Inactivating and activating resources

SECURITY  Security level with Admin permission to configure Resources/Users (HR). Refer to Admin security settings.

NAVIGATION   > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Resources/Users

An inactive resource can no longer be assigned tasks or tickets, and will not be able to log into Autotask. Historical information about the resource (for example, labor performed on a ticket) will remain available.

NOTE   You cannot delete resources from Autotask because they are tied to multiple items (like work entries and timesheets) that remain in the system.

NOTE  Administrators can enable a system setting to automatically notify all resources with Admin > Resources/Users (HR) permission every time a resource is created with status = Active, or an inactive resource is saved with Status = active. Refer to Security Event Notification Policy.

When a resource leaves your company ...

When a resource leaves, the user account remains associated with time entries, tickets, and projects, so you cannot delete that account from Autotask. In addition to inactivating the user, there are other tasks to "retire" their account.

BEFORE YOU BEGIN  Before you inactivate the user, complete the tasks described in the topic How to handle a resource leaving.

How to...

NOTE  Adding a new active resource or activating an inactive resource, with the exception of no-charge API User resources, may result in additional license fees.

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. In the upper right-hand corner of the page, select the Active or Inactive filter, depending on which list you want to work with.
  3. To activate or inactivate multiple resources, click the selection check boxes in the first column.
  4. Right-click a row. To inactivate resources from the list of active resources, select Inactivate Resource or Inactivate Selected Resources. To activate resources from the list of inactive resources, select Activate Resource or Activate Selected Resources.

The Resources page will be refreshed, and the now inactive resources will be hidden. To view inactive resources, click Show Inactive on the button bar.

  1. If you enabled the system setting, a notification email will go out to Security Event Notification Policy.

NOTE  The notification email that is sent to administrators when a resource is reactivated will specify if the resource is reactivated or edited. This lets you create Outlook rules for each scenario.

You can also activate or inactivate a resource on the Security tab of the Resource Management page by selecting or clearing the Active check box.

NOTE  You cannot inactivate your last active resource. Autotask Administrator does not count as an active resource.

NOTE  To better manage inactive employee records, create a new department named something like "Inactive Resources". Assign the new department to all inactive resources as their default department.