Plan: Available: All plans
Users: Not Available: All users, User Group Permissions Available: FYI Admins
Practice Management Source: Available: All sources
Before marking a user as inactive in FYI, there are several steps that should be completed, for example, checking for any outstanding documents and tasks, and transferring work to another user. These steps should be completed regardless of whether the user has left the practice, or has been set up incorrectly in FYI.
When removing or making a user inactive, any emails or documents relating to the user are retained in FYI and will not be removed. When marking a user as inactive in FYI, the user will remain active for any integrations, for example, Xero Practice Manager and will need to be deactivated manually.
Note: There may be occasions where the user's name and/or email address can be changed in your practice management software, without deleting the user. For example, if the name of the person in a receptionist role changes but their email address stays the same, or if a person changes both their name and email address. In this case, the user's name and/or email address can be changed, and will be updated in FYI when the information is synced.
Before making a User Inactive
Follow each of the steps below before making a user Inactive:
Ensure the user has filed all the emails in their In Tray.
You can also move emails and documents from the user's In Tray to another user's In Tray. The new user will then be able to file the emails or documents from their In Tray. Refer to Moving Emails/Document to another User's In Tray in Managing your In Tray.
If a user has been made "Inactive" and still has emails in their In Tray waiting to be filed, an FYI Admin can use the Draft Filed view to access emails that have a Filing Status of "Draft". You cannot select the Inactive user name as a filter in the Owner column, but you can sort the Owner column to group the documents together by User to access the emails for the Inactive user. Refer to Viewing All Users' In Trays.
You may also decide to put an "auto-forward" on the user's email so that an active user receives any emails that arrive for the inactive user. You may also decide to take a backup of the user's Outlook.
In FYI, in the Tasks list, filter for all "Incomplete" tasks with the Assignee as the user you are wanting to make inactive. Then use Bulk Update to change the Assignee of these Tasks to an active user/or users as relevant. Refer to Tasks Bulk Update.
If the user is held as the Assignee in any Jobs, these need to be re-assigned in your practice management software and synced to FYI. You can filter the Jobs list on Assignee, refer to Using the Jobs Lists.
Ensure that all documents on the user's computer are closed.
If there are any documents still being edited, these need to be checked in to FYI. This can be done on individual documents in the drawer using I am finished editing, from the user's Home - My Edits using the Finish Editing button, or on the documents lists by clicking the Document being edited icon.
To action this on the user's behalf:
- Navigate to the Documents workspace.
- Add the column Edit Status and filter to the option Editing
- Filter Modified by to the user you are offboarding.
- Review the list of documents and check each document back into FYI. Refer to Check in of Locked Documents.
For any documents that the user is assigned as the Approver, these need to be re-assigned.
Ensure all Time entries are "Submitted" for the user. You may need to extend the date range that is selected and check the summary displayed for each day to see if there are any Time entries showing as "Draft".
If the user that will be made inactive is a Partner or Manager, check if the user has been assigned in any of the following and re-assign to a different Partner or Manager. If the user is assigned as the Partner or Manager for a Client or Job, these would usually be re-assigned in your practice management software and then synced to FYI.
- Partner or Manager for any Clients (refer to Using the Clients Lists and Client Summary).
- Partner or Manager for any Jobs (refer to Using the Jobs Lists and Job Summary). Note: If any changes to Clients or Jobs are made in your practice management software, these need to be synced before making the user inactive.
- If the Partner has been selected as the associated Partner for any other users these need to be re-assigned. Refer to Changing Filing Defaults and Settings with Bulk Edit in Managing Users.
- If the user is set as the Owner of any Processes, this displays in the Process List View and this needs to be re-selected. Refer to List View in Automation Processes.
- If the specific user's name has been selected in any Process steps, for example, as an Assignee, this needs to be re-selected.
Note: If the user is a Partner or Manager, it is likely that you have used the option to select the relative "Partner" or "Manager" in any Processes and this will automatically select the newly assigned Partner/Manager.
Your OneDrive Admin account is usually set up as a specific user who would never be made inactive. However, if the user who is being offboarded is the OneDrive Admin account, before making the user inactive, a new admin user of your OneDrive will need to log in to the FYI web application to re-grant OneDrive access. Refer to OneDrive Admin Account and Link your Practice's OneDrive Admin Account.
If the OneDrive Admin is made "Inactive", when any user tries to send a document via OneDrive this will fail, and a message will be displayed.
If the user set up any of the integrations for any Apps (such as the Xero Practice Manager connection, Xero Ledger, BGL, NowInfinity) the App needs to be reconnected as a different user. Refer to the section Apps and Integrations.
Setting a User to Inactive
Once the above steps have been completed, in FYI an FYI Admin will need to change the status of the user to "Inactive". Refer to Managing Users.
Once a user is marked as Inactive, the FYI monthly bill calculation will be reduced (only users marked as Active are included).
To deactivate a user:
- Click on the user in the User List to display the User Profile drawer.
- Click the Active toggle to change the option to Off.
- A message will be displayed to confirm that the offboarding process has been completed.
- Click Yes.
- The toggle will display as Off.
The user will be deactivated and will no longer be able to log in to FYI. If the user attempts to log in, they will see the message "No account associated with your email address".
- For practices with a practice management integration, making a user inactive or deleting the user in the practice management system will not make the user inactive in FYI. The user must also be made inactive in FYI.
- Inactive user names will continue to be displayed for documents, including in the Activity section, when the user has modified the document. Fields assigned to the user, for example, Partner, will also continue to display their name.
- Inactive users will not be included in filters, for example, when filtering the Jobs List by Job Partner.
- For practices on the Elite plan, inactive users may still be displayed in Home - My Team when the selected date range includes a period when they were active.
If the User has already been made Inactive
If the User has already been made "Inactive", and all or any of the steps above have not been completed:
- In FYI, make the user "Active" again.
- Complete any of the steps above that have not been done.
- Make the user "Inactive" again.