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Deactivating Employees

  • 30 July 2021
  • 3 replies
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Chris_Perkins
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Userlevel 5
Badge +12

Hi,

When we have an employee that is very active in the system, so their name appears against Service Orders, contracts, sales rep, service agent, field quotations etc. and they leave the company.  What is the best way to go about “replacing” them with a different employee and/or just deactivating them? If we try to deactivate we will get a message to say that cannot be done because they are the SA on SVxxxxxx.  After fixing that SV, you get the next and so on.  It can take forever.  Is there any tool available where you can run to remove employee A and replace with employee B or anything like that?  We have V14.5.  We have had problems in the past when an inactive employee is set as a primary sales rep and we try to renew a contract, for example.

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Best answer by Phil Seifert 30 July 2021, 11:39

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Phil Seifert
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Userlevel 7
Badge +21

I don’t believe there is a general tool to do this for all scenarios but the following may help to advise which records need to be changed without going back and forth between updating one service order, try to change and then get an error for the next service order.

  • Use Activity Tracker to search for any activities assigned to the agent.  You will still need to change them one by one but at least you have a list.
  • User order locator to find all orders assigned to the agent on the order level

Note - Orders that are in Pending Invoice or Need Audit are still considered active orders so if the agent is on such orders, either close the order following your processes to move it to history or change the activity/order information for the agent.

 

  • Use Customer Contracts search to filter to the sales representative and find contracts related to the agent that are still active.

 

  • Use Customer Center to find customers having this agent as the sales representative

 

Hopefully this helps you to identify most, if not all, the locations the agent is still assigned.  The key is to use activity tracker to find activities and then using the various search pages for the different modules to see if assigned at the document level.

Jacques Cormier
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Userlevel 5
Badge +10

Chris, I see in our system that you are on version 14.  There is a module for this purpose called Assignment which allows replacing one person for another in various locations.  This module is not available in version 15.  Another module is the Item Assignment Update  which is available in v14 and continues to be available in v15.  The documentation for both modules can be had through Help/User Help/Application Modules - Admin/Order Administration.  I hope that either one of these if helpful.

R
Rank
Userlevel 3
Badge +9

For what it's worth. We are on version 15.1 and here the Assignment module is still available.

But even when an employee is replaced by another employee, it is still possible that the employee cannot be deactivated because the employee can still appear in the Trans.Log of an service order that is still open, in this case the service order has to go to history first before you can deactivate the employee.

 

You cannot change the road if you do not know the map.

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