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What happens to the data if I delete a user?

If you delete a user from your account, during the deletion process you will be prompted to reassign that user’s assigned records, future events, and future tasks. It’s highly recommended that you reassign their data, in order to keep it easily accessible. To do so, simply select who the new owner of the records, events, and tasks should be in the dialog before confirming the deletion.

If you reassign their data, the contacts, tasks, and events will continue to be visible under the new owner of that information. The notes, email logs, and pipeline updates made by the deleted user will continue to be visible in the contact history as well. However, the deleted user’s past events and tasks will not be visible. If you want to maintain the history of the deleted user’s past events and tasks, you’ll need to contact us to reassign the historical items to an active user on your account.

If you do not reassign a deleted user’s records, events, or tasks that information will not be accessible. The records aren’t deleted, but will be significantly more difficult to find unless they’re assigned to an active user. Events and tasks will be deleted, and if you want those restored you’ll need to contact us about assigning them to an active user.

If you need to find the records assigned to a deleted user, there is a filter that you can use to pull those up. If you go to the Contact list, you can select “Filter by user” in the second sidebar from the left under the “Filters & Sorting” section. Near the bottom of the dialog there will be an option “Show users that have been deleted.” You can select that, and then tick the box to the left of the deleted user’s name.

When you apply the filter, it’ll pull up all of the records assigned to the deleted user. If you select one of those contacts, the notes, email logs, and pipeline updates made by the deleted user will continue to be visible in the contact history. However, the deleted user’s past events and tasks will not be visible.

To make the records more easily accessible you can return to the filtered list of contacts. You can tick the “Select all” box in the lower left and then reassign them to an active user, so that the records are easily accessible again. If you want to maintain the history of the deleted user’s past events and tasks, you’ll need to contact us to reassign the historical items to an active user on your account.

Next up:
Removing an Existing User from Your Account
Keywords:
Removing user, reassigning, deleting user
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