Use Offboarding when a user is leaving your organization and you need to review, preserve, and clean up the contact and relationship information associated with that user.
Turnover is a normal part of an organization’s lifecycle, but key relationships and contact knowledge should not leave with the departing user. Offboarding helps administrators and data stewards review the user’s contacts, activities, and folders so important relationship information can be preserved, reassigned, or cleaned up before the user is fully offboarded.
Offboarding is located in Firm Settings > User Management.
In this article
- Who uses Offboarding
- Why Offboarding matters
- What changed
- Before you begin
- Offboard a user
- Complete Offboarding cleanup actions
- After Offboarding
Who uses Offboarding
Offboarding is primarily used by:
- Administrators
- Data Stewards
IT may also be a downstream user, depending on your firm’s user-deactivation and account-management process.
Why Offboarding matters
When a user leaves the firm, there are two types of work to consider:
| Area | Why it matters |
|---|---|
| Relationship review | Helps the firm identify contacts and relationships that may need to be preserved, reassigned, or reviewed before the user leaves. |
| Administrative cleanup | Helps remove or update the departing user’s InterAction+™ AI information as part of the offboarding process. |
Relationship review is especially important because a departing user may be the only person connected to certain contacts. Reviewing those contacts before offboarding helps the firm maintain continuity with clients, prospects, alumni, referral sources, and other important relationships.
What changed
Offboarding is now available in Firm Settings > User Management instead of Data Minder.
The workflow is the same as the previous Data Minder functionality, but it is now embedded in InterAction+™ AI with:
- Fewer clicks.
- An updated user experience.
- Enhanced grid technology.
- A more direct workflow for reviewing and completing offboarding tasks.
Before you begin
Before offboarding a user, review the following:
- Confirm that the user should be offboarded.
- Review the user’s contacts before completing the process.
- Identify any key relationships that should be preserved or reassigned.
- Review activities and folders created by the user to support audit and cleanup decisions.
- Confirm which additional cleanup actions should be completed.
Offboard a user
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Go to Firm Settings > User Management > Offboarding.
- Select the user you want to offboard.
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Review the user information.
This review step is optional, but it can help you identify relationship or data cleanup tasks before completing offboarding.
-
Select the relevant contacts.
Use this step to review contacts associated with the departing user and identify relationships that may need to be reallocated, preserved, or removed.
-
Review any activities and folders created by the user.
This helps support system audit and cleanup decisions.
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In the Complete Offboarding step, select any additional actions you want to complete.
- Select Offboard Now.
The selected actions are processed in the background after you choose to offboard the user.
Complete Offboarding cleanup actions
On the Complete Offboarding step, select the additional cleanup actions you want to complete.
The available actions may include:
| Action | Use it to |
|---|---|
| Change contact type | Update contact type information related to the departing user’s contacts. |
| Remove from lists | Remove applicable contacts from lists as part of cleanup. |
| Remove from groups | Remove applicable contacts from groups as part of cleanup. |
| Delete anonymous “knows” relationships | Remove anonymous relationship information associated with the departing user. |
| Mark relationship type as former | Update relationship information to show that the relationship is now former. |
| Archive working lists for contact | Archive working lists associated with the offboarding process. |
| Remove proxy relationships | Remove proxy relationships associated with the departing user. |
Select only the actions that apply to the offboarding scenario.
After Offboarding
After the user is offboarded:
- Confirm that any selected cleanup actions were processed.
- Review any key contacts or relationships that were identified during offboarding.
- Reassign or follow up on important relationships as needed.
- Confirm that administrative cleanup aligns with your firm’s user-management process.