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Intro

When a Domo user leaves your organization or no longer uses Domo for any reason, it’s important to do two things:
  • Transfer ownership of any data they controlled to another user
  • Remove the user from your instance
    Note: If you use SSO, deleting the user from your IdP will NOT delete the user in Domo. However, you can remove the user via the Domo API .
Tip: Learn how to view the DataSets a user owns.

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Transfer Data Ownership

We strongly recommend that your organization have a process for removing people from Domo when they leave the organization or change roles. If the formal meeting and content transfer by a system administrator isn’t established, a large amount of content can be lost or transferred but left idle. Additionally, it’s important to transfer content that will be useful to a specific team or indivdual rather than making a mass transfer of all content from an outgoing employee. Creating a process smooths transfers from one employee to another, and also serves to help you audit and organize your Domo environment as you perform a transfer. We recommend following a process similar to the following:
  1. Human Resources (HR) notifies the Domo admin of the pending outgoing users. The message should include details about the outgoing individual, such as their department, role, and manager.
  2. The admin then performs the following steps to transfer the content:
    1. Create a card that shows all upcoming departures based on the data received from the HR notification.
    2. Set an alert on the card so that they are alerted whenever a new person is added.
    Important: Only set an alert if an outgoing individual is leaving voluntarily, not if they are terminated. This is because the next step is to have the Domo admin(s) reach out to the outgoing individual to discuss the transfer of their Domo content. Admins should not inform outgoing employees of their termination; this should be done by HR personnel.
    1. Schedule a meeting with the outgoing person and review all their Domo content (like cards, dashboard, DataSets, DataFlows, and apps). If an admin can’t meet with someone before they leave, their content can be reassigned to the person’s manager. The manager can then determine where to transfer the content.
    2. Use Bulk Admin tools to do the majority of the work in transferring these assets to others. See how to change dashboard owners in bulk.
    3. Gather DataSets using the outgoing person’s account credentials. Replace the account credentials with a new account.
    Note: Domo DataSet Accounts cannot transfer ownership. You must create a brand new account in Domo with the same data permissions as the original credentials, then update the account in the DataSet’s Settings tab to avoid interrupting data import.
    1. Respond to HR after the person has been removed.
    2. Add any new Domo users.
We also recommend that Domo admins set up an audit card for their instance. This card should include all HR employees and all of Domo users. If an individual exists in Domo but not in HR’s records, this should trigger an alert to let the admin know there is an unauthorized user in Domo. Admins can then investigate to find out the situation and transfer content.

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Remove a User From Domo

To remove users from Domo, you must have an Admin system role or a custom role with the Manage All Users grant enabled. Learn more about Managing Custom Roles. You can remove a user from Domo in the People section of the Admin Settings. When you remove someone who owns one or more DataSets/DataFlows, you are prompted to reassign those items to another person in your Domo environment. If you delete someone from Domo and reassign their DataSets to another person, the permissions for any accounts are not passed to the new owner. Account ownership must be transferred manually. Learn how to manage user accounts for connectors.
Note: If you use SSO, deleting the user from your IdP will NOT delete the user in Domo. However, you can remove the user via the Domo API .
Follow these steps to remove a user from Domo:
  1. Go to the Admin Settings.
  2. Under Governance select People.
  3. Select the name of the person you want to remove from Domo to view their user details.
  4. Select Delete person in the top right-hand corner. A confirmation dialog displays.
    delete person.jpg
  5. (Conditional) If you are prompted to reassign their DataFlows and DataSets, choose the person to whom you want to reassign each item and select Apply.
    reassign data.jpg
  6. When all data has been reassigned, you can select Delete.