Marking of Contacts and Sales Employees as inactive

[Former Member]

As a partner, we are often asked what the best method is for customers to use when contacts for a Business Partner, and have documents / activities against them, die or move on to another role either within the same organisation or with a different one.

The same applies to Sales Employees and staff who have left.

They need to mark the contacts in some way so they are not used in any mailing lists, but cannot remove them, and the employee choose from lists just keep getting bigger.

I am interested to hear what other organisations are recommending, or are using in these instances and what the downsides/upsides are of the methods being used?

[former_member583013 · Accepted solution]

If you are specifically talking about Contacts, one option is to delete Contacts which are not valid.

If they still want to have them as reference in the BP, you could create a UDF on the BP Contacts which can be used as a Active (Y/N) field.

[Former Member · Accepted solution]

Hi Suda,

The contact cannot be deleted if it has been used in documents or activities, and, using a UDF does not stop the contact appearing in reports and potentially being included in mailing lists.

I was just wondering what business processes other partners are recommending in this area.

[Former Member]

Dear all

very Gud Morning

I am generating the item description automatically based on the selection of the field in the item master

form.

And i want to make inactive the same field(Item Description) . Is It Possible ? If yes please provide

me the required information . If from SDK , then also plz give me the reference ....

thank you

Ashish

[Former Member]

Closed - no helpful answers

[Former Member]

Hi Julie,

For employee, it is not difficult. You can simply lock the users accounts. Or simply delete them if they are not linked to documents.

Regards,

Gordon

[Former Member]

Hi Gordon,

Thanks for this. Locking the user account does not stop them being used in marketing documents as a document owner, nor does it stop them appearing in the "choose from list" for other users.

The purpose of this exercise for the customers is to reduce the Choose From Lists to only active employees or sale employees, or at least sort the inactive ones to the bottom.

Changing the name to start with ZZ has this affect, but is not an ideal solution.

Do any partners have any other ideas on this issue?

[Former Member]

To prevent user choosing wrong one, you can either change their name like stating with ZZ, or mark the name with "(Do not use)". It is not ideal but it does work. We can only hope future B1 version can add more flexibility like hide some names etc.

For document owner, it is better set each user with default to their name only.

Regards,

Gordon