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, run the Document Owners report to find the documents they own. Then assign new document owners to those documents.

  • If the user is a manager, update their team members with their new manager.

  • Use the QMS Team Management tool to reassign any open QMS records.

  • To double-check after the user has been inactivated, run the Documents with Inactive Owners report to find documents with an inactive owner. If you identify any, assign new document owners to those documents.

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

Reports

These reports are available to support smoother offboarding:

  • DCCs with Active Workflows: All DCCs in active workflows grouped by task owner. Can be used to identify if the user has any outstanding tasks on DCCs that need to be reassigned.
  • Documents with Active Workflows: All documents in active workflows grouped by task owner. Can be used to identify if the user has any outstanding tasks on documents that need to be reassigned.
  • Document Owners: Displays all documents owned by a user.
  • Documents with Inactive Owner: Documents where the Owner is an inactive user.

Training Assignments

When you inactivate a user, their learner record will automatically become Ineligible and any outstanding training assignments will be cancelled.