disable user account

Hi @mandm123 
Technical Best Practices Before Deactivating a User in ACS

1. Identify All Workflows Owned or Created by the User

   • Query workflow lists and filter by createdBy or owner.

   • Review both active and inactive workflows.

   • Confirm no critical workflows depend on that user's account.

2. Check Active, Scheduled, and Trigger-Based Automations

   • Validate scheduled runs, cron-style jobs, event triggers, or webhook-based workflows.

   • Ensure that deactivation will not break automation sequences or pipelines.

   • Transfer ownership where needed to ensure continuity.

3. Review Authentication Dependencies

   • Check if the user’s workflows use personal API keys, OAuth tokens, or service credentials.

   • Identify connectors or integrations tied to the user’s authentication.

   • Replace personal credentials with shared or service accounts before deactivation.

4. Validate Access Permissions and Resource Ownership

   • Confirm if the user is an owner of shared folders, models, environments, or assets.

   • Transfer folder ownership or shared resources to another active user.

   • Verify that no shared permission dependencies will be broken.

5. Check Audit Logs

   • Review activity logs for recent usage.

   • Identify unusual or critical actions that may require follow-up before removal.

6. Use a “No Role Assigned” Holding Group (Optional Best Practice)

   • Before fully deactivating or deleting a user, move them into a temporary user group with:

     • no roles

     • no privileges

     • no access permissions

   • This allows you to:

     • confirm that nothing in the system breaks

     • observe whether workflows continue running properly

     • ensure all dependencies are correctly reassigned

   • After validation, you can safely disable or delete the account.

7. Communicate the Timeline

   • Inform internal teams or workflow owners.

   • Allow a transition period if the user is connected to critical automations.

8. Final Validation Before Deactivation

   • Re-check workflow ownership after changes.

   • Confirm that all integrations and credentials have been updated.

   • Validate that the user does not appear in any automation dependencies.

Hi @mandm123, 

Before deleting the actions of the user I recommend you to do the following:

-  Workflows: review all workflows created or last modified by the user, especially those in started or shceduled state. Document them and reassign them to an active user if they are needed.

- Deliveries: check deliveries filtered by created by. Scheduled or recurring deliveries might fail once the account is disabled. 

- Security groups: go to  the following route (Administration --> Users & Security --> Users) and verify of the user belongs to any critical security group. If there are the only member, add another user before disabling the account.

-External accounts and ownership: review external accounts or integrations linked to the user, and document all ownerships before deactivation.

If you need more clarification, just let me know. 

Best, 

Celia