How to create an Escrow user

Mohamed Aly

Users will automatically be de-provisioned from Smartsheet if you remove them from Okta/SSO. You have the ability to set a default escrow user for the account for the assets owned by the removed user. 

 

This escrow user needs to be a licensed group admin on the account. Can someone please help send instructions on how to create an Escrow user?

Ben Goldblatt

Hi @Mohamed Aly,

I can definitely see the benefit to having a designated user to take over ownership of owned items when a user is de-provisioned. It can't hurt to Submit a Product Enhancement Request to see about implementing this option in a future release.

You may be able to automate the process of removing users and transferring owned items using the Smartsheet API, though I'm not sure how this would work in conjunction with Okta's de-provisioning. Check out the following API resources from the Learning Center for more information:

• Where to Find Information About the Smartsheet API
• Smartsheet Has an API? What Is That and Why Would I Want to Use It?
• Tips and Tricks for the Smartsheet API

You may also want to post this question in the larger community in Stack Overflow (using the 'smartsheet-api' tag) to see if any users have found a way to automatically transfer items from a user when removing them from a multi-user account.

I hope this helps!

Ben

Ben Goldblatt

Hi @Mohamed Aly,

I can definitely see the benefit to having a designated user to take over ownership of owned items when a user is de-provisioned. It can't hurt to Submit a Product Enhancement Request to see about implementing this option in a future release.

You may be able to automate the process of removing users and transferring owned items using the Smartsheet API, though I'm not sure how this would work in conjunction with Okta's de-provisioning. Check out the following API resources from the Learning Center for more information:

• Where to Find Information About the Smartsheet API
• Smartsheet Has an API? What Is That and Why Would I Want to Use It?
• Tips and Tricks for the Smartsheet API

You may also want to post this question in the larger community in Stack Overflow (using the 'smartsheet-api' tag) to see if any users have found a way to automatically transfer items from a user when removing them from a multi-user account.

I hope this helps!

Ben