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Inactive Flag on Team Members Table (my users)

  • 1.  Inactive Flag on Team Members Table (my users)

    Posted 9 days ago
    I have an employee that just left the company so quickly realized that I do not have a way to inactivate employees (oops).  I can delete them but I dont want to create orphaned records.

    I have a Team Members table (which is our employees) with a key field of user.  I have several fields on several different tables that relate to these team members table.  Tasks being assiged for projects, projects being assigned, etc.

    How do I filter these relationships on these other tables to not show this user when they are selecting someone?  I tried conditioning filtering but it wants to match something to the parent table I am on which is not quite what I am clicking for.

    I basically want to hide the user when the inactive checkbox is checked.

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    Ivan Weiss
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  • 2.  RE: Inactive Flag on Team Members Table (my users)

    Posted 9 days ago
    np

    On the form, the drop down for choosing records can be pointed at a report. So just make a report of Active  Employees and set the form to use that report to pick records (Pick Team Members).

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    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
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  • 3.  RE: Inactive Flag on Team Members Table (my users)

    Posted 9 days ago

    ah so simple, I overlooked that one. 


    and do I delete the user from the users in the app to block access? Assuming so but will that be an issue because team members keyfield is the username



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    Ivan Weiss
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  • 4.  RE: Inactive Flag on Team Members Table (my users)

    Posted 8 days ago
    Typically, when an employee terminates, you immediately put them on the Deny List for your Realm. That blocks access to all Apps.

    if there will be a replacement for this employee, then one best practice I feel is to be slow to remove them from Groups  and Apps.  That way when the replacement is being Onboarded, it's easier to get their Permissions cirrect, especially if there are many Apps. 

    The userid still exists on records, so no damage is done by Denying access to a userid.

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    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 5.  RE: Inactive Flag on Team Members Table (my users)

    Posted 8 days ago
    Thanks Mark, do you ever physically delete them or you just leave them denied forever?  I do see that it frees up the license so that obviously is fine if they just remain.

    This also means I need to now fix a few things in my app but that is a good thing :)  Originally I built assignments as drop down fields directly to users, this particular role is on of those.  You had suggested way back when a team members or resources table based on user field so I did build that.  But I still need to convert some of those dropdowns to use that table so I can use the reports.  Guess it will go on the list!

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    Ivan Weiss
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  • 6.  RE: Inactive Flag on Team Members Table (my users)

    Posted 8 days ago

    Ideally, most app permission ms will come from assigning a Group to an App.  That way when you onboard a new user, you just add them to the correct  groups and the app permissions are done!

    As for removing the denied users from groups, I would do that once I know that user has been replaced. ie, the whole purpose of a slow delete of a user is to ensure the smooth onboarding of their replacement. 


    If you just have one app, it's less of an issue, but I have a client with 50+ apps so we don't want to have a new hire be subjected to all kind of hassles in the first week or two as they try to access apps where their
    access is incorrect. 



    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------