Archive and Unarchive Users
Learning Objectives
After completing this unit, you’ll be able to:
- Archive a user account.
- Describe the considerations for archived user accounts.
- Unarchive an archived user account.
Archive a User Account
In the previous unit, you learned how to archive records in Spiff. Now, explore how to archive users.
Usually, you archive users who have multiple accounts synced to Spiff from Salesforce or another CRM. Sometimes, you also want to archive users to update user lists and remove inactive users, such as a salesperson who left your company. You can also unarchive users so that there are no changes to their past statements if they were once active users. Learn more about unarchiving users later in this unit.
For now, follow these steps to archive a user account.
- In the Spiff navigation, click Admin and then select Users.
- Select the user record you want to archive. The user’s profile page opens.
- Click Edit to turn on editing.
- Deselect Make this user visible.
- In the Archive User in Spiff window, click Archive User.
- Save your work.
A banner message appears on the user profile page to confirm that the user is archived and the only way to unarchive it is through the Data Sources tool. Notice that Data Syncing is automatically disabled when the user account was archived.
Review Archived User Account Considerations
Archiving a user account doesn’t make it simply disappear.
When you archive a user account in Spiff, you can no longer assign it to teams or plans. However, archiving a user account doesn’t automatically remove it from existing team or plan assignments. Add effective until dates to unarchive user’s plan and team assignments. This process is the same for any user, even if they are archived.
Archiving a user account doesn’t affect existing statements, whether they’re frozen or unfrozen. If you’ve used statement approvals, they stay in Spiff with no changes for archived user accounts. Any previous documents—along with their approval status—also stay in Spiff to maintain records.
Reporting in Spiff is tied to plans, payout rules, and team assignments. The data included in reports for an archived user account continues to appear in reports for an archived account’s effective dates on a team or plan assignment. Archived accounts aren’t included in reporting outside the effective dates, even if they still have deals, opportunities, and data syncing into Spiff. The only exception is if you filter a report by rep, which is rare. Archived user accounts can’t be selected in the rep filter, and aren’t included in the report’s data.
Unarchive an Archived User Account
Sometimes, you want to unarchive an archived user account. You can only find archived user accounts using the Data Sources tool. After you archive a user account, you can’t access it through the Users page, global search, or statements on the main commission page.
Here’s how to find and unarchive users.
- In Spiff navigation, click Data Sources.
- In Data Sources, click User.
- Hover over the Archived column header in the column and click
.
- Select Show Archived Records.
- Find and select the archived user record to unarchive. The user record appears with details about when the record was archived.
- Click Edit to turn on editing.
- Select Make this user visible.
- In the Activate User in Spiff window, click Activate User.
- Save your work.
The user is now active and available for assignment to teams and plans.
Notice that when you select Make this user visible, the Keep this user’s data synced checkbox is automatically selected as well. By default, a reactivated user resumes normal syncing of updates from the source system for the user account.
In this module, you learned how to archive records and users in Salesforce. You also learned how to find archived records synced with Salesforce, archive manually uploaded records, and archive and unarchive users. With this crucial knowledge handy, you can simplify the search and maintenance of your data—how you need it, when you need it.