When an administrator leaves your organization, it's critical to protect your firm's data, system access, and user continuity. This guide outlines steps to take following the departure of an Engage admin to maintain security and ensure a smooth transition.

 

Immediate Action

Disable/Terminate Active Directory Account

Disable the departing admin's account in Active Directory and change the password so the account cannot access Engage, Outlook, or any other related Microsoft account.

 

Engage Updates

Once the password is reset, contact your Engage team with the credentials and indicate another administrator to take ownership of Engage processes. Your Engage team will work with your team to reassign ownership of business-critical Engage processes, including:

• Workflows
• Power Automate Flows
• Personal Views
• Personal Dashboards
• Power BI Reports

Note: These will not be available to end users until ownership within Engage is reassigned. 

 

Please submit a case to our Support team if you need assistance with any of these steps.

 

Short Term Transition 

The following processes are not business-critical, but we recommend updating within 1-3 days of departure. Contact your Engage Support team to transition the following items:

 

Engage Support Tickets

Provide instructions with the required timeline to deactivate the departing admin's login to enter support tickets. Please also provide the name and contact details of the departing admin's replacement.

 

Transfer Record Ownership

The departing admin may own records in Engage and could be assigned as a member of the Relationship team. Provide instructions to reassign ownership of these records. 

 

Custom Integrations

Custom Integrations between Engage and third parties often require an owning user. You may need to change ownership to another user or create a new integration user, otherwise a disruption in data services may occur.