Deleting Lists of Past Employees - Have to Give Roles Back - NOT IDEAL

Josceline Reardon
Josceline Reardon
Tenth Anniversary Kudos 4 Name Dropper Participant
in Blackbaud K–12 Education Solutions™ General Discussions

Please Vote on My IDEA below. We should not have to give past employees roles in order to delete their lists. Some past employees might be current parents and still log in to the system, so having to give them a role to be able to delete lists is a bit unnerving. Support said to give them the Sky Reporting roles, but that doesn't cover all of the lists. I had multiple employees that I had to give back Academic & Admissions Roles.

Give Platform Manager Role ability to delete lists throughout the system

Comments

  • Brian Hoyt
    Brian Hoyt
    Tenth Anniversary Kudos 5 Name Dropper Participant

    @Josceline Reardon How do you delete lists if an account is deleted? I know that doesn't happen often but just curious.

  • Josceline Reardon
    Josceline Reardon
    Tenth Anniversary Kudos 4 Name Dropper Participant

    @Brian Hoyt we don’t delete accounts. Maybe if you delete and account the list go with it.

  • Adrian Skrentny
    Adrian Skrentny
    Fifth Anniversary Kudos 1 Name Dropper Facilitator 1

    @Josceline Reardon
    I agree completely. I've been importing historical sections (since we migrated recently) and for that process I have to make all the old teachers active again to do the imports. We have old lists also that we need to delete, but I'm not willing to go through activating those employees to remove the lists.

  • Carolyn Stevens
    Carolyn Stevens
    Ninth Anniversary Kudos 2 Name Dropper Participant

    @Josceline Reardon we don't delete accounts either. Are you finding these folks still have access to SKY lists? We saw that with Advanced Lists and had to recreate them in our own names (which was a giant pain), but I wasn't aware users retained access to SKY if they didn't have a role allowing them to access whichever part of the site their lists were created…

    Another potential hole would be the lists the former employee created with the “No one else can access” setting. :(

  • Josceline Reardon
    Josceline Reardon
    Tenth Anniversary Kudos 4 Name Dropper Participant

    @Carolyn Stevens support told me to just give them Sky access and then impersonate them and delete the lists, but for some users, I had to give them Admissions and or Academic roles to delete the Sky lists. I haven't even started to tackle the Advanced list cleanup.

  • Carolyn Stevens
    Carolyn Stevens
    Ninth Anniversary Kudos 2 Name Dropper Participant

    @Josceline Reardon I have to say I mostly like that the lists stick around when someone leaves, because there could be havoc if they just disappeared with the employment (until we have a case like yours or our old one).

    Advanced lists are only an issue if an employee leaves and comes back in another capacity w/reduced access (like your parent). If they leave and stay gone - zero issues. We limit who can build advanced lists, so we generally only delete if necessary (bad list, broken, duplicate) and use List Admin to make any changes. It was an unwelcome surprise to see that the returning employee in our case had access to everything they had created in that space, and it was a not small amount of work to fix (copying the lists that we still needed, reattaching to distribution groups, re-allocating by role and by user access, etc.). And there was no role task manipulation I could do without screwing up access for others.

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