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Dane County to clean up 2,000-person Legistar directory after vendor flags default approver setting
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Summary
Granicus and county administrators discussed retiring inactive users, fixing a default approver checkbox that marks new records as approvers, and narrowing the approver list from roughly 1,400 to a core set of authorized approvers.
Dane County staff and a Granicus trainer discussed a planned cleanup of the Legistar people list after discovering many accounts are marked as approvers by default.
County administrators told Granicus the people table contains roughly 2,002 records in their instance. Granicus staff noted that about 1,400 people were currently checked as approvers — a configuration likely created by a default setting when new records were added. The county reported that about 218 of those are active users with legitimate access.
Granicus offered two fixes: (1) change the model/default configuration so new people are not automatically marked as approvers, and (2) run a cleanup to uncheck the approver box for people who should not be approvers. The vendor said it could take the county’s list of legitimate approvers and uncheck the approver box for the remainder.
County staff discussed retiring users who have left the county so they do not appear in drop-down lists for delegation or alternates. The vendor explained that retiring a people record removes the person from the selection lists but retains historical approvals for audit and reporting. If a retired user later returns, the record can be reactivated.
Granicus recommended administrators remain approvers so they can act on behalf of others in emergencies. County staff agreed to prepare a short list of official approvers and alternates for the vendor to apply during cleanup.
No formal change to county policy was recorded; participants agreed on a follow-up plan: Granicus will investigate changing the default approver setting and will uncheck approver for those not on a provided list. County staff will compile and deliver a list of confirmed approvers.
