Remove users

It's a good idea not to delete users at once but to check if they are still responsible for any tasks. Note that you need administrator credentials to offboard users.

If offboarded users have admin credentials, change them to Colleague credentials. You can change the credentials in Company > Colleagues.
Sort the instance lead user column of the instance overview table (Active instances tab) to check if the users are workflow leads (Workflows > Overview). If they are, delegate the workflow to someone else.
Go to Open tasks (Workflows > Overview > Open tasks tab) and filter by Assignee**. Select another user from the dropdown menu to reassign the tasks assigned to the offboarded user.
Set up Out of office (Company > Out of office) for the user for some time (for example a month) and select a stand-in. This way you ensure that tasks in future instances won't need this user's attention (as they will automatically be reassigned to the stand-in).
Verify that the user has not created personal API keys to connect integrations (Company > Next Matter API keys). If you delete the user, the integrations that use this key will fail. In such cases, you'll need to update the integration settings with an API key connected to a service account and reconnect integrations in Automations library.
After some time, you can safely delete the user.

How does steps assignment work for assigment types

Dynamic assignment: for upcoming dynamic assignments, steps are automatically reassigned to the workflow lead. However, if the tasks were already assigned to the user before they got deactivated, then this user will remain assigned to them after deactivation. To reassign these steps, you need to filter the instance table (Open tasks) by Assignee and reassign.

Direct assignment: All tasks in future instances get reassigned to the workflow lead. Steps that are in progress when the user is removed stay assigned to the user. The same applies to upcoming steps of already started instances.
To reassign these steps, you need to filter the instance table (Open tasks) by Assignee and reassign.

Conditional assignment: Steps that are in progress when the user is removed stay assigned to the user. The same applies to upcoming steps of already started instances and future instances in which the condition routes to the removed user.

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To reassign steps that are in progress you need to filter the instance table (Open tasks) by Assignee and reassign.
To reassign any upcoming steps, use the OOO setting.