Technical Glossary: Inactive Users

Definition and Purpose

In Salesforce, an inactive user refers to a user account that has been deactivated but not deleted from the system. When a user is made inactive, they can no longer log in to Salesforce or access any data within the org. However, their historical contributions and associations with records remain intact.

The primary purpose of having inactive users is to maintain data integrity and historical accuracy while preventing unauthorized access. This is particularly useful when employees leave an organization or when temporary access needs to be revoked.

Org Management Considerations

Managing inactive users is a crucial aspect of Salesforce org management. Administrators need to be aware of several key points:

• Inactive users still count towards the organization's user license limit.
• Records owned by inactive users remain in the system but cannot be directly accessed or modified by the inactive user.
• Inactive users continue to appear in record history, reports, and other areas where historical data is relevant.
• Permissions, roles, and profile assignments of inactive users are retained but not applied.

Use Cases

There are several common scenarios where deactivating users is necessary:

1. Employee Departure: When an employee leaves the organization, their user account should be deactivated to prevent unauthorized access.
2. Temporary Access: For contractors or temporary staff, deactivation can be used to suspend access during periods of inactivity.
3. License Management: Deactivating users who no longer need access helps optimize license usage.
4. Security Audits: Regularly reviewing and deactivating unnecessary user accounts enhances overall org security.
5. Mergers and Acquisitions: During organizational changes, some user accounts may need to be deactivated as part of the integration process.

Best Practices for Salesforce Administrators

To effectively manage inactive users, Salesforce administrators should follow these best practices:

1. Regular User Audits

Conduct periodic reviews of user accounts to identify and deactivate those that are no longer needed. This helps maintain a clean and secure org.

2. Deactivation Process

Establish a standardized process for deactivating users, including steps to transfer ownership of records, remove from groups and permission sets, and update any automated processes or workflows that reference the user.

3. Data Cleanup

After deactivation, review and reassign any records owned by the inactive user to ensure continuity of business processes.

4. Communication

Inform relevant team members when a user is deactivated, especially if they were part of any approval processes or workflows.

5. License Management

Regularly assess the number of inactive users and their impact on license costs. Consider permanently deleting long-term inactive users if their historical data is no longer needed.

6. Security Measures

Ensure that all access points, including API access and connected apps, are revoked for inactive users.

7. Reporting

Create reports to monitor inactive users and their owned records. This helps in identifying any lingering issues or necessary data transfers.

Org Management Solutions

While Salesforce provides native tools for managing inactive users, third-party solutions can offer enhanced capabilities. Metazoa's Snapshot, for example, provides advanced features for managing inactive users:

• User Connection Cleanup: This feature helps identify and manage connections between inactive users and various Salesforce org components.
• Bulk User Management: Allows for efficient handling of multiple inactive users simultaneously.
• Comprehensive Reporting: Offers detailed reports on inactive user impacts across the org.
• Automated Cleanup: Provides options for automating the process of cleaning up after user deactivation.

Conclusion

Understanding and effectively managing inactive users is crucial for maintaining a secure, efficient, and compliant Salesforce org. By following best practices and leveraging appropriate tools, Salesforce administrators can ensure that inactive users do not become a liability or hindrance to organizational processes. Regular audits, clear deactivation procedures, and proactive management of inactive user data will contribute to a well-maintained Salesforce environment.