Deleted vs Inactive Users
Updated
Deleting users from the Sprinklr platform is not the same as marking them as Inactive. The table below breaks down the differences in how the platform treats deleted versus Inactive users, so you can know with certainty whether deleting a user or simply marking them inactive is right for your situation.
Question | When a User is Deleted | When a User is Marked Inactive |
What happens to audit trail data? | The audit trail will retain information on the deleted user and their actions. | The audit trail will retain information on the inactive user and their actions when enabled. |
What happens to any pending assignments? | For any posts asking for the deleted user's approval, they will be moved to the "Approval sent" column, from which an active user will need to recall and edit them. For any posts sent by the deleted user to any active user for approval, the resulting approval notifications will display the deleted user's name as the source; the post itself will not be posted (despite being approved by an active user). | For any posts asking for an inactive user's approval, the approval status of the post will be marked pending. An active user will need to recall the post to progress. |
What happens to any accounts the user owns? | The account is displayed and accessible to provisioned users, but the owner is removed and displayed as "Select Account Owner". | The account is displayed and accessible to provisioned users, but the owner is removed and displayed as "Select Account Owner". |
What happens to any queues the user created? | Within a Partner Queue: The queue is displayed and accessible to all provisioned users, but when you click on "Permissions" the deleted user's details will not be displayed. Within a Client Queue: The owner of the queue is removed, but all provisioned users can still access that queue. | Within a Partner Queue: The queue is displayed and accessible to all provisioned users, but when you click on "Permissions" the deleted user's details will not be displayed. Within a Client Queue: The owner of the queue is removed, but all provisioned users can still access that queue. |
What happens to user reporting data like SLA and Replies? | User-level reporting data will not be available in Sprinklr for deleted Users | User-level reporting data will be available in Sprinklr for Users marked inactive |
What happens to any dashboards the user created? | The dashboard is displayed and accessible for the users to whom it is shared, but the label as "Owner: username" is not displayed when clicking on the share icon. | The dashboard is displayed and accessible for the users to whom it is shared, but the label as "Owner: username" is not displayed when clicking on the share icon. Note: If the Backup Quality Manager is updated in User Settings, the dashboard owner will be updated accordingly. |
What happens to any rules the user created? | The rules are still active and their respective matching condition messages within the audit trail will show that the rule was applied. | The rules are still active and their respective matching condition messages within the audit trail will show that the rule was applied. |
What happens to any Reporting dashboards the user-created (especially any they have scheduled exports for)? | Any dashboards created by the deleted user and shared with an active user are still displayed and accessible to the active user. Scheduled exports are still displayed, but will no longer be sent automatically. The "Users" list will not contain the details of the deleted user. All other relevant users will still be displayed. | Any dashboards created by the inactive user and shared with an active user are still displayed and accessible to the active user. Scheduled exports are still displayed, but the inactive user will no longer be a recipient of the scheduled export or be displayed as such. Upon reactivation, that user will become a recipient again. If the owner of the scheduled export is inactive, the export will fail. Note: If the Backup Quality Manager is updated in User Settings, the dashboard owner will be updated accordingly. |
What happens to the user's scheduled posts? | When a user has scheduled any post and then the user is deleted, those posts will still be published at the scheduled time. If edits are necessary, any other user with access will need to reschedule the post. | When a user has scheduled any post and then the user is marked inactive, those posts will still be published at the scheduled time. In the case of a rate limit preventing the scheduled post from publication, then all provisioned users will have the option to reschedule the post. |
What if that user's dashboards aren't shared with any other users? | Any dashboard that is not shared with another (active) user will not be visible to any users. | Any dashboard that is not shared with another (active) user will only be accessible to a super-user. Non-provisioned users will not be able to view or access said dashboards. Once the inactive user has been marked active again, their non-shared dashboards will again be visible upon login. Note: If the Backup Quality Manager is updated in User Settings, the dashboard owner will be updated accordingly. |
What happens to User Groups the user in? | The user will be deleted from the User Group | The user will be deleted from the User Group |
Note:
Updating a username and email for an existing account retains historical data, permissions, etc. and associates everything past and present with the new name.
An example use case for changing a username/email for an existing account, instead of creating a new account: A User never used their own seat, and that seat was instead used by someone else on their team. You want to get the seat officially transitioned to the true user.