Offboard a User

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Last updated: May 13, 2026

When a user leaves your organization, follow this checklist to ensure a smooth transition.

  • If the user leaving is a domain admin, they should make a different user a domain admin before they leave.

    Important Sandbox and Production environments are on different domains and are not linked. Make sure you have a Domain Admin in both environments.

  • If the user is a document owner, filter the library for Created By to identify any documents they are the owner of and add a new owner.

Note To maintain business continuity, before inactivating a user with heightened permissions (for example, TMF Manager, Study Manager, Vault Admin, Domain Admin), make sure you have a replacement for that user.

Reports

These reports are available to support smoother offboarding:

  • Overdue Tasks by User: Sends a weekly report of overdue Quality Issues and document workflow tasks to the Assigned To user.
  • Outstanding Document Quality Issues (by Assigned To): View Quality Issues grouped by Assigned To.
  • Open Issues by Site (CTMS only): Shows all Open Issues and calculates the number of days spent Open since identified grouped by site.
  • Open Follow Up Items by Assigned To (CTMS only): Shows all Open Follow Up Items and calculates the number of days spent Open and the number of days until due grouped by the Assigned To user.
  • User Access to Study and Vault: Identify user access granted and revoked in Vault.

Study Access

Using the User Access to Study and Vault report, navigate to the user’s associated Study personnel records and add an End Date. Once the End Date is reached, the Grant Access to Study TMF? field is set to “No” once the overnight job runs on that date, removing the user’s study access.