Steps to remove users who have left the company and add new users who have joined are as follows, please note this is an Admin function – that is, you need to be an admin level user to do this:
1. Go to Setup
2. Select Users under 'Users & Permissions'
3. Select the user(s) to be deactivated
4. Click Deactivate to deactivate them
5. Add the new users
6. Mass transfer records from old user(s) to new one(s)
To mass transfer records you need to do as follows, this is not an admin function:
1. Go to the module in question, e.g.. Accounts
2. Select Account Tools (in the top right of the screen) / Mass Transfer Accounts
3. Select the From / To values as required, use the drop down box in the top right of the user select pop up to select DEACTIVATED users (this will show the ones you deactivated before)
4. Leave ‘Criteria’ blank, I think you need to just do a straight transfer of data. Else, you can add as many filters as you like.
5. Click Search
6. Select the records to transfer
7. Transfer
NOTES:
When selecting records after searching (step 6) you can check the very top checkbox (above the rest of the checkboxes) in the checkbox column on the left side to select all records.
If you have to do more than 100 records then you will need to repeat the above for each set of 100 records until they are all done.
If you deactivate the old users, the data will not be get lost. It will be under the deactivated user's names until you change the owner of the record. So that you have to use the Mass Transfer option to transfer the record.
That way your licenses will not be affected.