Deleted users still appear when Sharing sheets
I have multiple users that are no longer with us, that still appear when I Share sheets, reports, etc.
Here's my process for deleting users:
- From Admin Center, I open Unlicensed Users
- Select the user by highlighting the 3 dots on the far right
- Select Remove Sharing
- Select Remove from Groups
- Select Transfer Owned items, transfer
- Delete User
- User disappears from the list
However, when I go to Share an item, some of these users still appear in the list of people to select from. Some of these users have been gone over a year.
Help! Thank you.
Answers
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Hi @jb@59069
Removing the users from the Admin Center removes them from your Plan, however those accounts still exist within Smartsheet as Free accounts no longer associated with any plan (or they may have joined a different plan).
Are these users still Contacts either in your My Smartsheet Contact list or as values in a Contact Column? If so, you'll still see them as possible contacts to share items to, since the users still exist they're just not on your plan.
Cheers,
Genevieve
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@Genevieve P. Is there a way to remove deleted users from everything they were shared to before we deleted them as a user? We are trying to clean out our user report to evaluate which users need licenses and I was surprised to see how many deleted users still show up on this report.
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The easiest way to clean this up is during the removal process - there's a checkbox you can check to remove all sharing permissions. Here's the Help Article with more information:
If the user has already been removed from your account but is still shared to items, you will need to revoke the sharing permissions individually from each item since they're no longer a profile you manage.
That said, you could potentially use the API to do this programatically for you. Paul has an interesting suggestion regarding using the API and sharing in this related post, here.
Cheers,
GenevieveNeed more help? 👀 | Help and Learning Center
こんにちは (Konnichiwa), Hallo, Hola, Bonjour, Olá, Ciao! 👋 | Global Discussions
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