English (US)
Log in
Need help with setting up Workplace, managing domains or other technical info? Look no further.
Getting Started
Just launched Workplace and not sure what to do next? We've got everything you need right here.
Technical Resources
You don't have to be an IT genius to launch Workplace, but if you are then these technical resources are for you.
In-depth hubs
Our resource hubs will help you master some of Workplace's most popular features and embrace new ways of working.
Help Center
Find step-by-step instructions and answers to frequently asked questions.
Set up Guides
From adding a domain to inviting users, follow this step-by-step guide to set up your Workplace.
Domain Management
Find out why domain management matters - and how to do it properly.
Workplace Integrations
Discover how to bring all your tools together. Something missing? Learn how to build your own integrations.
Account Management
Keep your Workplace up to date by creating, maintaining or deactivating user accounts.
Make sure you only give access to the right people by integrating with your current identity solutions.
IT Configuration
Learn how to keep Workplace running smoothly with info on networks, email whitelisting and domains.
Account Lifecycle
Understand the process of inviting members of your organization to claim their accounts.
Security and Governance
Get the lowdown on how we keep your people and information safe on Workplace with added technical terminology.
Workplace API
Learn how you can automate and integrate your custom solutions with Workplace using our API.
Live Video resources
Looking to use Live Video to transform your Town Halls? This is the place to get tips, guides and practical insights.
Knowledge Library resources
Wish your intranet was a little more inspiring? Use these Knowledge Library resources to get started.
Working from Home with Workplace
So you've embraced remote work - now what? Stay on top of your game with these guides, videos and customer stories.
New rules of engagement
Turn hybrid teams into high-performing teams by learning more about the new rules of employee engagement.
Getting started
From launching Workplace to paying for it, learn more about those crucial first steps.
Using Workplace
This is where we reveal the hidden depths Workplace has to offer with tips and info on key features.
Managing Workplace
Got a specific question about managing content, data or employees? This is the place to ask it.
IT and Developer Support
Looking for answers to more technical questions about security, integration and the like? Start here.
      Interactive Demo
        Customer Stories
        Workplace for Good
          Pricing Plans
            ROI Calculator
              Events & Webinars
                Ebooks & Guides
                    Workplace One Partner Program
                      Service & Reseller Partners
                        Ways to Work
                          Workplace Toolkits
                            Workplace Academy
                                Customer Communities
                                  What's New in Workplace
                                    English (US)

                                    Account Lifecycle

                                    Understand the process of inviting members of your organization to claim their accounts.



                                    When employees leave an organization, it's crucial that they no longer have access to the content on Workplace. If an account has not been deactivated, other users in your Workplace will continue to be able to find and message that account, with no indication that the individual has left the company, which is ultimately a poor user experience.

                                    To properly ensure that ex-employees are excluded from seeing your content, Workplace supports account deactivations and deletions. Due to the destructive nature of account deletions, Workplace recommends implementing account deactivation where possible.

                                    Under certain conditions, companies are required to establish a process to remove any personal information that may lead to an individual being identified. To meet such requirements Workplace admins can now remove or mask data from deactivated user profiles via Remove Profile Fields option in the Admin Panel. This will retain posts, comments and messages from the user, but will remove other information, especially PII and the users will appear as Former Members in your Workplace.

                                    Learn more about Removing Profile fields for deactivated accounts.

                                    Deactivated Accounts

                                    Deactivated Accounts

                                    When an account is in a deactivated state:

                                    • The user will immediately be logged out from all the existing sessions upon deactivation. Any attempt to log into Workplace will be denied.
                                    • Despite Workplace access being blocked, their profile and content (posts, messages, comments) created by a deactivated user will remain visible to their coworkers. Group chat conversations won't be disrupted, but no one would be able to send new messages directly to that person.
                                    • Users will see an indication that the profile has been deactivated.
                                    • When searching for the user on Workplace, their profile and contents they created are still visible.
                                    • After 4 days, group memberships are automatically removed. Read more about group membership for deactivated accounts.
                                    A deactivated user can be reactivated (e.g., in case an employee returns to the company), unless you have performed the Remove Profile Fields action on the users’ profile. When their access is restored, all data associated with the account will be retained.

                                    Former Members

                                    Former Members

                                    Deactivating a user is a prerequisite for profile anonymization. You can’t Remove Profile Fields from a profile that has not been previously deactivated.

                                    Removal of profile fields is an intermediate step between account deactivation and deletion, which will keep posts, comments and messages created by the target user in Workplace, but will delete or mask their profile information. An account can be marked as “Former Member” only 4 days after account deactivation to prevent any accidental events. Learn more about Removing Profile fields for deactivated accounts.

                                    When an account is marked for “Remove Profile Fields”:

                                    • User’s name will change to “Former Member”
                                    • Data in all profile fields will be removed including profile picture.
                                    • Content in posts or comments would continue to show the user's original name but would not link back to the user's profile.
                                    • Old data can not be associated back to the same account. A new account will have to be created on Workplace if the user rejoins the organization.

                                    Deleted Accounts

                                    Deleted accounts

                                    Deactivating a user is a prerequisite for account deletion. You can’t delete an account which hasn’t been previously deactivated.
                                    A deleted user’s data can’t be recovered unless your organization has implemented a DLP or archiving solution via a custom integration or 3rd party integration. Workplace recommends account deactivation (combined with Remove Profile Fields, if needed) instead of account deletion.

                                    When an account is in a deleted state:

                                    • Any attempt for the user to log into Workplace will be prevented. The user will immediately be logged out from all the existing sessions.
                                    • All contents (posts, messages, comments) created by a deleted user will be deleted permanently. System admins can’t recover this information unless they implement a DLP or archival process via a custom or third-party integration.
                                    • When searching for the user on Workplace, their profile and contents they created can’t be found anymore.