Knowledge Base

FileMaker access should be addressed promptly when an employee leaves the company. In addition to disabling the user's account, your organization should confirm that scheduled processes, integrations, approvals, and other responsibilities are not tied to that person's credentials.

The employee’s FileMaker account should be deactivated as soon as access is no longer required. If your solution uses external authentication, your internal IT team should also disable the related Microsoft, Google, Active Directory, or identity-provider account. 

Create a separate account for a replacement employee rather than changing the name on the existing account. Individual accounts preserve accountability in logs, approvals, record creation, and other areas where the solution tracks who performed an action.

Determine whether the employee’s email address, password, API token, or personal account is used by any FileMaker scripts or integrations. Automated email, calendar connections, accounting links, web services, and scheduled imports may stop working after an account is disabled.

Reassign open tasks, approvals, dashboards, saved reports, or records owned by the departing employee. Also document any recurring procedures the employee performed outside FileMaker so that the next person understands the complete workflow. 

Let Portage Bay Solutions know when a departure affects FileMaker access, integrations, licensing, or workflow ownership. We can help disable solution accounts, identify dependencies, and confirm that automated processes continue to run under an appropriate service account.