Knowledge Base

Staff turnover can affect more than a user's ability to sign in. Planning ahead helps protect access, preserve institutional knowledge, and prevent automated processes from breaking when an employee changes roles or leaves the organization.

Each employee should have a separate FileMaker account or individual external-authentication identity. Shared accounts make it difficult to remove access cleanly and can prevent the organization from determining who created, edited, approved, or deleted information. Maintain a clear description of which departments or roles need access to each part of the solution. This documentation makes it easier to disable the correct privileges and assign appropriate access to a replacement when someone leaves or changes positions.

Scheduled scripts, integrations, and automated email should use managed service accounts whenever practical rather than an individual employee’s login. This prevents important processes from failing when a personal account is disabled or a password changes. FileMaker may support a process without containing every step of that process. Document who runs reports, reviews exceptions, imports files, approves records, handles failed integrations, and contacts Portage Bay Solutions when something goes wrong.

When an employee joins, leaves, or changes roles, review FileMaker access along with email, VPN, shared drives, and other business systems. Notify us when the transition affects FileMaker accounts, workflow ownership, licensing, scheduled processes, or integrations.

Portage Bay Solutions can review user management, security, integrations, and administrative processes to identify areas that depend too heavily on one employee.