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Best Answer

Automatic delete inactive user from Power user list

  • January 22, 2025
  • 13 replies
  • 212 views
Y
Novice III

Hi I’m new to Docebo. 

Our employees are automatically created as a user on Docebo. And when an employee leaves the company, his Docebo account will be automatically de-activated.

However, if a user is a PowerUser, then his/ her name will still be listed in the “power user management”  function and counted into each profile. 

We manually check which PU is no longer having active account on Docebo and remove them from the PU list. 

How do you manage such situation ?  Any way to automate the process ? 

 

 

Best answer by joanne.gerard

Despite still displaying in the power user profile list.  As the accounts are disabled and therefore no longer accessible, I’ve tended to not downgrade them to User level. 

However, the best way I would suggest removing them from the PU profile, is to identify all disabled power users with the following filters in User Management:

  • Status - is not Active
  • Level is - Power user

Export the CSV file (I ticked the fields: Username, First name, Last name, Level) and select the option Import and Manage - Manage Users via CSV.

Make sure you change the Level field in your report from Power user to User and import the file. 

Once the background job has run, this will downgrade those accounts to user level and therefore remove them from the power user profile.

captainzelda
S
C

13 replies

shanejacques
Helper III
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  • shanejacques
  • Helper III
  • January 22, 2025

Hi YFDK - 


Is the concern related to a former employee having access? Or something else?

We activate/deactivate users daily through the automation app and data coming from our Active Directory and HRIS system. Earlier this month, one of our superadmins left the company and his account was deactivated through the same daily file sync as standard users. I imagine that Power Users would work the same way.

A
Novice II
  • amy.parker
  • Novice II
  • January 22, 2025

I agree that they should be deleted if only for data hygiene and user management.  The Power User List does not immediately indicate if the user is active or deactivated, forcing admin to go to Users and search

tararussell
JUJanet
Y
J
Helper II
  • joanne.gerard
  • Helper II
  • Answer
  • January 22, 2025

Despite still displaying in the power user profile list.  As the accounts are disabled and therefore no longer accessible, I’ve tended to not downgrade them to User level. 

However, the best way I would suggest removing them from the PU profile, is to identify all disabled power users with the following filters in User Management:

  • Status - is not Active
  • Level is - Power user

Export the CSV file (I ticked the fields: Username, First name, Last name, Level) and select the option Import and Manage - Manage Users via CSV.

Make sure you change the Level field in your report from Power user to User and import the file. 

Once the background job has run, this will downgrade those accounts to user level and therefore remove them from the power user profile.

spotratz
Y
K
A
Novice II
  • amy.parker
  • Novice II
  • January 22, 2025

Thanks! That is exactly what we do but it seems like there could be at bare min. a flag in the Power User list to show active/deactivated status.

dklinger
tararussell
J
P
Helper I
  • pat.ev
  • Helper I
  • January 22, 2025

We use APIs to manage this functionality, so when they leave company or change roles it is reflected appropriately in platform. 

Y
Novice III
  • YFDK
  • Author
  • Novice III
  • January 22, 2025

Hi YFDK - 


Is the concern related to a former employee having access? Or something else?

We activate/deactivate users daily through the automation app and data coming from our Active Directory and HRIS system. Earlier this month, one of our superadmins left the company and his account was deactivated through the same daily file sync as standard users. I imagine that Power Users would work the same way.

thanks . we are not worrying about having access. 

 

WE have too many power user profiles that needed to be cleaned up.  Some profiles are used by 10 PU (for example) but when check individually, 8 of them have left the company. 

in total we have 500+ PUs under “power user management” , each with multiple profiles. That’s the reason we need to exclude inactive accounts to be able to clean up PU profiles.

Y
Novice III
  • YFDK
  • Author
  • Novice III
  • January 22, 2025

Thanks! That is exactly what we do but it seems like there could be at bare min. a flag in the Power User list to show active/deactivated status.

or a filter will be great. :-)

Y
Novice III
  • YFDK
  • Author
  • Novice III
  • January 22, 2025

Despite still displaying in the power user profile list.  As the accounts are disabled and therefore no longer accessible, I’ve tended to not downgrade them to User level. 

However, the best way I would suggest removing them from the PU profile, is to identify all disabled power users with the following filters in User Management:

  • Status - is not Active
  • Level is - Power user

Export the CSV file (I ticked the fields: Username, First name, Last name, Level) and select the option Import and Manage - Manage Users via CSV.

Make sure you change the Level field in your report from Power user to User and import the file. 

Once the background job has run, this will downgrade those accounts to user level and therefore remove them from the power user profile.

thanks I will try this!

J
Y
Novice III
  • YFDK
  • Author
  • Novice III
  • January 22, 2025

We use APIs to manage this functionality, so when they leave company or change roles it is reflected appropriately in platform. 

Could you please give a bit more details ?  thanks

K

Thanks! That is exactly what we do but it seems like there could be at bare min. a flag in the Power User list to show active/deactivated status.

Agreed, if there was a filter within Power Users for Status it would be easy to isolate your target audience, select them in bulk within the interface, and switch them all to user level. We could benefit from this ability in our use case as well. Seems like a good suggestion for the Idea Portal.

J
K
Y
karen
Influencer I
  • karen
  • Influencer I
  • January 22, 2025

We have the same issue. Usually my first hint of a problem is when I get a bounced email indicating the person’s email is not valid.  Usually it’s because they are receiving a report, and it bounced.  I make a note in the Report description of the first name of the PUs who get the report, so I can more quickly research to find out which report is the issue.

Karen
karen
Lisa C.
Y
B
Guide II
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​@YFDK The Powers users will not be degraded to user level if they exit the organization. We initiated monthly user data audit between HRIS and LMS to prevent this issue for being on PU management role after account deactivation.

During our audit we identified the inactive users and the PU role if they have any. In such cases, we manually degrade them from PU to user level. I’m not sure how does it work in your use cases. But we found this is an efficient way to keep our users' data more up to date in our LMS.

Y
lrnlab
Hero III
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  • lrnlab
  • Hero III
  • January 26, 2025

Agree this should be an automatic downgrade to user when a PU is made inactive. In cases where we automatically assign a power user level and role during the profile creation or update, we used an additional field on the profile to control this. We had to build in some logic to handle this in the user connector.

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