You can learn more about transferring records on the Salesforce help page.Some of these may seem obvious, but they are so important, we have to mention them. Therefore, you need to transfer the ownership of those records to someone else within your organization. You don’t want deactivated users tied to accounts, contacts, leads or opportunities because that means nobody is paying attention to them. If there is still something preventing the user from being deactivated, you will receive a notification to correct these errors. Deselect the Active checkbox and then click Save.From Setup, enter Users in the Quick Find box, then select Users.So while a user is frozen and once you have cleaned up everything assigned to them, then you should deactivate that user. The benefit is deactivating users is that they aren’t using a license, but you get to have all their historical data. Instead, you are able to deactivate them. In Salesforce you are never able to delete a user. When you rename a user in Salesforce then all that data will now be tied to the person you renamed them too. You might think it is harmless to rename a user to someone else but then you lose all the historical data tied to that user. We unfortunately see this too often and it causes data integrity issues down the road. Click the name of the user whose account you want to freeze.

From Setup, click Manage Users | Users.

When you freeze a user you are able to make appropriate adjustments without the user having access to your org. For example, this could include unassigning them in workflows and approvals, cleaning up custom hierarchy fields, or unassigning them as the default user on leads or case assignments.

Freezing a user locks that specific user out of Salesforce, but keeps their license active while you clean things up. Therefore, the first thing you want to do is freeze that user. When someone leaves your organization there is always clean up work that needs to be done. Best Practices to Properly Deactivating a Salesforce User 1. On the surface this may sound easy to do but when you don’t perform best practices to deactivate a Salesforce user then the consequences can effect your Salesforce org. Typically this happens when someone exits the company or no longer needs a license. This includes the process of deactivating a user from Salesforce so they no longer have access. One of your responsibilities as a Salesforce Admin is to manage all the Salesforce users and the access they have to your Salesforce org.

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