Look for advice on best practices when offboarding users

Question

Hey all! Currently the process for offboarding users is pretty straightforward. Once a termination occurs, we transfer the data to the user's manager and delete the account. We haven't run into any issues until recently when upon deleting a user's account, a BUNCH of Shared Links that that user had generated suddenly became unusable. Can anyone advise me on what would be best practice for offboarding users that wouldn't occur in such catastrophic results? Here are some of the things that would, ideally, hold true:

* Links generated by users can live on
* Continuing to pay for a license for the account wouldn't be the best option
* Let users continue to be able to use the OS Finder/Explorer to quickly get links to files (whether Shared Links or the direct thinks to files)

Note that any shared files will live in a Team Folder that is accessible to all members of the Dropbox team.

Any advice on this is greatly appreciated, and thank you in advance!

Jay · Answer

We don't have any responses from other team admins on this query, however, keeping a user's account enabled perpetually isn't something that is normal, since it is a waste of a license, and a possible security risk.

Therefore, they'd either have to recreate the links, or, to prevent this situation in future, have the team admin, or a senior member (who isn't likely to leave soon) create the links themselves.

PV10 · Answer

Hey Jay - thanks again for the response!

Do you have any idea how others are currently dealing with Shared Links when they offboard users? Do they just let the account exist perpetually, do they just deal with regenerating new Shared Links, or something else that I'm overlooking?

Jay · Answer

Thanks for the update. Currently, there isn't a method to do what you're asking for your wishlist.

The first and third points are the same, wherein a person created a shared link, if that person was then offboarded, the links would no longer be valid.

For the second matter, the license remains active since you've already paid for it (either monthly or annually), and it can be used for another new agent. Otherwise, you can remove the license using the steps I previously mentioned.