Who Is This For?
People Managers / Department Leads – Notify IT and confirm all work is reassigned.
IT Administrators (Microsoft Entra ID) – Disable identity and access on the last day.
SimplerQMS Administrators – Archive the user account in SimplerQMS.
QA / Quality Administrators – Ensure signature agreements and controlled records are handled correctly.
HR – Track employment status, confirm offboarding completion.
How to Do It?
Step 1: Notify IT and set the deactivation date
Inform IT that the employee is leaving and confirm their last working day.
The manager is responsible for initiating this notification.
Access must end on the final working day of the employee.
❗ Compliance reminder: Access revocation must align with the employee’s last working day to maintain data integrity and prevent unauthorized access.
Step 2: Disable the account in Microsoft Entra ID (IT)
On the final working day, deactivate the user in Microsoft Entra ID.
In Entra ID Portal, search for the user.
Open the user profile and set Account state: Enabled → Disabled.
📝 Note: Disable rather than hard-delete in Entra ID to preserve audit artifacts and downstream mappings.
Step 3: Reassign the user’s open items
Open tasks and editable records should not remain with a departing user. Reassign ownership/assignees to active users.
Check and reassign:
Change Requests (CR Actions, ToDos)
Quality Documents (Owners, Authors, Reviewers, Approvers)
Templates (Owners, Authors, Reviewers, Approvers)
How to find items quickly:
Use filters/search to locate items where the departing user is Owner/Assignee.
From My Work Dashboard, filter by the user and reassign as needed.
💡 Tip: Reassign everything before disabling the SimplerQMS account to avoid blocked workflows.
How do I quickly find everything owned by a departing user?
How do I quickly find everything owned by a departing user?
📝 Run searches by Owner, Author, or Assignee across Change Requests, Quality Documents, and Templates. Prioritize in-progress and pending approval items so that workflows are not stalled post-offboarding.
📎 References:
Step 4: Retire or update the user’s Electronic Signature Agreement
Each user has an electronic signature agreement linked to their account. Retire or update it to reflect inactive status.
Search for the user's ESA in SimplerQMS.
Open the document and click Retire.
❗ Compliance reminder: Keep the signature agreement record complete and traceable. Do not remove historical signatures.
📎 Reference: Retiring a Quality Document
Step 5: Update or retire the user’s Access Request Form
Make sure the original access request form tied to the departing employee is updated or retired to document that access was formally closed.
Search for the access request form in SimplerQMS.
Open the document and update as necessary.
📝 Note: This avoids future confusion about the user’s status and maintains a clean audit trail.
📎 Reference: Updating a Quality Document
Step 6: Archive the user in SimplerQMS
Mark the user as inactive/archived in SimplerQMS so the account is not available for login or assignment.
Go to your Organization → User Management page.
Locate the user in the list.
Open the More (three horizontal dots) menu.
Select Delete and confirm.
📝 What “Delete” does here: In SimplerQMS, this action archives the user and preserves history. Archiving ensures all historical actions remain traceable for audits.
Tips
💡 Reassign ownership of all active records (CRs, documents, templates) before disabling the user to prevent stuck workflows.
💡 If the user appears in approval steps, update the routing to a new approver to avoid delays.
💡 Keep a short offboarding checklist per department to ensure nothing is missed (tasks, roles, groups, training assignments).