When a user is deleted, their email integration is no longer visible. This means their synced emails will no longer appear in the system.
If you need to remove a user without losing visibility into their emails and activity, consider the options below.
Recommended Options
Option 1: Reset the User’s Email Password
If you still have access to the user’s email account:
Reset the email password for security purposes
This prevents further access while keeping historical data intact
This is useful when a user has left the company but their inbox needs to remain secure.
Option 2: Use an “Archive” Permission Level (Recommended)
Instead of archiving or deleting the user:
Create a new permission level called “Archive”
Set it to have minimal or no permissions
Assign the user to this permission level
Result:
The user cannot actively use the system
Their emails and activity history remain visible
This is the best option if you need to preserve communication records for reference or reporting.
Best Practice
If maintaining visibility into past emails and activities is important, avoid deleting the user. Use a restricted permission level instead.