Query Access of Past Account Holder in WV Remaining?

Denise Miller

We have several past employees where process queries were established and we're still utilizing those queries to complete those processes in database view, however, when I try searching based on the "Created by" drop-down over in web view under Analysis, that user is not shown. My guess/hope is that it is because they are not a current user any longer. I want to make sure that when we're fully over into web view only, that we will be able to still access those queries based on query name OR will we need to re-create those queries with a current user? I can clarify further if need be, thanks!

Tatyana Leifman

If their records in Security were deleted, I would guess that then they won't show up in the drop down of created by. Are these queries searchable by name? I can see all present and past users in my drop down as long as their record is still listed in the security section of dbv.

Carlene Johnson

https://community.blackbaud.com/discussion/comment/312124#Comment_312124

You’re correct that the queries, lists, and reports will still remain available. The recommended approach is not to delete a user from Security, but to rename the account by adding an “X” or “Z” to the beginning of their username. This makes it immediately clear which queries, workflows, lists, and other assets were originally created by that person. This allows you to sort your list of users alphabetically so that only active users remain towards the top.

This method also makes future cleanup much easier. For example, you can sort by creator and quickly identify everything associated with ZUser_Name, then decide whether any of those queries or assets should be deleted.

Tatyana Leifman

I make them inactive in webview and in dbv view in the security section, I have created a security group of "former staff" that has no permissions whatsoever and add them to this group (I also add zz to the beginning of the user name).

Carlene Johnson

https://community.blackbaud.com/discussion/comment/312187#Comment_312187

In database view security rename them with a Z or X in front of their name, add them to a security group with no access. And in web view I would also put a Z or X in front of their name and then remove solution access.

Denise Miller

Good point! Yes, their security record was removed at their time of departure. I can search the queries and find them by query name, just not by user. I wanted to verify that that piece will NOT go away once we're completely over into NXT, but it sounds like as long as it's a valid named query, it will. Thanks!

Lee Grisham

Would love to have more things like this clarified by a Blackbaud employee as this change is happening. There are some things that I think are tied to a user, like Workflows, that will be deleted once the user is removed. It would be great to have them just flow to "Unassigned NXT User" or something instead of being completely removed.

Elizabeth Johnson

Echoing @Carlene Johnson it is a best practice to not delete past users. We have been doing for decades what Carlene mentions we do z_Username. Then we can search on so much after they leave. It doesn't get in the way. You can inactivate them as solicitors and they will stay out of the workcenter drop down.

As far as BB employees letting us know what won't be carried over - they are still listening to us. Use the idea bank to advocate for the things we need. @Lee Grisham Vote and share the things that matter to you here in the community :)

Denise Miller

@Carlene Johnson this is most helpful moving forward! We're in the process of an employee retiring next week so that's what sparked the question. I will, moving forward, do what you recommend in the security area. So instead of "removing solution access" I would need to make then inactive instead?