SharePoint Document Issues

How to Disable SharePoint Rules Created by a Former Employee

Adam Davis Oct 10, 2026 869 views

Question details

Administrators need a way to locate and disable active SharePoint notifications, rules, and workflows set up by an employee who has left the organization.

How to Disable SharePoint Rules and Flows Created by a Former Employee

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: During or after the offboarding process, unwanted automated rules and notifications continue running on SharePoint sites because they are still tied to the departed employee's account.
Observed behavior: SharePoint sites and document libraries continue triggering unexpected alerts, emails, or automated actions based on rules and flows originally configured by a former employee.

Before you start

Ensure you are signed in with an account that has Site Collection Administrator, Environment Administrator, or Global Administrator privileges to view and modify rules and workflows across your tenant.

Solution 1Recommended

Manage and Delete Built-in SharePoint Rules

Directly access the specific document library or list to turn off or permanently delete built-in automation rules.

SharePoint allows users to create simple rules for lists and libraries, such as sending email notifications when a column value changes. Administrators can review and remove these rules directly from the affected list.

Navigate to the List or Library

Open the specific SharePoint site and navigate to the document library or list where the unwanted rule is currently active.

Access the Rules Menu

In the command bar at the top, click on 'Automate', hover over 'Rules', and then select 'Manage rules'.

Disable or Delete the Rule

A side panel will appear showing all active rules. You can toggle the switch to turn the rule off temporarily, or click the rule and select 'Delete' at the bottom of the Edit rule page to remove it permanently.

Manage and Delete Built-in SharePoint Rules

Administrative Access: As a site admin, you have visibility into all rules created for that specific list or library, regardless of who originally created them.

Solution 2

Disable Classic SharePoint Alerts for Other Users

Remove traditional email or SMS alerts that the former employee configured for themselves or others.

Solution 3

Reassign or Disable Power Automate Flows

Use the Power Platform admin center to manage complex workflows owned by the departed employee.

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Frequently Asked Questions

What happens to a Power Automate flow if the creator's account is deleted?

If the sole owner's Microsoft 365 account is deleted, the flow will eventually be suspended and fail to run. It is highly recommended to assign a co-owner or transfer the flow to a service account before completely deleting a departing employee's account.

Can I see exactly who created a specific rule in a SharePoint document library?

Yes, when you navigate to 'Automate' > 'Rules' > 'Manage rules' in a document library, you can view the conditions of the rules. For detailed ownership, especially with complex workflows, checking the integrated Power Automate flow details will show the exact creator.

Are SharePoint rules the same as Power Automate flows?

No. SharePoint rules are simple, built-in library or list actions (like sending an email when a new item is added). Power Automate flows are more advanced, customizable workflows that can integrate multiple applications. However, both can trigger automated actions and notifications within SharePoint.

Will disabling a user's account automatically stop their SharePoint alerts?

Not necessarily. While they will no longer have access to the system, basic list alerts or workflows they configured might still trigger and attempt to send emails to them or other subscribed users, which is why manual cleanup by an administrator is required.

Document & File Issues