Beantin webbkommunikation

Beantin Beta Blog

Experiments, investigations, and tests of web things
November 10, 2010

What to do in Lotus Connections when an employee leaves?

A question that has been solved a million times already in HR systems is re-appearing but in a slightly different form with Enterprise collaboration systems. What happens when an employee leaves? What happens to all the (open) collaborative content they have created? Bookmarks they have shared? Blog posts they have created? Communities they manage?

There’s human, technical and possibly legal processes involved here – flags in databases indicating an employees “status”, and the hand-over of tasks between employees, compliance with information laws in various countries.

Flagging as inactive

On the Lotus Connections 3.0 What’s new at a glance page press-release, it says:

“When individuals leave an organization, the administrator can set their status to inactive; when you view the profile of an inactive user, the profile owner is flagged as an inactive user and their photo is not shown.”

I don’t know at the moment if that is different to the “profile type” field that already exists in Connections 2.5, but this blog post, Using Multiple Profile Types in Lotus Connections, by Mitch Cohen, gives you an example of how to use profile types for retirees. But this is only a part-solution; a skin for profiles rather than a real “inactive” flag.

Two years ago this blog post, Show-stopper for Connections, was written. It highlights the fact that you can’t delete profiles in Connections, and the comments contain some interesting questions, issues and opinions regarding the implications of that.

how have you solved the issue of when an employee leaves in regard to your collaboration platform?

Will the new “profile status” in Lotus Connections 3.0 solve some or all of the problems?

Related Posts Plugin for WordPress, Blogger...
  • Thanks for bringing this up. I’ve heard several approaches of what to do when employees leave a company:

    1) Remove them from Profiles, but leave their content everywhere else (this is IBM’s approach).

    2) Flag an employee as inactive (via a custom profile type). You would still be able to see some of the employee’s profile (their name, last manager, and job title before they left), but you wouldn’t be able to see anything else. Their content (blogs/wikis/etc) remains intact.

    3) Remove the employee’s profile and all of their content (this is very sad because you are losing a lot of intellectual capital, but some customers have requested this).

    Hope this helps.

    • Thanks for your comments Luis…quick as always to respond to Lotus Connection posts!

      Option three is indeed sad and misses the point, but I can appreciate that it’s come up as a request.

      I take it then from what you’ve written about that there isn’t actually anything different in connections 3.0 regarding flaging an employee as inactive (by using a custom profile type)?

      As I wrote above, it’s only a part solution as they will still appear in people searches and as subordinates for a particular manager. They will also appear in organisation charts (unless that information is ‘blanked’ in a HR system and then synced with Connections).

      Interesting that you guys remove people from Profiles. I hadn’t realised it was possible to remove someone from there without impacting on the integrity of other parts of Connections.

      • James, yes, you can remove people from Profiles from breaking other parts. What happens when you are browsing that person’s files and you try to pull their business card, you’ll get a message that says: “A profile does not exist for this person”, but you can still download their files, comment on their blogs, edit their wikis, etc. Hope this helps.

Theme Beantin created by James Royal-Lawson. Privacy Policy