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How to remove a user ?

Hugo Geyskens

Hi there,

Over the years many users came and disappeared again. So we have about 1400 user records of which only 200 are active on this very moment.

I browsed through Sugar Identity and Admin/Users Management to find an entry to get rid of all those inactive records.

Sugar Identity offers a 'Delete' of a record in there, but Users Management does not.

So what's the correct process for removing user records ? And is it a good idea anyway to do so , removing them , or do I better keep them in ? 

Thanks for your advice,

Hugo

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  • 0

    Hi  ,

    When deleting users, I believe the biggest detriment to doing so is that you will lose visibility on who performed an audited change on a record if it was from one of those users. You will still see that the change was made, but it will no longer be attributed to anyone. Beyond that, I recommend also considering the following:

    • Ensure records are reassigned where appropriate
    • If you use opportunity and quotes, consider whether removing users assigned to those records would present confusion on previously completed sales interactions

    In general, I only recommend removing users if they were mistakenly added or their use of Sugar was minimal. If you do wish to remove them, using Sugar Identity to do so is the proper method. If you want to reassign records assigned to any of the users, you should do itbefore deleting them via Sugar Identity. The recommended ways to reassign records is either via the Reassign Records feature in the Users module, or, if you require more granular capabilities, via a summation or matrix report for each applicable module combined with the mass update feature.

    Chris

    Co-Founder | SugarCRM's 2024 Global Outfitters Partner of the Year

  • 0 in reply to Chris Raffle

    Thanks Chris, your advice is much appreciated.

    My user cleansing was indeed meant for users that are no where linked/used anymore.

    Last month we did a huge cleansing , assisted by Sugar Support, we removed 600.000 records (accounts, opportunites, contacts...) . My question abvove is about the users linked to those records.

    Although a regular user is not confronted with inactive users, me as admin, find it very annoying having to work with a user list containing 80% of no longer active people.

    Bye now

    ;-)

    Hugo

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  • 0 in reply to Chris Raffle

    Thanks Chris, your advice is much appreciated.

    My user cleansing was indeed meant for users that are no where linked/used anymore.

    Last month we did a huge cleansing , assisted by Sugar Support, we removed 600.000 records (accounts, opportunites, contacts...) . My question abvove is about the users linked to those records.

    Although a regular user is not confronted with inactive users, me as admin, find it very annoying having to work with a user list containing 80% of no longer active people.

    Bye now

    ;-)

    Hugo

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