Best Practices When a Team Member Leaves

Overview

When a team member leaves your organisation, it’s important to remove their Sedna access without disrupting visibility or workflow.

If a user is archived before their responsibilities are reassigned, any Job Tags they were following will become orphaned - meaning new messages may no longer appear under Important for the team.

This article explains what happens when a user is archived, and how to work with Sedna Support to prevent loss of visibility.

Why It Matters

When a user is archived:

• Any Job Tags they were following become orphaned — no longer linked to an active user. 
• Important logic based on their subscriptions stops applying.
• Historical messages remain visible, but new messages related to those Job Tags may not appear as Important for anyone else.

Recommended Steps Before Archiving a User

1. Contact Sedna Support
   • Before deactivating or archiving the user, reach out to Sedna Support and request a list of all Job Tags that the departing team member was subscribed to.
   • Support will provide the list so your team can review and advise who should take over each Job Tag.
     
      
2. Nominate Replacement Users
   • Once you have the list from Support, confirm which active users should be assigned to each Job Tag (e.g. the person taking over the role or a team lead).
   • Send this information back to Sedna Support so they can reassign Job Tag subscriptions on your behalf.
     
      

3. Confirm Visibility Settings

   • Ask Support to verify that the team’s Important filters will continue to capture messages correctly once the Job Tags are reassigned.
   • If any Job Tags must remain without an owner, Support can guide you on enabling the setting:
     ✅ Show messages tagged with Job Tags not marked Important by your Default Team

    

4. Archive the User
   • Once Support confirms the reassignment is complete, the user can safely be archived.
   • This ensures security, data integrity, and accurate license management.

After Archiving the User

Once you’ve confirmed coverage:

• Archive the user to remove their access and stop license billing.
• Monitor team Important views over the following few days to ensure messages continue to appear as expected.
• If any gaps appear, review Job Tag subscriptions again. 

For Technical Administrators

If you have sufficient access and are comfortable using the API, you can identify and reassign Job Tags yourself.

1. Export All Job Tags

• Click your profile picture (bottom-left corner of Sedna).
• Select Manage Job Tags.
• Click Download All to export a .csv file containing all Job Tags and associated users.

2. Review the File

• Open the .csv file in Google Sheets or Excel.
• Filter the Users column to locate the departing user’s name or email address.
• Note down:
  • The Tag ID for each Job Tag where the user is subscribed.
  • The new user who should be subscribed instead.

3. Reassign the Job Tags

• Use the Sedna API to update Job Tag relationships.
• The relevant endpoint is /platform/2019-01-01/user/{id}/job-reference which allows you to subscribe one or more users to a Job Tag.
• {id} in the request endpoint denotes the Sedna user ID

Example payload:

{

"data": {

"id": "<job-reference ID(s)>",

"type": "job-reference",

}

}

4. Validate

• Once the updates are made, confirm that:
  • The new user sees messages tagged with those Job Tags in their Important view.
  • The departing user’s account can then be safely archived.

⚠️ Note: Only administrators or users with sufficient privileges should make API calls. If you’re unsure, contact Sedna Support for assistance.

Summary Checklist

Still need help?

If a team member is leaving soon, contact Sedna Support before archiving their account. We’ll help you identify any affected Job Tags and ensure Important messages continue to appear for the right people.