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Archiving user accounts
Who is this article for?Administrators responsible for user management.
Administration module access is required.
When employees leave the organisation it is best practice to archive their user account.
This article outlines how to archive user accounts and redistribute their workload.
1. Archiving a user
To archive a user account:
- Open the Administration module.
- Select Security.
- Choose People.
- Open a person record.
- Click Edit.
- Click Archive.
- Confirm with OK.
Archiving a user with assigned Actions?
Actions assigned to users will not be reassigned when their account is archived. To reassign actions, you need to archive the user in the Windows Client.
2. Reinstating a user
To reinstate a user account:
1. Archiving a user
To archive a user account:
- Open the Administration module.
- Select People (under Security).
You will see the People list on the right.
- Double-click the account Name.
- Click Archive.
If the archived user has responsibilities assigned to them, the system will prompt you to reassign them.
2. Reinstating a user
To reinstate a user account:
- Access the Administration module.
- Select People (under Security).
- Tick Show Archived Accounts in the left panel.
- Untick Show Users Only.
- Click Apply.
- Double-click the account Name.
Archived users will be displayed in italics.
- Click Reinstate.
Reinstating an account does not assign the previously owned actions back to the user.
If required, you will need to reassign all tasks using Advanced Workload.
3. Inheriting responsibilities
When archiving accounts, the system provides visual feedback to users that an account has been deactivated. Below is a summary of how each role interacts with archived users.
| Role | Details |
|---|---|
| Document Copyholders | Documents cannot be distributed to archived copyholders. Archived accounts will still remain on the copyholder template but will not be added to the distribution list when used. If the archived account is later reinstated, it will appear on the template again. These users will need to be manually added to any documents that were distributed to the copyholder template while the user was archived. Archived copyholders for electronic copies will not be copied from the last revision of document to the new revision. Hard copies whose responsible person has been archived will be copied across to the new revision, but the responsible person will be set to Unassigned. |
| Document Approvers | A warning will be displayed when an approval workflow contains one or more archived accounts. An approval cycle which contains archived accounts cannot be started. When an approval cycle has already started but now contains one or more archived accounts then the workflow will not continue past the archived accounts until they are removed or replaced. |
| Auditors |
Auditors will remain on the audit record but will be shown in the archived style (grey italics).
|
| Auditees |
Auditees will be removed from audits that have not yet started (i.e. audits with no actual start date).
|
| Training Course Attendees | Attendees will be removed from training courses that have not taken place. Outstanding evaluations will not contribute to the workload if the attendee has been archived. The Reminder and Escalation emails Evaluations to Complete and Evaluation Overdue will not be sent if the attendee has been archived. |
| People Records | Record details of an archived account are read-only. A tooltip warning is displayed. |
| Searching and Reference Groups |
The events register will not return archived accounts unless specifically requested in Advanced Search.
Default search folders will not return archived accounts. Reference groups will not return archived accounts. If the account is reinstated, it will become active on the reference group again. |
| Deputies | Deputies are removed from archived accounts. |
| Messaging & Routing |
Email messages will not be sent to archived accounts. This includes standard emails that are issued when an action is performed in the system, as well as reminders and escalation emails.
Although they will not receive the emails, named individuals who have been archived are still displayed on the recipient list of messages and escalation emails in the Administration module. They are shown in the archived style (grey italics) and if re-instated will be re-activated. Archived accounts named as recipients for Occurrence routing will be shown in the archived style (grey italics). A warning is displayed against any Occurrence routing rule that only contains archived accounts, as a result they will not be sent to anyone. |