New reactivation policy for deactivated users

Lekshmi Unnithan

Hi Community, 

As you may already know, Smartsheet allows customers to deactivate users that have left their organization as a strong security and cost management measure, thereby enabling the reallocation of the deactivated users’ licenses. While user deactivation allows for a license to be allocated to another user, it does open up the possibility of the accidental reactivation of deactivated users which could expose confidential information in Smartsheet to unauthorized individuals. 

To combat this, we’re implementing a change for all our customers which prevents the reactivation of a user 7 days after their deactivation, whether it’s done via the Smartsheet Admin Center UI or through APIs. This 7-day grace period allows SysAdmins to correct any accidental deactivations, but beyond that point, the same user will not be able to be reactivated again.

Please note: In cases where a deactivated user needs a Smartsheet license well after the 7-day grace period, customers can use the Remove User option (previously called Delete User), choose whether or not to remove sharing permissions to assets, and then re-invite the same user.

This applies to all plans in the Commercial US and Commercial EU instances of Smartsheet. Learn more about the changes to the reactivation policy for deactivated users.

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Cheers,

Lekshmi Unnithan

Senior Product Marketing Manager

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Harsimrat

Hi Lekshmi, If a user is de-activated and owns assets(sheets, dashboards). After the 7 day grace is over, and we have re-activate User, I understand that we need to Remove User and re-invite them. So what will happen to their owned assets, sheets/dashboards?

Pawan Shukla

Hi Harsimrat, The assets owned by such user remain accessible to other as they use to.

Susan D

This is not feasible to us. You changed this midstream. We have a licensed user that was deactivated back on Dec 8 2023

Please provide more details as to how to get the licensed user back in smartsheets. What happens to their owned sheets and other items shared?

Looking for detailed steps ad to how to reactivate a licensed user.

We need exact steps to get this user back to where they were before their leave.

Lekshmi Unnithan

https://community.smartsheet.com/discussion/comment/420415#Comment_420415

Hi Susan, we'd be happy to provide you this information. The following help article details the steps to bring back users who have been deactivated for more than 7 days (read the "What should I know as a System Admin?" section): https://help.smartsheet.com/articles/2483124.

In short - you can remove the previously deactivated user, select whether or not to remove their sharing permissions to assets, and then re-invite the same user back to your organization. Please let us know if you have any further questions.