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Things to do before Deactivating a System Admin πŸ‘€

System Admins are the core users of your Salesforce org who maintain your Salesforce users and the health of the Org. Ever wondered what needs to be done when a System Admin has to step down from his position and move out of the Company.  Here in this article, we provide you with Things you need to do before deactivating a System Admin in your Salesforce Org. 




Check for the below items when you want to safely reactive a System Admin.

1. Lead

  • Change Lead Default Creator and Web-to-Lead Default Creator to a new System, Admin.
Check these settings for Lead Settings under Setup >> Quick Find >> Lead Settings.
Check these settings for Lead Processes under Setup >> Quick Find >> Lead Processes.

  • Lead Auto-Response Rules and Assignment Rules.
Check these settings under Setup >> Quick Find >> Lead Auto-Response.
Check these settings under Setup >> Quick Find >> Lead Assignment Rules.

2. Opportunity

  • Update Reminders if any Opportunity reminders are sent to the user.
Check these settings under Setup >> Quick Find >> Update Reminders.

  • Check Big Deal Alert if the user is set as a recipient for any of the Big Deal Alerts.
Check these settings under Setup >> Quick Find >> Big Deal Alerts.

3. Case

  • Case Auto-Response Rules and Assignment Rules.
Check these setting under Setup >> Quick Find >> Case Auto-Response.
Check these setting under Setup >> Quick Find >> Case Assignment Rules.

  • Under Support Settings, update the Default Case Creator and Automated Case Owner.

4. Workflows and Approvals

  • Check if the User is in the Criteria
  • Check if there is a Field Update that updates to the Username or references the System Admin.
  • Task Assigned to the User
  • Check Email Alerts if any emails are triggered to the User. Especially the Additional Email field under the Email Templates.



  • In an Approval Process check if the user is used as an Approver or Delegated Approver
  •  Update Default Workflow User to a new System Admin.
Check these setting under Setup >> Quick Find >> Workflow Actions.
Check these setting under Setup >> Quick Find >> Process Automation >> Approval Processes.

5. Process Builders and Flows

  • Check for references of the User email or User in a Process Builder or Flow.
Check these settings for Process Builder under Setup >> Quick Find >> Process Builders.

Check these setting for Flows under Setup >> Quick Find >> Flows

6. Schedule Jobs

  • Reschedule jobs submitted by the system admin. Preferably use a Service Account to run all Apex jobs as you might have multiple system admin leaving the company at any moment.
Check these settings under Setup >> Quick Find >> Scheduled Jobs.

7. Apex Exception Emails

  • Check if the user is added to the Apex Exception Emails from the Org. Remove the user if present.
Check these settings under Setup >> Quick Find >> Apex Exception Email


8. User

  • Deactivate users under the same email or change email if required.
  • Optionally, Add - InActive for user's Name.(This process can be automated as well).
Check these setting under Setup >> Quick Find >> Users.

9. Company Information

  • Change the Primary Contact to the New System Admin.
Check these setting under Setup >> Quick Find >> Company Information.

10. Dashboards

  • Change running user to an active user if Dashboard is using any of Inactive System Admin if Dashboard is in use.
Query Dashboard object to see the Type of the Dashboard. If dashboard type is set to the specified user. Check all dashboard with the specified user if it contains a reference to the System Admin.

11. Data Export Service

  • Check if any Data Export service is scheduled by the System Admin who will be deactivated. 
Check these settings under Setup >> Quick Find >> Data Export Service.


12. Change Ownership of the Records

  • Check records in each object if the owner needs to be changed. Do a mass update using a data loader for the records so that the owner can be changed.

Lastly Sandboxes
  • We cannot forget our sandboxes as the same user will exist in the Sandbox. Do the above steps in all of your sandboxes so that the user is inactive,

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