End a colleague's access

Is a colleague leaving, changing roles or no longer in need of Databeamer? Then you can end their access and make sure groups and work are handed over properly.

Go through the steps below before you remove the account. That way you avoid groups being left without an owner, or important information and work no longer being managed properly.

Why removal alone is not enough #

Group members can view the content of their group. When you remove someone from a group, Databeamer rotates the group key. The remaining members get a new key, so the person who left can no longer read new content.

Information the person has already read, decrypted or saved cannot be taken back this way. It is therefore important to end access in time and to take into account any local copies of files.

1. Hand over ownership and work #

First check whether the colleague owns groups or the organisation. Appoint another employee as owner before you end the access. Databeamer does not allow you to remove the sole owner of a group or organisation without handing over ownership first.

Also check whether the colleague is responsible for ongoing work, such as requests, transfers or other processes that must continue. Agree who takes these over.

2. Remove the colleague from the groups #

For each group the colleague is a member of, open Settings › Members and choose Remove member.

The group key is rotated automatically. The Keys rotated notice confirms this has happened. Does the Key rotation required banner appear instead, for example because an earlier rotation is still in progress? Then choose Rotate now.

Repeat this for every group the colleague had access to. Through the organisation's Settings › Groups you can check which groups there are.

3. End the organisation membership #

Open the organisation's Settings › Members and choose Remove member for the colleague concerned.

Does your organisation use single sign-on (SSO)? Then also disable the access in your own identity provider. That prevents the colleague from trying to regain access through SSO.

4. Check remaining access and open matters #

Check whether the colleague is still involved in matters that need attention:

• Requests: was the colleague added as a reader to a request? Then open the People tab and choose Remove reader if that access is no longer needed.
• Transfers: transfers sent on behalf of a group stay visible to the group. Check, if needed, whether someone else takes over the further handling.
• Personal data and files: the colleague's personal files, transfers and contacts are not automatically available to the organisation. Arrange the handover of the information you need in advance, as far as the colleague and the organisation have access to it.

5. Give the freed seat to another colleague #

If the departed colleague no longer needs access, the freed seat may be used by another employee. That way you make use of the capacity available within the subscription.

After removing the member, check how many seats are available and add the new employee following Give a new colleague access to Databeamer.

What does the departed colleague notice? #

After removal from the groups and the organisation, the colleague no longer has access to those groups and the organisation environment. Their personal Databeamer environment continues to exist until the colleague deletes their own account.

Keep in mind that previously downloaded files or previously decrypted information are not automatically removed from the departed colleague's devices.

Checklist #

• Ownership of groups and the organisation handed over.
• Ongoing work and the information needed handed over.
• Colleague removed from all relevant groups and key rotation checked.
• Colleague removed from the organisation.
• Access through SSO ended, where applicable.
• Access to requests checked.
• Freed seat checked and, if needed, assigned to another employee.