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Forum Discussion
Look for advice on best practices when offboarding users
Hey all! Currently the process for offboarding users is pretty straightforward. Once a termination occurs, we transfer the data to the user's manager and delete the account. We haven't run into any issues until recently when upon deleting a user's account, a BUNCH of Shared Links that that user had generated suddenly became unusable. Can anyone advise me on what would be best practice for offboarding users that wouldn't occur in such catastrophic results? Here are some of the things that would, ideally, hold true:
- Links generated by users can live on
- Continuing to pay for a license for the account wouldn't be the best option
- Let users continue to be able to use the OS Finder/Explorer to quickly get links to files (whether Shared Links or the direct thinks to files)
Note that any shared files will live in a Team Folder that is accessible to all members of the Dropbox team.
Any advice on this is greatly appreciated, and thank you in advance!
- Jay
Dropbox Staff
Hi PV10, thanks for bringing this to our attention.
Currently, it isn't possible to prevent the deletion of their shared links when users are offboarded, since they were created by the former member.
Once a user has been deleted and there is a spare license on your account, you can reduce your license usage via these steps.
Could you clarify your last query? Are users currently not able to generate a shared link when they right click files on their machines?
This will help me to assist further!
Hey Jay! Thank you for chiming in!
The bullet-list I posted wasn't intended as a list of inquiries, but more of a wishlist for an offboarding process that someone could share with me that would check all the boxes.
For clarification on the 3rd point, though, what I meant was that, currently, when users copy a link from the OS finder/explorer integration, they automatically get a shared link (which breaks when they get offboarded using our current process), but I'd like it to get a direct file link or any other link type that can survive when a user leaves.
- Jay
Thanks for the update. Currently, there isn't a method to do what you're asking for your wishlist.
The first and third points are the same, wherein a person created a shared link, if that person was then offboarded, the links would no longer be valid.
For the second matter, the license remains active since you've already paid for it (either monthly or annually), and it can be used for another new agent. Otherwise, you can remove the license using the steps I previously mentioned.
