Workspace permissions users not updating with user management changes

Hi all,

Our org has dozens of workspaces and while we have moved more toward group-based permissions recently, I still have some legacy workspaces that were configured with dozens of individual user access permissions, many of whom are no longer with the company and associated accounts have been deleted or deactivated.

Wondering if I'm missing some setting, but I'd expect that when a user is deactivated or deleted via user management that the associated workspace permissions for that user would get removed as well. I know this isn't especially impactful, but this would eliminate some questions and improve overall administrative cleanliness.

Anyone else dealing with this and is there a solution outside of manually visiting each workspace one-by-one?

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Accepted answers

kowal

hi @Rob W.

so whenever you deactivating / removing any user from your organization you have the option to remove sharing like in those screens:

however if you forget to unshare everythig before removing any user you can in User Mangement generate report called Sheet Access and check if this person still has any access to any sheet.

All comments

kowal

hi @Rob W.,

as far as I know the sharing stays when the user is deactivated it's not automatically removed from sharing if the person leaves the company and loses the access to his email account.

Rob W.

https://community.smartsheet.com/discussion/comment/478854#Comment_478854

Hi @kowal, I appreciate the comment. That certainly seems to be the case, my question is does this not seem like a gap / enhancement opportunity, and is there any functional workaround to do batch permissions cleanup for removed / deactivated users across workspaces or does everyone just accept this?

I find a lot of utility in Smartsheet, but this is another glaring example of failure to account for administrative scalability as manually visiting each workspace to update permissions for removed users is non-value added work that simply doesn't make sense for any organization with more than a handful of users.

kowal

hi @Rob W.

so whenever you deactivating / removing any user from your organization you have the option to remove sharing like in those screens:

however if you forget to unshare everythig before removing any user you can in User Mangement generate report called Sheet Access and check if this person still has any access to any sheet.

Rob W.

https://community.smartsheet.com/discussion/comment/478954#Comment_478954

Thanks @kowal, I was aware of that function which covers go-forward administration, but for anyone inheriting a SS ecosystem where this was not performed consistently, there's still going to be some cleanup needed. Unfortunately, the sheet access report is of limited use since when I run the user access report, the output exceeds 1048576 excel rows and the rest of the report is cut off.

I have resorted to manually removing deactivated user group and sheet permissions through the user management interface. This is still tedious, but vastly better than managing at the object or workspace level. Again, this feels like a multi-select would go a long way (select users, then batch remove group and object permissions).

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