Remove Deactivated Users from assignment options

[cstaffordlena]

We have been using the deactivate setting for employees who leave our organization to perserve historic records, etc. but it's annoying that they continue to show up in drop down lists for assigning tasks, companies, contacts, etc. If a user is deactivated, is there a way to hide them on that, or at least not have them be at the top of lists?

[GMarks]

I ran into this today as well, so I submitted an Idea as @karstenkoehler suggested. Here is the link to the Idea so you can upvote it if you like: HubSpot-Ideas/Remove-Deactivated-Users-from-assignment-options

I definitely don't want to erase all traces of my users if they recorded activity within HubSpot.

[kvlschaefer]

Thanks for sharing your idea, @GMarks! 

[gmanning]

Who accepted this poor solution? Replying that Hubspot has inadequately programmed deactivated users is not a solution. It would be nice if Hubspot did some heavy lifting for a change and improved some of the huge oversights in features rather than making needless aesthetic improvements. My 2¢. 

[VCheung]

I 100% agree, accepting a blanket statement of how the system works is not a solution. The question was not acctually addressed.

[cstaffordlena]

Thanks for the suggestions, however I don't want to remove all mention/trace of deactivated users, however since they are no longer active I don't have any need to assign them tasks/contacts/etc. so there is no need for them to be in drop down selectors.

[karstenkoehler]

Hi @cstaffordlena,

Fully understand, however that's currently not possible in HubSpot. I cannot think of any workarounds either.

You could request that this be changed by the product team and publish a post in the HubSpot Ideas section of the community. The product team reviews these suggestions based on their popularity.

Best regards!

[karstenkoehler · Accepted solution]

Hi @cstaffordlena,

If you want to remove all mentions and traces of a user in HubSpot, you would remove a user, not deactivate them.

The deactivation feature is meant to to preserve the user’s historical activities without losing access to important data.

Hope this helps!

[jesslynne73]

Thank you for sharing this information, Karsten. What are best practices to prevent data loss when removing a user? For example, how can I make sure any important items created by the user are assigned to a new owner before removal?

[MStephenson]

This is not an acceptable solution. We should be able to have historical data on a user after they leave. Deleting them is a terrible option.

[kvlschaefer]

Hi @MStephenson,

Thanks for reaching out!

I would recommend using the deactivated user option as @karstenkoehler suggested if you would like to preserve historical data. This help article explains how to deactivate users. 

Thank you,
Kristen

[webdew]

Hi @cstaffordlena ,

Yes, if the user is deactivated from your account but you still haven't removed it, it will keep showing in the drop-downs. The only way is to remove them from the account.


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