Managing User Deactivation Across Practifi

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**Note: This content is intended for system administrators and is technical in nature**

Overview

Users in Practifi should only be deactivated and not deleted to prevent orphan records in your Practifi organization. This article covers the necessary steps for making a user profile inactive within your Practifi instance and removing their Practifi license so the inactive user's profile can no longer access your firm's information. You can use this article as a guide when deactivating a user in your Practifi instance.

Considerations

Beyond deactivating their profile, there are other items you should consider. For example, you should think about reassigning any scheduled jobs they own and changing ownership for their various Practifi records. The steps within this article must be completed to ensure that a user is fully deactivated from your Practifi organization and PractifiU. We have provided the table below to use as a resource when completing these steps. 

Checkbox Step Reason
  Reassign Scheduled Jobs If a Scheduled Job is not reassigned from a Support User or System Administrator prior to their account deactivation, it will cause these jobs to fail within your organization.
 

Deactivate User Profile If a user profile is not deactivated, the user will still be able to log in to your Practifi instance.

 

Remove Practifi License Removing the Practifi license ensures that the license is available for any new users in your organization.
  Change Owner for Processes, Tasks, Deals and Services Reassigning these records alerts the correct owner of potential work that needs completion.
  Change Owner for Entities and Related Records Reassigning these records ensures that they are attributed to the correct member of your firm.
  Remove from Division Removing the user from your Division keeps records clean within your organization and prevents a deactivated user from displaying.

 

Remove from Public Groups Removing the user from their Public Group keeps records clean within your organization and prevents a deactivated user from displaying as part of the group.

 

Exclude from Global Search Even after deactivation, the user in question can still appear in the Global Search within your organization. Performing this step prevents the deactivated user from appearing in search results.

 

Disable PractifiU Account PractifiU exists as a separate login from your Practifi organization. If the user is not removed, they will still be able to log into this resource.


Reassigning Scheduled Jobs

If a Support User or System Administrator user is deactivated, all Scheduled Jobs that are assigned to this user will need to be recreated under another user. It is recommended that this recreation be performed by a System Administrator prior to the user deactivation. For steps on recreating the scheduled jobs in Practifi, please consult our Understanding the Practifi Upgrade Experience article.

Deactivating the User Profile

To deactivate a user in your Practifi instance, do the following.

  1. Navigate to the Salesforce Setup page by clicking the gear icon in the upper right-hand corner of the page and select Setup.
  2. Under Administration in the left-hand menu, select Users.
  3. In the Users drop-down, select Users.
  4. Locate and select the Full Name of the user you are deactivating to enter their user profile.
  5. Select the Edit button located at the top of the user profile.
  6. Once in edit mode, deselect the Active check box. A pop-up message will occur on your browser page alerting you that deactivating users removes them from all delegated groups and sharing privileges. To proceed with the deactivation of the user, select the OK button on this pop-up message.

    Please note: As stated above, if you are deactivating a System Administrator/Support account that is currently being used for the Practifi Updates scheduled job, you will need to delete and recreate the job under a different user.

    For further instructions, please see Understanding the Practifi Upgrade Experience.

  7. Save the user profile.
  8. On the User Deactivation page that populates, select the checkboxes next to the options if you want the user removed from these teams. This step is optional.
  9. Select Save to finalize the deactivation of the user profile. Please note that after deactivating:
    • The user remains in the full list of users on the Salesforce backend but displays as not active.
    • The user still appears as a member of public groups until removed manually.
    • Records will 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 from the Inactive User

Next, you should remove the Practifi license from the user you just deactivated. Do the following:

  1. Navigate to the User list under Administration > Users and use the View dropdown to change the view from “Active Users” to “All Users.”
  2. Select the Full Name of the user that was just marked inactive.
  3. Scroll to the Managed Packages section located near the bottom of the user profile and locate the Practifi package in this section. 
  4. Select Remove in the Action column beside the Practifi name.
  5. A pop-up message will occur on your browser to ensure that you wish to remove the license from this user. To proceed, select OK on the message.
  6. The license is now removed from the user profile and available for reassignment to another user within your Practifi instance.

Changing Ownership

When deactivating a user, you should take into account all the records they own, including Process, Task, Deal, Service and Entity records. Changing the ownership of these records will ensure the work of the deactivated user is picked up by another member of your firm.

Processes, Tasks, Deals and Services

For certain record types, you can easily change ownership for multiple items at once by filtering by owner and using the Change Owner bulk action. You can follow the same procedure across the Processes, Tasks, Pipeline and Services pages.

Please note: Ownership for services can also be transferred when changing owners for Entity records. See the Entities and Related Records section below.

To change record ownership in bulk:

  1. Click the Navigation Menu and select the Processes, Tasks, Pipeline or Services page.
  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.
  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 don't 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.

    Screenshot 2023-08-29 at 9.45.51 AM.png
  6. In the New Owner field, type the name of the new owner and select them from the search results.

    Screenshot 2023-08-29 at 9.48.08 AM.png

  7. Click Next. A success message appears.

Entities and Related Records

Unlike the records described above, changing ownership for Entity records cannot be done in bulk. This means you will need to open each Entity record belonging to the deactivated user in order to change the owner.

To change ownership for Entity records in Practifi:

  1. Click the Navigation menu and select the Directory page.
  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.

    Screenshot 2023-08-25 at 12.46.56 PM.png

  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 not owned by the deactivated user you want to transfer to the new owner.
  8. To finish, click Change Owner.

    Screenshot 2023-08-25 at 12.51.47 PM.png

  9. Repeat steps 4-8 for each Entity record you want to reassign.

Removing a User from a Division

Once deactivated, you can remove the user from the division(s) they belong to. To edit 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.

    Screenshot 2023-08-25 at 1.10.36 PM.png

  5. On the Team Members page, to the right of the deactivated user's name, click the caret and select Delete.

    Screenshot 2023-08-25 at 1.13.24 PM.png

  6. A popup window opens. Click Delete to confirm the deletion.

    Screenshot 2023-08-25 at 1.15.18 PM.png

Remove from Public Groups

After deactivation, the user will still need to be removed from their Public Groups. This ensures that the users listed in the group are accurate and keeps your information clean and organized in your organization. To remove a user from their Public Group:

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

    Screenshot 2024-01-17 at 10.38.17 AM.png
  3. Select the Public Groups option under the Users menu. 

    Screenshot 2024-01-17 at 10.46.28 AM.png

  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.

    Screenshot 2024-01-17 at 10.48.58 AM.png

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

    Screenshot 2024-01-17 at 10.55.28 AM.png

  6. Select the Remove button. Their name will leave the Selected Members list. 

    Screenshot 2024-01-17 at 10.56.41 AM.png

  7. Press Save to finalize their removal from the Public Group. 

    Screenshot 2024-01-17 at 10.58.03 AM.png

  8. If the user was in multiple Public Groups, repeat steps 4 - 6 to remove them from the other Public Groups. 

Excluding a Deactivated User from Global Search

Even after deactivation, the user in question can still appear in the Global Search within your organization. To prevent the deactivated user from appearing in search results, you can edit their User record and change their name.

To edit a deactivated user's name:

  1. Navigate to the Salesforce Setup page by clicking the gear icon in the upper right-hand corner of the page and select 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

Since PractifiU is different from Practifi, users will need their account disabled within the PractifiU platform itself to stop access to PractifiU. 

To disable a user within PractifiU, do the following:

  1. Log into PractifiU using your credentials. You will need to be designated as a Manager in order to disable a user. If you are not designated as a Manager and need this access, reach out to your firm's CSM or to our Practifi Support team. 
  2. From the primary navigation menu located on the left-hand side of the PractifiU screen, select Users to open the list of PractifiU users in your firm.

    Screenshot_2022-11-16_at_10.44.37_AM.png

  3. Select the name of the user whose account you need to disable from the list of users. This will open their User's Summary page. 
  4. Toggle off the Login enabled setting to disable this option.

    Screen_Shot_2022-10-25_at_12.16.33_PM.png 
  5. At the bottom of the screen, press Save to finalize this change. The user will now no longer be able to log into PractifiU. If access should be regranted, the Login enabled setting can be enabled again to grant the user access to PractifiU. 
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