How PaT Manages Inactive Users

Summary When a user is marked inactive, for example when they leave the organisation, PaT automatically deals with the work they were part of. Recurring tasks assigned to them are rejected, and recurring tasks they assigned move to their supervisor. Their escalated tasks are completed, and their normal tasks are rejected so the assignor can reassign or close them. Open tasks they assigned, and their roles in global templates, pass to their supervisor, and they are removed as an author or guest from every SD.

Steps

Introduction. When a user is marked inactive, PaT triggers a set of processes automatically. Steps 1-6 describe how it handles each area: recurring tasks, escalated tasks, normal tasks, open tasks the user assigned, global templates and SDs.

Step 1

Recurring tasks. PaT handles every recurring task the inactive user is part of: - If the user is the assignee, all future occurrences are automatically rejected, and PaT adds this comment to the task: "This recurring task is assigned to an inactive user. Please close or reassign it." - If the user was the assignor, the recurring task is reassigned to their supervisor, and PaT adds this comment: "The original assignor is no longer active. Please review this recurring task."

Step 2

Escalated tasks. PaT automatically completes every escalated task assigned to the inactive user, whatever its type, in this order: module tasks, then audit tasks, then normal tasks. The comment on these tasks reads: "Escalated tasks completed as the assignee is inactive."

Step 3

Normal tasks. PaT rejects every normal task currently assigned to the inactive user, and notifies the assignor so they can reassign or close it. The comment reads: "This task was rejected because the assignee is now inactive."

Step 4

Tasks the inactive user assigned. If the inactive user was the assignor of any tasks that are still open (not completed), PaT reassigns those tasks to the user's supervisor, and adds this message to each one: "The assignor of this task is now inactive. Please review and take action."

Step 5

Global templates. In any global template where the inactive user is listed as owner, assignor or assignee, PaT reassigns that role to the user's supervisor.

Step 6

SDs (Strategy Documents). In every SD, PaT removes the inactive user from the author and guest roles.

At a glance. What PaT does when a user goes inactive: - Recurring tasks assigned to them: rejected, with a comment to the assignor. - Recurring tasks they assigned: reassigned to their supervisor, with a comment. - Escalated tasks: completed automatically (module, then audit, then normal). - Normal tasks assigned to them: rejected, and the assignor is notified. - Normal tasks they assigned: reassigned to their supervisor, with a comment. - Global templates: their roles are reassigned to their supervisor. - SDs: they are removed as a guest or author. - Future recurring task triggers: rejected immediately, with an advisory comment.

Result. When someone leaves the organisation and is marked inactive, PaT takes all of these steps automatically, so everything that needs to be considered is handled.