When you reach the end of the cycle with a specific SecureSheet, you determine which users (if any) besides administrators need to access the SecureSheet in the off-cycle months.

User Permissions at End of Cycle

Take one of the following steps based on the scenario in your organization:

  • When only SecureSheet administrators need access to the SecureSheet in the off-cycle months, hide the SecureSheet. 

NOTE:  For compliance purposes, SecureSheet will only store files one year back.

  • Sometimes HR team members (or another group of users) are active in a SecureSheet through the off-cycle months. 
    • In this case, you would arrange for licenses for their continued access.
    • Leave the SecureSheet in the Active section of your site.
    • For all team members who do not need to access SecureSheet in the off-cycle months, change the email addresses in the Users tab in the Users-Views SecureSheet.
      • Place an 'x' at the front or at the end of the email address. No rows will return in their views if they happen to login.
      • This approach continues to consume a user license should a user who does not need access to SecureSheet happen to login.

OR

    • Remove the users from Sharing.
      • If you do this, first export sharing (from the Import/Export options) and save the exported sharing file for future reference.

Site Clean Up

Keep your site easy to manage by doing end of cycle clean up:

  • Hide the SecureSheet (if you have not already, and if only administrators need access to it in the off-cycle months)
  • Archive or delete the Implementation Plan SecureSheet (it is there solely for your use; if you are not using it, you may delete it)
  • Delete any other SecureSheets that may have been created through this cycle's setup
  • Hide the Users-Views SecureSheet (if not already hidden)

Process Improvements

  • Capture future revisions / process improvements based on user feedback after go-live.
  • Schedule a project debrief to capture insights and lessons learned for future cycles. Email the SecureSheet Support team if you would like to review prior to the next cycle kick-off.
    • Debrief topics may include:
      1. What went well? 
      2. What could go better next time? 
      3. What were the greatest benefits you found using SecureSheet for your process(es)? 
      4. What were the challenges you found using SecureSheet for your process(es)? 
      5. What feedback did you receive from your end users? 
      6. Is there something you wish you could do in SecureSheet that you haven't done (in support of a process)? 
      7. As an administrator, are there tasks in SecureSheet you would like to understand more deeply/thoroughly? 
      8. What steps would you like to take proactively in preparation for next year's cycle(s)?