Changing User to Role - No Access

Question

Hi,

As an admin, when a user leaves the business, i will inactivate them in the administration screen. If i go to the modules, and review the users screen, i can also change their role to no access.

What are the applications of doing so?

For example, if they've input data into a grid, will that data be lost, or if they've checked off a check box in a grid, will that 'check' be removed upon doing below?

What is the best practice in Anaplan, when offboarding users?

jagadishdash · Answer

Great explanation sosunkwo,  just to add-on for GiovanniFlorio :

* Deactivate user: Prevents login without deleting existing model data.
* Set role to No Access: Removes model access but can delete data stored in modules dimensioned by the Users list.
* Regular grid data and checkboxes: Remain unchanged.
* User-specific data and checkboxes: May be deleted when the role changes to No Access.

Recommendation: Deactivate the user first. Before assigning No Access, review and back up any data associated with the Users list.

sosunkwo · Answer

@GiovanniFlorio

Think of the Users list like any other list in Anaplan, with each user represented as a list member.

Assigning "No Access" effectively removes that user from the Users list. Because of that, any data associated with that user in modules that use the Users list as a dimension will be deleted.​‌

So, for example, let's say I have four users with model roles other than 'No Access'.

And I have a module dimensioned by the Users list. It will show four Users list items, as shown in the screenshot below.

After I assign 'No Access' to a user in the Users list:

The User lists will now have one less member, so three items in this case. And any module that uses the Users list will lose that 'user' list item/member, as well as any data associated with the user list item.

IMPORTANT DISTINCTION: This is different from data the user may have entered into modules that are not dimensioned by the Users list. That data isn’t deleted simply because the person who entered it is given No Access. The only place where associated data will be deleted is in modules that use the Users list as a dimension. This is a very important distinction.

For offboarding, I would recommend:

* First checking whether the Users list is being used to store any relevant module data that needs to be retained for audit, reporting, etc. If there is, you can decide to move or archive it somewhere that is not dependent on the Users list before assigning No Access.

* Another option is to leave the user’s model role unchanged and instead disable (inactivate) the user at the tenant level. This will prevent the user from accessing the entire Anaplan platform while keeping the user in the model’s Users list, so data associated with that user (in user-dimensioned modules) is retained.​

Also, a disabled user (tenant-level) is not counted toward the license count, so this approach preserves the user-specific data without continuing to consume a license.

*FYI: This may not be the cleanest long-term approach, as inactive users will remain in the model’s Users list and can create clutter over time.

Let me know if this helps or if you have further questions.