Re: Transferring Activities and Deleting a user

Method_Greg — Wed, 17 Sep 2014 13:42:05 GMT

Hello Justin,
There is no mass delete function in QuickBooks. You can delete them one-by-one but can be time consuming if you have many records. The only real way is creating a function to delete the activities. Take a look at our Help Center article on the customization for an example on deleting a group of leads. You may want to seek out customizers to help you.

Greg

Re: Transferring Activities and Deleting a user

jphenke — Tue, 16 Sep 2014 21:03:59 GMT

In regards to this, can we delete multiple future activities for an unactive user? Or is there a way to undo prior imports? I exported them, reassigned new user, but then when i went back to import them, I didn't check "update exisiting records". So now I have all records for new user and old/inactive user.

Re: Transferring Activities and Deleting a user

Method_Ahmed. — Tue, 10 Jun 2014 17:31:25 GMT

JPHenke,

Thank you for your post.

There are a few avenues you can go down to resolve both these issues.

Deleting User:

Deleting a user cannot be done in Method. Once a user is logged into the audit trail (ie. they update a record in Method), then they cannot be deleted. They only can be made inactive.

To make a user in active uncheck 'Login is Active' below.

Transferring future activities to a different user.

Export/Import activities to re-assign users.

A simple and quick way to re-assign activities to a different user would be to export the activities to excel, alter the records 'assignedto' field, then re-import back into method.

In the customize tab in Method, there is an 'Integration Tools' tab link in which the import/export can be executed.

In this screen, you are able to export any information from the tables in method. When exporting information for the activity table make sure that AssignTo and RecordID are exported.

(Note: Only select AssignTo and RecordID for export. There is not need for all fields.)

To only export activities for a specific user and date range please use the 'Advanced Filter Options'. This will show a Drop-down menu. Select 'Filter with Script' and type in:

assignedto = 'User Name'

(NOTE: This will pull all activities for this user. If you want to pull activities after a specific date please see below.)

Export it the excel and make sure the file is saved as .CSV.

Make the changes to the assignedTo column by entering in the new UserName.

(Note: Make sure this matches the username in method.)

Follow the steps for importing and updating existing records into a table in the import/export section. Make sure both recordID and AssignTo are mapped to the correct fields before import.

Once import is complete refresh to activity screen to see the newly updated records.

Please refer to our Import/Export tool in our support forum.

Alternatives:

1) Simply rename the existing user to what the new user would be. The issue with this would be that all past activities would also be attached to the new user.

2) There is an option to customize a clickable button on the 'Activities' page which can re-assign all these activities.

Please advise if further information is needed on this, please let us know and we can advise you on how to do this.

Transferring Activities and Deleting a user

jphenke — Mon, 09 Jun 2014 21:39:50 GMT

We had an employee quit. Is there a way to transfer all of their future activities to a new rep? What is the proper way to delete the user?

Thanks,

Justin

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Transferring Activities and Deleting a user