Who is this article for?

Users encountering the error.

System admin permissions is required for some steps.

Ideagen Quality Management Professional prioritises data integrity. Users linked to records or with outstanding actions are archived, not deleted. This article explains the difference and when to use each.

1. When to archive a user

Archiving is the recommended best practice for managing a user's departure. This process retains the user's record for historical purposes while disabling their access to the system.

1.1. Steps to archive a user:

1. Navigate to the People module.
2. Locate the user account you wish to archive.
3. Right-click the user's name and select 'Delete'. If the user is referenced in any part of the system, a prompt will appear stating they cannot be deleted and will be archived instead.
4. Confirm the archiving process. This action will also prompt you to reassign any outstanding workload.

2. When to delete a user

Yes, it is possible to permanently delete a user in Q-Pulse, but only under a very specific condition: the user must not be named or referenced in any field within the Q-Pulse system.

A user account can only be permanently deleted if they have no references within the system. This typically applies to newly created accounts that were added in error and have not yet been used or assigned any responsibilities. The system will not allow the permanent deletion of a user if their account is linked to any historical data or ongoing tasks. In these cases, the user must be archived to maintain data integrity.

3. Further reading

• Archiving user accounts