User Management Database - Delete User Behavior Changed?

Susan Peck

Hi all,

We are on a Team plan and keep track of our licensed and non-licensed users in the User Management database in an attempt to have some security for our data.

When someone leaves the company, a SysAdmin removes that person's account from the User Management database.  In the past, after deleting an account, Smartsheet would return a dialog box confirming the deletion and indicating how many sheets that person was shared to and how many sheets that person owned (I always transfer sheets before deleting a licensed user).

In the past week or so, that confirmation seems to have disappeared.  It's not a big deal, but we would take a screenshot of the confirmation to send to the person's manager to confirm we had removed the account.  

Has anyone else seen this behavior?  Any idea why it was removed?  Seems like a low impact feature to mess with.

Thanks,

susan

Shaine Greenwood

Hi Susan—

The default behavior is such that if the user owns no sheets and was shared to no sheets, you won't receive a prompt (as 0 items would be transferred). 

Also, if the user was just in an Invited status (meaning they never accepted their invite email) you don't have the option to transfer sharing or sheet ownership—as that user wasn't officially part of the account.

The System Admin may be removing users that were just Invited, not Active. Either that or they removed people and didn't opt to transfer sharing/sheet ownership. It's also possible that the users being removed never had been shared to sheets by users within your account.

Susan Peck

Hi Shaine,

Unfortunately, none of the situations you describe apply to this case.  In fact, I have screenshots showing the confirmation I've received in the past (as recently as July 17).  See below.

But having removed two users late last week, I did not receive the same confirmation messages.  The most recently removed users were non-licensed users (as were the two shown below), but they were Active and were shared on multiple sheets.

So, something changed or is broken.  We are on a Team plan.  Is this a feature that we no longer will have available?

Not a big deal, but just a change.

Thanks much,

susan

J. Craig Williams

I got the following confirmation after deleting a Licensed User from my account.

Does that look similar to what you are used to seeing?

I don't have enough spare users in my Team account to try bulk deletion.

Craig

Susan Peck

Hi Craig,

Yes, that is exactly what I used to see in the past.  I also delete only individual users.  It's just curious that the confirmation seemed to stop working.

Maybe it was just a glitch for a couple of days or a browser problem.  Looks like it is still working for you.

I have another user to delete later this week when he leaves the company, so maybe it will be working as expected again.

Thanks for helping to troubleshoot!  Always appreciate your time and support.

susan

J. Craig Williams

Keep us posted. I empathize how annoying it is to lose features without warning or recourse.

Craig

Susan Peck

Good morning,

After removing another non-licensed user from the user management database, there was no confirmation displayed.  I know this user was a member of at least one workspace, so he had active sharing.  He did not own any sheets (he was non-licensed).

So, it seems like how Smartsheet used to work is not how it works now.  It's not a big thing, but it sure was nice to get the confirmation in the past.  

Shaine, can you add this to the list of things to be looked into?

Thanks,

susan