What's the deal with deactivated profiles?

[alexagatiss]

Why does HubSpot keep deactivated profiles as the contact owners for contacts? Can I set up a workflow that removes deactivated profiles from owning contacts and sets them to a specific contact?

[Lucila-Andimol]

Hi @alexagatiss 

the idea behind keeping deactivated users

is for reporting reasons.

But if you don't want to keep them

you can manually or by workflow

reassing records or activities for other users
and then delete the old user.

If you want to do this in a more massive way

this can be achieved with a custom action with Operations Hub.

Hope this helps

[karstenkoehler · Accepted solution]

Hi @alexagatiss,

This is simply how HubSpot designed the process. Without specifying exactly what should happen to those records, HubSpot doesn't take action on its own:

Once you click 'Deactivate user' however, HubSpot will immediately guide you to re-assign their records:

If you didn't do this in the past, you can always filter for this owner on an index page and bulk assign there:

https://knowledge.hubspot.com/records/how-to-set-a-record-owner#assign-record-owners-on-an-object-in...

It is not possible to set up a workflow that dynamically enrolls records of deactivated owners, no. You would have to specify which owner values should trigger enrollment by listing them specifically.

Best regards!