How to handle a resource leaving

SECURITY  Security level with Admin permission to configure Resources/Users (HR). Refer to Admin security settings.

NAVIGATION   > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Resources/Users

When a resource leaves, you cannot delete the resource from Autotask because they are tied to multiple items (like work entries, timesheets, tickets, and projects) that remain in the system. You can inactivate the user, but there are additional tasks you must complete to "retire" their account.

Before you inactivate the user, complete the following tasks, in order:

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Find the resource by last name and select Edit Resource.
  3. Access the Security tab and select Resource Locked and Disable Password Reset. This will ensure the resource cannot reset his or her password from the Login page, Settings page, or welcome email. Click Save & Close.

To ensure that any unbilled labor can be processed, submit any unsubmitted timesheets. Depending on the settings for Proxy Time Entry, a timesheet approver or administrator can submit the resource's timesheets. Refer to Proxy time entry.

NOTE  To quickly find and submit the resource's unsubmitted timesheets, add the "Unsubmitted Timesheets by Resource (Year to Date)" widget to one of your dashboard tabs. The widget is available in the widget library, under the Timesheets entity. You can modify the widget settings to access timesheets from before the current year. You can submit and bulk submit timesheets from the widget's drill in table. Refer to The dashboard widgets library.

Search for all tickets with statuses other than Complete where the resource is the primary resource.

  • Click the selection check box on the search results list, right-click and select Forward/Modify Ticket.
  • If this resource was involved in any projects, run the Projects > Reports > LiveReports > Task by Resource report to determine which tasks will have to be re-assigned. If you don't see the report listed under Projects > Live Reports, it must be published to you or to your security level. Refer to Publishing LiveReports.

LiveReports scheduled by inactivated users will not run and a notification email about the failure will go out to resources designated in the related system setting. Refer to Inactive LiveReport Schedule Notification.

  • To modify the scheduled reports, navigate to > Reports > LiveReports > LiveReports Designer.
  • Click the schedule icon to open the Scheduled Reports tab, edit and save any scheduled reports. This will remove their name from the schedule. Refer to Manage scheduled reports.

If the resource was a timesheet approver for other resources , navigate to > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Timesheet Approvers. Click their name, and remove all Resources Already in Approval List. Assign new timesheet approvers for those resources.

Navigate to > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) and find their resource record. On the Security tab, select the Resource is not required to submit Timesheets setting.

For users with a sales role, you must reassign their customer accounts.

If there are more than a handful, use the Export in Import Template Format option on the Organization Search page. This allows you to clean up or update records in bulk, and then import them again using the Update option. Refer to Importing or updating data.

If you are using account teams, also search for the resource's name in the Account Team field and repeat the process.

We very much recommend using role-based resources in workflow rules, but if you are using named resources, review your workflow rules and edit any where the resource is referenced.

Once the resource is inactivated, auditing the workflow rules can help you find any rules where the inactive resource is referenced. Refer to Auditing workflow rules.

Once these steps are complete, inactivate the resource as described in Inactivating and activating resources.

NOTE  To better manage inactive employee records, create a new department named something like Inactive Resources. Assign the new department to all inactive resources as their default department.