Off-boarding users in ClearPoint

Employee turnover can be painful, but not in ClearPoint!  This article walks you through the process of off-boarding a user in ClearPoint.  Use it as a checklist for ensuring smooth transitions.

Part of managing any ClearPoint account is making updates when there is employee turnover at your organization. When off-boarding a user at your organization, you’ll also need to do it in ClearPoint to make sure your account stays up to date and elements have the correct ownership. By following the steps outlined in the sections below, you’ll be able to make sure nothing falls through the cracks when faced with turnover!

Setting the user as No Access

The first part of your off-boarding process will be removing a user’s access from ClearPoint so that they no longer have access to your key reports and data. This step is important for security reasons, but will also free up a ClearPoint license.

In the control panel, open System Settings and click on Users and Groups.

Click on the pencil icon next to the user’s profile and a new window will appear.

In the edit window, select No Access under User Type. Click Save.

Creating a filtered report to see and change ownership

After you’ve changed the user to No Access, you’ll want to remove the user as an owner for any of your active elements. To do this, we recommend making a report for each element type that filters on the owner field or any other user picklist field in your account that denotes ownership. In this example, we will make a measure report with the owner and collaborator fields.

To make this report, open the Measures dropdown menu and click on Manage Measure Reports.

Click the plus icon to add a new measure summary report. A new window will appear.

Under Report Name, give the report a name. Then, click on the Columns tab on the left. Click on Add Column to build the report. In the new window, check Measures, Owner, and Collaborators to include them as columns on the report. Click Save.

To filter the report on the user, click on the Filter tab. Under Include the element when, use the dropdown menu to select Any of the below are true. Click Add Filter to add a new filter. In the new window, use the dropdown menus to select Owner, Equals, [Name of User]. Repeat these steps for the Collaborator field.

When you are done adding columns and setting up filters, click Save on the report edit window.

Inline editing ownership

The report will now show any of the measures that the user is the Owner or Collaborator of. You can double click to inline edit the report and change the Owner and Collaborator to be the new person taking their place. Repeat the steps from the sections above as necessary for other elements in your account.