Leaving the company - what should I do with my shared documents?

When a user leaves an organization (and their Piano Analytics account is suspended or deleted), the content they created is not removed from the organization. However, some items stop running or cannot be managed anymore unless you prepare ahead of time.

What happens when a user account is suspended or deleted

Items that are kept

The following resources remain available in your organization:

• Dashboards

• Data Query reports

• Segments

• Custom metrics

These resources can still be found and managed by organization administrators via the Library tool, even after the user’s departure.

Items that stop or must be recreated

Some items are tied to the user account and cannot be transferred:

• Scheduled exports: they stop when the account is removed and must be recreated under another user.

• Explorer shared views: only the owner can delete them. Decide before departure whether they should remain.

• Alerts: not transferable; must be recreated by a new owner.

• API keys: not transferable; must be recreated by a new owner.

Recommended actions before the user leaves

To ensure continuity, we recommend the departing user (or an admin) does the following before the account is removed:

1) Make key resources available to others

• Set Data Query reports, segments, and custom metrics to public visibility so other users can access and reuse them.

• If needed, share the relevant URLs internally to ensure collaborators can quickly find and save the items.

2) Ensure dashboards can still be managed

• Share dashboards with a colleague and grant them co-owner (or equivalent write/management) rights so they can continue:

  • maintaining the dashboard,

  • managing access,

  • recreating schedules as needed.

3) Review Explorer shared views

Because only the owner can remove a shared view, confirm whether these views should:

• remain available after departure, or

• be cleaned up by the owner before their account is removed.

4) Recreate scheduled exports under a new owner (important)

Since scheduled exports will stop when the user leaves:

• list the exports that matter (recipients, frequency, format),

• recreate them under another active user account before or immediately after deactivation.