Let's say an employee is no longer with your organization, and needs to be deactivated from all the Coda workspaces that belong to your organization. This article will walk you through the processes to deactivate (and reactivate) members from your organization, as well as how to transfer ownership of this member’s docs to active members
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A few things to note.

Deactivate users when they are no longer with your organization. Doing so will deactivate their Coda account and allow you to transfer all their docs to a new owner. Should the user ever be reactivated, Coda will recognize them as the same user as before; they will regain any doc access that they previously had (prior to their deactivation).

Remove and offboard a user from specific workspaces when you want to permanently remove someone from a Coda workspace. For example: You want to permanently remove the contractors or vendors that were added to your workspace after a project is complete.

If you’re an admin of an Enterprise organization, you can deactivate or reactivate users from your admin settings. Note that workspace admins do not have this ability - only org admins do.

Open your admin settings. To do this, go to coda.io/docs, then click on Admin settings at the top of the left panel.

From here, navigate to the Org member provisioning tab (within the Members section).

You’ll see a list of all the members that use Coda in your organization. By default, the list shows only active org members, but you can use the drop-down at the top of the page to reveal deactivated members when needed.

If you have SCIM enabled: You will see a warning message when you click the Deactivate user button. Since members provisioned via SCIM will be automatically deactivated and reactivated via your IDP, deactivating them via Coda can lead to things being out of sync. Therefore we recommend that you handle deactivation via your IDP instead of in Coda. In that case, you can proceed to the next step to transfer docs owned by the deactivated member.

If you don’t have SCIM enabled: You can search for and select one or more users to deactivate from this page. Click on the Deactivate user button to deactivate the selected users.
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Now that you’ve followed the steps above to deactivate the org member, you just need to transfer ownership of their docs. This ensures that you don’t lose any important data, and that team docs continue to work without a hitch.

Once you have deactivated a user, use the dropdown at the top of the Org member provisioning page to switch from Active members to Deactivated members. Now you will see any and all deactivated org members. If the user is not in this list, they might not be a part of your organization's registered domains, or they may not have been deactivated through your identity provider via SCIM.

Click on the Transfer docs button next to their name to initiate the transfer of all their docs to a new owner. Alternatively, to view all docs owned by the deactivated user and selectively transfer docs, click on the three horizontal dots (next to the Transfer docs) button, and select Manage docs.

Note: If you don’t have SCIM enabled, you can also reactivate a user by clicking on the ... menu (next to the Transfer docs button) and selecting Reactivate user.

Type the name of soon-to-be new owner of these docs. Then click Transfer Ownership, and all the docs owned by the deactivated user will be transferred to the new owner. You should see Done transferring docs appear next to the user once the transfer is complete.

Note: Only active organization users will appear in the New owner options. If the user is not on this list, they might not be a part of your organization's registered domains.

That’s it! You’ve successfully deactivated the user and transferred their docs to a new owner. This ensures those docs will continue to operate smoothly.

If you choose not to transfer ownership of any docs when deactivating the user (as described in the previous section), these docs will remain editable for 7 days after deactivation. If ownership of these docs is not transferred to an active Doc Maker within 7 days, they will become read-only until transferred. This grace period is designed to reduce workflow disruptions when an individual leaves.

By default, other Doc Makers with access to a doc owned by a deactivated user can request ownership of the doc. These requests are then reviewed and actioned by org admins. However, org admins do also have the option to enable self-serve doc transfers. When self-serve transfers are allowed, any Doc Maker with edit access to the doc can simply claim ownership, without needing to wait for admin approval. Learn more about this option in the Enable self-serve doc transfers section below.

To view doc transfer requests, open your Admin settings, then search for or scroll to the Doc transfers tab.

Here, you will see requests from members of your organization to claim ownership of specific docs that were previously owned by deactivated users. You can approve their doc ownership request or select new owners to transfer the docs to.

You can also see all the individual docs owned by a deactivated member and transfer them to new owners by selecting the deactivated user using the filter at the top right. To transfer individual docs to new owners, select a new owner for each doc and click on the Transfer button.

If you wish to allow Doc Makers to self-claim docs from deactivated users - without having to wait for admin approval - you can enable self-serve doc transfers for your org. This ensures there is no delay for the team in waiting for approval, and it saves admin time.

To enable self-serve transfers, follow the steps below:

That’s it! Here are a few things to note now that this feature is enabled: