2305693 - What happens to a user record when it is deactivated either manually or via connector?

This article outlines what happens to a user record when it is deactivated either manually or via connector.

SAP SuccessFactors Learning

When a user is manually deactivated via the learning user record, a pop-up is displayed to the Learning admin with two options:

• Inactivate the user and cancel all the active registrations and waitlists.
• Inactivate the user and DO NOT cancel all the active registrations and waitlists.

IMPORTANT:

• When a user is manually deactivated through the UI, they are not automatically removed from Cohorts. To remove them from Cohorts, it needs to be done manually as per Removing Learners from Cohorts;
  
• The same way, entities assigned to the user (such as items, programs, curricula) are also not automatically removed. If these need to be removed, it can be done manually;
  • However, assignments made via assignment profiles will be removed automatically in real time.
• The Learning History events are also not removed.

When a user deactivated via connector:

• Learning plan: all items are removed except for any survey
  • Note:
    • The completed items will not be removed from the "Assigned Items" and the "Completed Items" tabs.
    • The incomplete items will be removed from the user’s learning plan.

• Learning History: remains the same
• Curricula: removed
• Classes they may be enrolled in: the enrollment status changes to canceled and the item is removed from their learning plan
  • Processing rules applied:
    • User is removed from classes with a future start date
    • User is removed from ongoing classes with one exception: Inactivated users aren't removed if the ongoing class has multiple time slots e.g. some slots are in the past but some are still in the future
• Programs: removed
• Learning activity: item removed from the learning activity in BizX and the Learning plan in Learning
• Cohorts: the user is automatically removed from the Cohort
• Inactivates the related Instructor record of the user getting inactivated.
• Locks the related administrator for the user getting inactivated.

In relation to connectors, the following parameter can be configured:

• Navigate to System Administration > Configuration > System Configuration > CONNECTORS.
  • If the User Connector - SF is being used, search for sfuser.connector.inactiveRule.cleanDevPlan;
  • If the User Connector is being used, then search for user.connector.inactiveRule.cleanDevPlan.

Connector parameter behavior:

• If set it to "Y": the connector maintains its current behavior (it removes all objects from the users' learning plans).
• If set it to "N":
  • Learning history: remains.
  • Learning plan: all items remain.
  • Curricula: completed items under the curricula remain.
  • Class: removed from the learning plan, see processing rules above
  • Program: completed and incomplete items, texts, links, etc. remain.
  • Learning activities: items stay.

Note:

• The information provided above holds true for manual and bulk assignments outside of assignment profiles. It is important to remember that inactivating a user might change other attributes of its record (like domain or organization, for instance), depending on your business processes.
  
  
• If those users deactivated were part of assignment profiles, they become excluded from the target population of the assignment profile. Then, the next time the synchronization happens, trainings/roles/curriculum/libraries that were assigned to the users will be removed regardless of how they were deactivated.
  
  
• As always, the best practice recommends to try this out on sample users in your test system first. Once you are satisfied with the results, proceed with the mass deactivation in your production system.

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