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Employee Data After Leaving Huma

When an employee leaves the company, it is important to save their information while still maintaining privacy and limiting access to administrators.



Table of Contents

 

 

 

Consequence of deactivating a user

  • Only users with a "Systemrole" with "Full access over User management" can deactivate users.

 

Before deactivating a user, please review and complete the recommended steps outlined below to ensure a smooth transition and prevent potential data or access issues. 

The following deactivation overview will be displayed in Huma when you initiate the user deactivation process:

    • User will be logged out and will not be able to log in to this organization in Huma until reactivation (can take up to 15 minutes if they are logged in).

    • Only administrators will be able to view the deactivated profile.

    • All profile fields will be locked and will not be editable, so make sure they're all up to date.

    • New documents, tasks, meetings, equipment and competences will not be addable or assignable to the User.

    • Absence can’t be added or edited for the User.
      • Make sure to export the user’s absence data before deactivating the account
    • Uncompleted tasks will remain uncompleted.
      • Make sure the user’s tasks are completed or reassigned before deactivating the account.
    • Documents will still be available, but …
      • Documents owned by the User that haven’t been transferred to a new owner before deactivation, will be viewable for those who have access, but won’t be editable or deletable.
      • The User can change the owner of their documents by editing them.
    • Meetings will still be available, but …
      • If the User´s meetings should still be editable, User needs to change the host before deactivating the account.

    • The User will be unassigned from any deviation cases they’re assigned as case handler to.

    • An ongoing offboarding and it's tasks will still be accessible after the user has been deactivated. But keep in mind that the deactivated user wont have access to their tasks in Huma.
    • If the User is a supervisor, the subordinates need to be reassigned a new supervisor. 

     

     

    Deactivate a user

    When the employees last workday is passed you can deactivate the user directly from the profile page.

    1. Navigate to the users profile through the "People module"
    2. Deactivate the user from the "three dots" at the right top corner
    3.  Click "Deactivate user´s account"
    4. Reassign subordinates if needed
    5. "Confirm" deactivating user´s account
      1. By default, any subordinates will be reassigned to this user´s supervisor 
         

     

     

    Consequence of deactivating a user

    You can always reactivate a "deactivated user" with following outcomes

    • The user will be able to log in to the organization
    • Profile fields will be editable again
    • Other users will regain access to the user profile



    Reactivate user

    Reactivating a user is also made from the dots in the top right corner. When reactivating you can send them a welcome message. Note that it will be sent to their work email.

    • Only users with a "Systemrole" with "Full access over User management" can reactivate users.
    1. Navigate to the users profile through the "People module"
    2. Reactivate the user from the "three dots" at the right top corner
    3. Click "Reactivate users Account"
    4. "Confirm" and send out a personal invite 

     

     

     

    Consequence of deleting a user

    When you delete a user, the following will occur

    • News articles written by the User will be left without an author

    • Absences regarding the User will be deleted

    • Documents uploaded by the User will be deleted, and any documents which concerns Conrad will no longer concern anyone

    • The User´s competences, including documentation and change history, will be deleted

    • The User’s tasks will be deleted

    • Meetings where the User is the host will be deleted

    • Ongoing and completed offboarding processes regarding the User will be deleted

    • The User will be logged out and will not be able to log in to this organization in Huma again

    • The User will be unassigned from any deviation cases they’re assigned as case handler to

    • Only accounts that are deactivated can be reactivated. Unfortunately, if an account has been deleted, it cannot be restored.

     

    Delete user

    Before you can delete a user, their account must first be deactivated. Learn more about the deactivation process here. 

    Once the user has been deactivated, the "Delete user" button will become available in this process:

    1. Go to the users profile throught the "People module"
    2. Delete the user from the "three dots" at the right top corner 
    3. Click "Delete Users Account"
    4. "Type in the correct name and "Delete"
      1. Users cannot delete their own account. 

     

     

    Set up offboarding

    To prevent the loss of important employee data, it is essential to include the recommended tasks outlined above as part of your offboarding process.

    Examples

    • Remember to transfer documents to a new owner
    • Remember to transfer meetings to a new meeting host

     

    Read more about offboarding in Huma here.

     

    I am a system administrator and will be leaving the company

    There is no automatically "transfer" of the system in terms of roles, and to ensure that your new System Admin receives a proper handover to the role of system admin in Huma, you need to do the following:

    Documents

    It is important that documents containing critical information are transferred to the new System Amin. If you are listed as the "document owner," ownership must be transferred if you want them to be editable and viewable. By sharing "access," the new System Admin can only preview the documents and not modify them.

    We have launched a "bulk change" feature for documents, allowing you to transfer ownership of these in bulk. You can select the relevant documents, and from the blue bar at the bottom of the page, you can choose what actions to take. 

    • Be sure to create effective offboarding templates with tasks that help the company retain important data. One key task is to ask departing employees to transfer ownership of documents

     


    Meetings

    If you are the "meeting host" for important meetings that you want the new System Admin to have insight into, it is crucial to add her as a "participant" or assign her as the new "meeting host."

    1. Go to the relevant meeting(s)
    2. Click on the three dots
    3. "Edit details" and modify the meeting details in the window that appears. 

     

     

    Access and Correct Roles

    It is essential that the new System Admin is assigned the correct roles in Huma so that she has the overview and access she needs. The most important role is the System Admin role, and she can also be assigned the "User Role."

    • The System Role gives her the ability to manage the system (modules, etc.)
    • The User Role provides her with access at the user level, allowing her to manage teams/locations and employee profile cards.
    • Read more about role and access here.