#Cases
The Company needs to inactivate an employee.(Most of the Organization does not delete their employee records, they need to keep it as well but she/he not in active employee now)
Reason
–When an Employee in the organization leaves company
–When request to inactive an employee for the Professional reasons
–When an employee already was a leaver but forgot to inform Netsuite Help Desk.
Solution
- Navigate to Lists > Employees > Employee
- Hit the Edit button for the employee name
- Set Give Access = False under the Access tab.
- Set Inactive = True under the System Information tab
- Hit the Save button
Things to Check before inactive an employee
As a best practice, NetSuite does not suggest deleting Employee records in the system, even though all the dependent records seen in UI have already been deleted.
Check Employee might still be associated to other records (reports, searches, items, scripts, etc.) in back-end.
1. Check the dependent records especially any pending the financial records exist or not. if yes, then it is rather encouraged to inactivate these records and to remove the user login access of these employees.
[This will remove all user roles tagged to the employee under the Roles sub tab. It will also free up a user license in case a full user access (Administrator role, Full Access, etc.) was previously assigned to the employee. User may use the Access tab > History sub tab to audit which roles were previously associated to the record ]
2. Check scripts, Workflow,Approver Sequence Rule Group(DOA Matrix,[Some of have their own approval list based on Workflow]) regarding if the employee is currently placed in any approver list. If so, it is rather encouraged to inactivate these records and to remove the user login access of these employees and can inactivate only after we getting other employee name who is replacement of current employee.
To properly set up the new approver, update the Approval Rule with the new approver.
-Navigate to Lists > Custom > Advanced Approvals – Rules
– Click Edit beside the Approval Rule to configure
– In the Approver: Employee field under Approver section, select the new approver
– Click Save
3. Check employee owner or triggered any reports or searches. if so prevent receiving any alerts from these. Even if their employee record has been set to inactive, these employees will continue receiving email alerts for reports and saved searches of which Recipient list they were added to.
For security purposes, the Administrator might want to change their email addresses so that the email alerts will not be sent to these employees but to the Administrator instead. Then, according to the email alerts‘ content, the Administrator can find out what searches or reports are sending alerts and remove the Employees from the Recipient list.
1. Log in as Administrator and select employee record from Lists > Employees > Employee
2. Change the Email Address to your (administrator’s) email address
3. Click Save
Change Report Owners Created by Inactive Employees
1. Select the report
2. Click Customize button
3. Click More Options
4. Change the Owner field
5. Click Save
To stop the Forecast Reports from displaying data associated to Employee Records that are tagged as INACTIVE:
- On a Forecast Report page, click on the Customize button on the lower left corner
- Go to Filters tab, and expand Sales Rep options on the left part
- Look for Inactive, and add this to the right part where it says Choose Filters
- Set the Filter to eq…to to False
- Click on the ‘Add’ button and Save your Forecast Report