Offboarding staff members from Smokeball

Tasks that are assigned to the offboarding staff member will need to be reassigned to another staff member.

1. In the Smokeball desktop app, navigate to the Tasks view and select the staff member from the Assignees list.
2. Open each task and reassign it to another staff member.
   • If it is linked to a workflow, select Unlink first before reassigning.
3. Repeat for all tasks assigned to this staff member.

1. In the Smokeball desktop app, open Smokeball Settings and select Workflows.
2. Double-click an individual workflow to open it.
3. Check the Assign to field under each task in the workflow, and if the offboarding staff member is listed under Staff, reassign the task to another staff member.
4. If applicable, remove any references to the user from the workflow’s Details section.
5. Select Save & Close. 
6. Make sure to repeat this process for each workflow that the offboarding staff member has tasks assigned to.

1. In the Smokeball desktop app, navigate to the Calendar view.
2. Tick the calendar of the offboarding user from the left panel.
3. Right-click on the event and choose Delete from the menu, or choose Open and assign it to a new user using the Staff drop-down menu.

Remove the user from your firm’s logo and signature block:

1. In the Smokeball desktop app, navigate to Smokeball Settings and select Document Containers.
2. Right-click on a container and select Modify.
3. This will open the container/form in Microsoft Word, and you must remove user fields within the document. Learn more about modifying containers.
4. Repeat for all applicable document containers.

Review other automated Forms and Templates and remove the user.

1. In the Smokeball desktop app, open a matter, then select Precedent on the matter action bar to open the Smokeball Precedent Library.
2. Right-click on a form the offboarding staff member worked on, then select Modify to open the document and make corrections. Learn more about automation.

1. In the Smokeball desktop app, open each matter assigned to the offboarding staff member.
2. Double-click on Info under the Matter Details, then select the Billing tab in the Matter Info window.
3. Remove any staff rate overrides for the offboarding user, then select OK to close the window.
4. Next, review any rate sets that include the user. Navigate to Smokeball Settings, then select Time & Billing.
5. Select the Rate Sets tab and double-click on an applicable rate set. 
6. Remove the user's name from the current and future rate set tables, then Save.

If the user is listed as the person responsible or person assisting on a matter or lead, reassign them to another staff member.

To view a list of matters associated with the user:

1. In the Smokeball desktop app, filter the Matter View with their name in the Person Responsible drop-down menu under All Statuses.
2. Clear the Person Responsible field, then select the user's name under the Staff drop-down menu.
3. Repeat the above steps for all leads in your firm.

1. In the Smokeball Web App, navigate to Firm Settings and select Invoice Settings.
2. Select a template with the offboarding staff member's signature and then select the PDF Invoices tab. 
3. Scroll down to the Signature Image section. Delete the signature image file and remove the user's name from the Signature Name field.
4. Repeat the above steps for other templates as needed. 

1. In the Smokeball desktop app, access Smokeball Settings and choose Time & Billing.
2. Scroll down to the Activities table. Check for any custom activity codes specific to the user and double-click on these codes to modify them. 
   
3. You can also right-click on the code and select Delete Activity to remove it.

You can now set the offboarding staff member as Former Staff. When doing so, you will be prompted to assign their Communicate Client Portal messages to another staff member.