and client data
Remove Practifi License	Yes	Frees licenses for new team members, optimizing your subscription costs
Change Owner for Processes, Tasks, Deals, and Services	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 automatically transfer to the user performing 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.

For detailed instructions on managing Scheduled Jobs, please consult our Understanding the Practifi Upgrade Experience article.

Please note: Reassigned jobs retain all original settings. Running jobs cannot be reassigned, which may affect frequent jobs like Microsoft 365 Sync, which run every 15 minutes.

Reassigning Microsoft 365 Authenticating User

Practifi'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.

Please note: 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 Practifi instance and all client data, protecting your organization’s sensitive information.

To deactivate a user:

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, select Users.
3. In the Users dropdown, select Users.

4. Locate and select the Full Name of the user you are deactivating to open their user profile.

   

5. Select the Edit button next to the user’s name.

6. The editing screen will open. Deselect the Active checkbox. A pop-up message will alert you that deactivating users removes them from all delegated groups and sharing privileges.

   

7. Select OK on the popup message to proceed.

   Please note: If you are deactivating a System Administrator or Support account currently used for the Practifi Updates scheduled job, you must delete and recreate the job under a different user. For further instructions, please see Understanding the Practifi Upgrade Experience.

8. Click Save to save the user profile.
9. On the User Deactivation page that appears, optionally select the checkboxes to remove the user from specific teams.
10. Select Save to finalize the deactivation.

After deactivation:

• The user remains in the complete list of users on the Salesforce backend 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:

1. Navigate to the User list under Administration > Users and use the View dropdown to change from “Active Users" to "All Users."

   

2. Select the Full Name of the user who was just marked inactive.
3. Scroll to the Managed Packages section near the bottom of the user profile and locate the Practifi package.

4. Select Remove in the Action column beside the Practifi name.

   

5. A popup message will ask you to confirm license removal. Select OK to proceed.

The license is now available for reassignment to another user within your Practifi instance.

Changing Ownership for 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.

Processes, Tasks, Deals, and Services

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.

Please note: 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. Return to your Practifi homescreen. Click the Navigation Menu and select Processes, Tasks, Pipeline, or Services.

   

2. If necessary, click the view selector and change the view to show open records across the division.

3. In the side panel, expand the Owner filter and check the box for the deactivated user. The record table automatically updates to show records owned by that user. (In Processes, this can be done using the table. In Tasks, the filter is listed as Assigned To.)

   

4. 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.

5. Click the Change Owner button above the record table. The Change Owner workflow opens.

   

6. In the New Owner field, type the name of the new owner and select them from the search results.
7. Click Next. A success message appears.

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. In the side panel, expand the Owner filter and check the box for the deactivated user. The record table automatically updates to show records owned by that user.

   

4. Click the name of an Entity record to open it in a new tab.

5. In the record side panel, click the Change Owner button. The Change Owner workflow opens.

   

6. In the Change Owner workflow, search for and select the name of the new owner.
7. 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.
8. Click Change Owner to finish.
9. 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:

1. In the App Launcher, search for division.
2. Select the Division item.
3. On the Divisions page, click the name of the division you want to edit.
4. In the side panel, click the Team Members navigation icon.
5. On the Team Members page, to the right of the deactivated user's name, click the caret and select Delete.
6. A popup window opens. Click Delete to confirm the deletion.

 

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 within the Selected Members list and select their name. Their name will highlight once selected.

6. Select the Remove button. Their name will leave 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 Practifi 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.