Deleting users in an instance - Support and Troubleshooting

Deleting users in an instance Summary .ns-kb-css-body-editor-container { p { font-size: 12pt; font-family: Lato; color: var(--now-color--text-primary, #000000); } span { font-size: 12pt; font-family: Lato; color: var(--now-color--text-primary, #000000); } h2 { font-size: 24pt; font-family: Lato; color: var(--now-color--text-primary, black); } h3 { font-size: 18pt; font-family: Lato; color: var(--now-color--text-primary, black); } h4 { font-size: 14pt; font-family: Lato; color: var(--now-color--text-primary, black); } a { font-size: 12pt; font-family: Lato; color: var(--now-color--link-primary, #00718F); } a:hover { font-size: 12pt; color: var(--now-color--link-primary, #024F69); } a:target { font-size: 12pt; color: var(--now-color--link-primary, #032D42); } a:visited { font-size: 12pt; color: var(--now-color--link-primary, #00718f); } ul { font-size: 12pt; font-family: Lato; } li { font-size: 12pt; font-family: Lato; } img { display: ; max-width: ; width: ; height: ; } } Key Questions :

Should a user be deleted or inactivated if they are no longer required on the instance? What happens when a user record is deleted from the User [sys_user] table? This article addresses the above questions.

1. Impact of Deleting a User Record Deleting a user record affects all tables that reference the sys_user table. The impact depends on the reference cascade delete rule configured in the dictionary record.

Review referencing data for sys_user: https:// .service-now.com/nav_to.do?uri=%2Fsys_dictionary_list.do%3Fsysparm_query%3Dreference%3Dsys_user%5EGROUPBYreference_cascade_rule

2. Cascade Delete Rules Based on the configured cascade rule, the following outcomes are possible:

Clear (Default): Deleting a record clears references in related records (sets them to null). Delete (Cascade): Deleting a record also deletes all referencing records. Example: If a user is deleted, incidents assigned to that user are also deleted. Restrict: Prevents deletion if referencing records exist. Example: A user cannot be deleted if any incident references that user. None: Deleting a record does not modify referencing records. Refer to product documentation: Configure cascade delete rules

3. Example The Opened by and Assigned to fields on the Task [task] table reference sys_user. If the cascade rule is set to Clear, deleting a user sets these fields to null on related records.

4. Recommendation Deleting a user can result in data loss depending on the configured cascade rule.

Best Practice: Instead of deleting a user, set:

Active = False Locked out = True This prevents access while preserving historical and transactional data.

Note: If deletion is absolutely necessary, test the impact in a sub-production instance first. Evaluate all referencing data, as deletion may result in unintended data loss depending on cascade delete rules.

Related Links .ns-kb-css-body-editor-container { p { font-size: 12pt; font-family: Lato; color: var(--now-color--text-primary, #000000); } span { font-size: 12pt; font-family: Lato; color: var(--now-color--text-primary, #000000); } h2 { font-size: 24pt; font-family: Lato; color: var(--now-color--text-primary, black); } h3 { font-size: 18pt; font-family: Lato; color: var(--now-color--text-primary, black); } h4 { font-size: 14pt; font-family: Lato; color: var(--now-color--text-primary, black); } a { font-size: 12pt; font-family: Lato; color: var(--now-color--link-primary, #00718F); } a:hover { font-size: 12pt; color: var(--now-color--link-primary, #024F69); } a:target { font-size: 12pt; color: var(--now-color--link-primary, #032D42); } a:visited { font-size: 12pt; color: var(--now-color--link-primary, #00718f); } ul { font-size: 12pt; font-family: Lato; } li { font-size: 12pt; font-family: Lato; } img { display: ; max-width: ; width: ; height: ; } } The following Knowledge article explains the general guidelines to avoid data loss on the instance Dataloss Prevention / Reduction