Hi @Tiffany_Schmid , before you try support as @lpb suggested, can you check whether you have the ‘Admin Console’ as an option in the dropdown menu of your avatar/profile photo in the top right.
If so, in the Admin Console, go to Members, change the filter to Guests, find the user and deprovision them from the … overflow menu on the right of their name. This will do it ‘quietly’ without sending them any notification.
If not, then contact the Admin(s) of your Asana space to do it for you.
Can someone speak to what happens to any forms that a user created when they are deprovisioned? Do the forms stay live, or do they need to be rebuilt? I don’t see any comment one way or the other in this thread (and also looked in the linked help articles and didn’t see that clarified). I’m currently working on deprovisioning a user and don’t know if I need to rebuild any forms they created. By the way, thank you for this helpful list!
Edit: Also, what about templates? Do those need to be rebuilt if the user who created them gets deprovisioned?
Thanks for the nice comment.
Those are good questions and I don’t know, but maybe someone else will chime in, otherwise you could ask Support: [How to contact our Support Team](How to contact our Support Team 📧 - Tips and Tricks - Asana Forum).
Thanks,
Larry
Hi @Rebekah_Chalkley , I’m 99.9% certain that in both cases, forms and project templates do NOT have to be rebuilt, as long as:
Thank you both for the response! We do have more than one editor or project admin on each of the projects that have forms. I’ll double-check whether the forms get deactivated after the user is removed, though. This particular user was heavily instrumental in setting up a lot of our Asana automations, so I want to be careful that things don’t break when I remove their user account, because that will affect the entire team.
For task templates, I wasn’t seeing any kind of “step 3” or “settings,” or even any kind of label regarding “ownership” of the template. So hopefully those will be ok. We don’t have any project templates.
Step 3/Settings only applies to project templates, not task templates; task templates should be have similarly to forms with respect to your question here.
@Rebekah_Chalkley , based on the above, the most important thing is to check @lpb ‘s notes on Rules in the original post above, to avoid any rules getting paused.
Just wanted to report that my deprovision went smoothly and nothing seems to be broken. All Forms and (task) templates still exist and work normally.
Also, just in case it’s helpful to anyone else - I was under the impression that we’d need to rebuild all rules that were created by the deprovisioned user, so that’s what I did. But I think I misunderstood and that was overkill. Those rules still exist after the user was deprovisioned, and they still work, with the exception of any rules that were tied to external actions (such as “post to slack”) where the rule’s actions depended on the credentials of that user. The rule owner for these rules was automatically reassigned to whoever was listed as the “project owner” for each project.
So the part about the rules could have been simpler than how I did it. What I did was log in as that user, click into every project that user was part of, see what rules were in that project, click into every rule, see who the owner was, and then (from a different user account) rebuild all the rules that user built. What I think I could have done instead was to simply rebuild the rules that had external actions, and check the rest of the rules to make sure that the “rule editor” was never set to “Rule owner only” on those, and everything would have been fine. So that’s helpful and handy to know for next time.
Regardless of my misunderstanding of that point, this was a really helpful list to go by, and following these steps resulted in a smooth transition. I appreciate the work that went into creating this thread and answering my questions! Thank you all very much!
Thanks so much, @Rebekah_Chalkley, for posting your experience and tips here, and for the nice comments!
Larry
@Rebekah_Chalkley do you know what happens to the rules or project if the project owner is deprovisioned?
I’m not exactly sure, as I went through every project and recreated all rules under a different user account before deprovisioning the user. I am pretty sure I also assigned a new project owner to all projects before deprovisioning them, but my memory is fuzzy and I’m not 100% sure if I did that or not. However, after deprovisioning the user, I did notice that their rules (which had been paused) still existed and had automatically updated themselves to belong to the project owner. Exception: Any rules that involved external actions (such as posting to Slack) were broken and couldn’t be edited, since the external action required that user’s credentials, which were no longer there.
Question: when an admin removes a user, toggles for their previously assigned tasks to be added to a project, and designates an assignee for that new project – how does Asana decide which team that project lives in?
Hi @Lauren_Clark , it will add the project into the 1st team that appears in the sidebar under the Teams section (or the new Company mode in the new sidebar) of the Admin user that is removing the user.
PS: the project will be private from that team.