disable user account

[MANDM123]

before disable action from the ACS UI for a user, I want to make sure that there are no workflows created by that user in the account/application.

how can I check that, is there anything else I need to validate before deactivating the user account from the ACS UI?

[ccg1706]

Hi @MANDM123, 

Before deleting the actions of the user I recommend you to do the following:

-  Workflows: review all workflows created or last modified by the user, especially those in started or shceduled state. Document them and reassign them to an active user if they are needed.

- Deliveries: check deliveries filtered by created by. Scheduled or recurring deliveries might fail once the account is disabled. 

- Security groups: go to  the following route (Administration --> Users & Security --> Users) and verify of the user belongs to any critical security group. If there are the only member, add another user before disabling the account.

-External accounts and ownership: review external accounts or integrations linked to the user, and document all ownerships before deactivation.

If you need more clarification, just let me know. 

Best, 

Celia

[MANDM123]

Hello @ccg1706 

is there any way I can perform these validations, I mean via workflow etc?

appreciate your help!

[ccg1706]

Hi @MANDM123,

Sorry on the delay on answering you, partially yes you can cover workflows and deliveries via a technical workflow extracting the state of each workflow and created and last modified and for deliveries extract scheduled or created by the user. 

On the other hand for the part of security groups and external accounts it is not accessible via workflow you will need to do it manually. 

Hope it helps!

Best, 

Celia

[Thanongdach]

Hi @MANDM123 
Technical Best Practices Before Deactivating a User in ACS

1. Identify All Workflows Owned or Created by the User

   • Query workflow lists and filter by createdBy or owner.

   • Review both active and inactive workflows.

   • Confirm no critical workflows depend on that user's account.

2. Check Active, Scheduled, and Trigger-Based Automations

   • Validate scheduled runs, cron-style jobs, event triggers, or webhook-based workflows.

   • Ensure that deactivation will not break automation sequences or pipelines.

   • Transfer ownership where needed to ensure continuity.

3. Review Authentication Dependencies

   • Check if the user’s workflows use personal API keys, OAuth tokens, or service credentials.

   • Identify connectors or integrations tied to the user’s authentication.

   • Replace personal credentials with shared or service accounts before deactivation.

4. Validate Access Permissions and Resource Ownership

   • Confirm if the user is an owner of shared folders, models, environments, or assets.

   • Transfer folder ownership or shared resources to another active user.

   • Verify that no shared permission dependencies will be broken.

5. Check Audit Logs

   • Review activity logs for recent usage.

   • Identify unusual or critical actions that may require follow-up before removal.

6. Use a “No Role Assigned” Holding Group (Optional Best Practice)

   • Before fully deactivating or deleting a user, move them into a temporary user group with:

     • no roles

     • no privileges

     • no access permissions

   • This allows you to:

     • confirm that nothing in the system breaks

     • observe whether workflows continue running properly

     • ensure all dependencies are correctly reassigned

   • After validation, you can safely disable or delete the account.

7. Communicate the Timeline

   • Inform internal teams or workflow owners.

   • Allow a transition period if the user is connected to critical automations.

8. Final Validation Before Deactivation

   • Re-check workflow ownership after changes.

   • Confirm that all integrations and credentials have been updated.

   • Validate that the user does not appear in any automation dependencies.