When you have staff that leave your organization, there are a few offboarding tasks that will need to be performed to make their departure easier for your firm.
Once a user has been removed from your Actionstep database, they will no longer be able to sign in but work they have done will still be recorded against their name. (Removing a user doesn't remove their existence in your system—it just removes their ability to sign in and make additional changes .)
Additionally, removing users from your system may affect your subscription rates. Please see Actionstep Subscription FAQs for more information.
Before the User Leaves
| Task | Related Help Articles or Information |
| Have the user review their Inbox and make sure all emails that need to be against matters in Actionstep have been associated with those matters. | Saving Emails to a Matter Using the Outlook Add-In Using the Gmail Add-On |
| Have the user check in any documents they currently have checked out. | If using the MS plug-in or Google Docs: Checking Microsoft and Google Documents In and Out If using OneDrive, documents are automatically checked in 5 minutes after the user saves and closes the document they are editing. |
| The user should complete or reassign any tasks currently assigned to them | Editing or Reassigning a Task |
| Have the user review any restricted matters they have access to and reassign them to another user. | Restricting Access to a Matter (See the section, Reassigning a Restricted Matter to Another User.) |
| The user should make sure all timers are recorded and, if applicable, added to invoices. This includes any unprocessed timers. | Editing Time Entries From Your Timesheet Creating a Bill for a Specific Matter |
| The user should review their Microsoft calendar appointments and reassign them as needed. Appointments must be moved before the user's Microsoft account is deactivated. |
The user moving the appointments must have read/write/delete permissions to move appointments. Granting "ownership" permission will work, as well. |
| If your firm is using Builder and the user is an admin in the Builder Online Workspace, make sure another admin is also assigned. | Adding Users to Actionstep Builder |
After the User Leaves
An admin with authority can perform the following tasks:
| Task | Related Help Articles |
| If the user didn't reassign their matters or tasks to another user, make those reassignments. | Reassigning System Users |
| If the user didn't check documents they were editing back into Actionstep, force that check-in during the removal process. | Adding and Removing System Users (Admin) (see the section, Removing a System User). |
| If the user was associated with restricted matters, reassign those matters to other users. | Restricting Access to a Matter (see the section, Reassigning a Restricted Matter to Another User (Admin)). |
| If your firm is using Builder and the user is an admin within Builder, make sure another admin is assigned to the Builder workspace. |
Once all of the above tasks are completed, remove the user from the system. See Adding and Removing System Users (Admin).
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