How to update user settings
Go to Manage > Users
Open up the user's user page by clicking their name.
Click Settings to update various user settings as seen below; such as changing email or pausing them.
Deleting or pausing users
Admins can pause and delete users.
Deleted users will lose all data and be removed from the system.
Paused users will lose access to Sana, but their data will be kept in case they're reactivated. They will be marked as deactivated.
You can pause users from the user profile as shown in the image above. For deleting, go to Manage > Users. Mark the user and choose Pause or Delete in the menu as shown below.
What happens when an employee leaves the company?
When an employee leaves your company, it is crucial to manage their access to ensure data security. Here is what happens in terms of content, data, and information:
Content
Access removal: The departing employee's access to all company content on the platform is immediately revoked. This includes access to documents, projects, and any collaborative tools.
Content ownership transfer
Any content created by the employee can be reassigned to another user to ensure continuity in projects and tasks.
If users leave the company and are owners/single admins over content and material: It needs to be reassigned and this can be done manually either by Sana representatives or within your own company, if you have set up the sufficient access roles to do so. There will be no disruption to assignments made.
Data/Information
Soft deletion: Users are initially soft deleted from the platform. This means their user data is still stored in our databases but is no longer active or accessible.
Data retention: We store user data in our backups for 30 days before it is anonymized. During this period, you can request a hard delete via your Sana customer success representative if needed.
GDPR compliance: We comply with GDPR regulations to safeguard personal data. For more details, you can refer to our Data Processing Agreement and Sana Security Whitepaper in our Trust Center.
Requesting a hard delete
If you require a hard delete of a departing employee's data, contact your Sana customer success representative. They will assist you in permanently removing the user data from our databases.
How to nest filters
Follow these guidelines to set up effective conditions to filter users in Manage > Users:
Use AND for all conditions within a set, and use OR to connect different sets.
This is useful when you want users to meet all conditions in one set but allow for alternative sets of conditions.
For example, you can set up filters to include users who are both "Active" and in "Marketing", OR users who "Report to a specific manager".
Use OR for all conditions within a set, and use AND to connect to different sets.
This is useful when any condition within a set is acceptable, but all sets must be satisfied.
For example, you can set up filters to include users whose "Direct Manager" is John Doe, OR users whose "Reports to" is Jane Doe AND who are in "Marketing".
You can add a new set of conditions by clicking the "[+]" icon next to the search icon.
Each set of conditions also ends with a "+" button to add a new condition with the same set.
💡 Sets are separated by a conjunction. When setting filters, the conjunctions within a set can only be all ANDs or all ORs. The conjunctions between sets behave the same way.