Reassign a departing user’s Salesforce records
Automatically hand a departing user’s Salesforce accounts, open opportunities, and open cases to a colleague from a Slack request with Stepwork.
- Use case
- Employee offboardingIT
- Best for
- Salesforce Administrator, Sales Operations Manager
- Applications used
Salesforce
Slack
- Business outcome
- Risk reduction
The problem
The rep left. Their accounts have no one.
When a rep leaves, their accounts, deals, and cases still carry their name. Renewals come up, customers write in, and the owner on the record is someone who no longer works there.
Sales managers often find out weeks later, when a deal slips or a customer complains. Moving the records by hand is slow, and it is easy to move the accounts and forget the open opportunities and cases.
The outcome
Every account has an owner before anyone notices
Stepwork transfers the departing user’s accounts, with their open opportunities and open cases, to the colleague named in the request. Customers keep a real owner, and the run records who asked and how many accounts moved.
- Accounts move to the named colleague.
- Open opportunities and open cases move with them.
- The Slack reply says how many accounts moved.
The process
From Slack request to records with a new owner
A sales manager posts the handover in Slack. Stepwork runs the mass transfer in Salesforce Setup and checks that nothing is left behind.
- Step 1
Request it in Slack
A sales manager posts the departing user and the colleague taking over in the sales ops channel. That message starts the flow, and Stepwork records who asked and when.
- Step 2
Open the mass transfer
Stepwork signs in to Salesforce, opens Mass Transfer Records in Setup, and chooses accounts. It sets the departing user as the current owner and the colleague as the new one.
- Step 3
Transfer accounts, deals, and cases
Stepwork includes the open opportunities and open cases owned by the departing user, finds their accounts, and transfers them.
- Step 4
Confirm and reply in Slack
Stepwork checks that no accounts are left under the departing user, then posts the count in Slack.
Why Stepwork
Opportunities and cases go too
The path you recorded includes the open opportunities and open cases, not only the accounts. Stepwork runs that whole path on every handover and checks the departing user owns no accounts before it reports success.
Similar use cases
Similar use cases
- Deactivate user in SalesforceSigns into Salesforce Setup, locates the user, and deactivates the account, freeing the license.
Transfer Drive to a manager in Google WorkspaceUses the Google Admin data transfer tool to move a departing user's Drive files to their manager and confirms completion.- Freeze user account in SalesforceFreezes a user account to immediately block sign-in while offboarding steps complete.
FAQ