Closing accounts and access to envelopes - employee leaver?

Hello, @SachaR 

You are welcome to the Docusign Community!

When an user is CLOSED then the shared envelopes are not seen anymore by the shared users.

However, the envelopes still there tied to the closed user.

I can mention, at least, two approaches that you can take:

1. The best approach in cases like that is TRANSFER the custody from the closed user envelopes to other user. Even with the user deactivated (closed) the envelopes still there to be transferred.
    
2. Activate again the user. In this case, the user will receive an email notification to active again the account, after the activation is completed then the shared user wil see again the envelopes, but this option involves to send an email to the closed user and I think is something that you don’t want to do, although be an approach.

In summary, based in your scenario I’d suggest the number 1 approach.

Let me know if I answered your question.

Best,

Alexandre

Thank you for the detail Alexandra, its very helpful - can you advise. where you would transfer the custody - would this be an admin or would the user do this and how?

Thanks again.

An Admin user must do that

Hi @SachaR,

I hope you are doing well.

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If so, please mark it as the best answer by clicking “Select as Best” to make it easier for other users to find.

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Best regards,

Christopher | Docusign Community Moderator

"Select as Best" below if you find the answer a valid solution to your issue.

Directed to David.Schmitz (chosen as best answer above):  I like your approach and it does seem like it would work in place of fully transferring all envelopes from a departing employee.  However, I’m wondering if this still keeps the departing user Active on the Docusign account, and would your organization still be paying for that user, even though they are gone?

I have a related question for Docusign or Moderator...if you do transfer their envelopes, where to they show up in the user’s account that they get assigned to?  There may be hundreds of them, depending on how long the departing employee was a docusign user.

As an Admin, I have still been able to see shared envelopes of Closed Users, and am able to forward or manage individual envelopes, as needed, without fully tranferring all of them.

Hello @Wendy M.,

Thank you for reaching out to the Docusign Community.

The transfer envelopes are stored in either the inbox or the send folders, the user will need to use the search feature to locate the transferred envelopes. Search for Envelopes

You can also set a shared access for closed users. Share Access to Your Envelopes With Other Account Members

Note: Some advanced features and options are supported only in specific Docusign plans. Your account plan might not support some of the options discussed in this help topic. Contact your account administrator for more information about which options are available for your account. Or, visit our Plans and Pricing web page for more details on the features included with your plan. Compare eSignature plans & pricing.

Let us know if you need further assistance.

Best regards,

Christopher | Docusign Community Moderator

"Select as Best" below if you find the answer a valid solution to your issue.