User Management - Part 5 - Inactivate/Reactivate Users

Inactivating Users

After a user has been created they will remain on the account indefinitely to ensure the audit trail is complete. If a user leaves the organisation or needs to be removed from iPassport for any reason, the user should be set to inactive. When a user is inactivated they will no longer be able to login and all reminders/emails will no longer be sent.

To inactivate a user:

1. Go to Administration > Users > Search Users
   
   
2. Select the user’s Home OU from the dropdown menu that appears when clicking the field with that name; if not known, select the ‘blank’ option
   
   
3. Enter the user’s name into the Search Users field
   
   

   Note

   The results in the list below will narrow as you type in this field.

   
   
4. When the user’s name appears listed below, click anywhere in its row (or the magnifying glass) to open the record
   
   
5. Click in the field, Actions and select the option, ‘Set as Inactive’ from the dropdown menu
   
   
6. Click Go to open the ‘Inactivate < user’s name>’ pop-up window
   
   
7. Follow advice below to complete the operation
   
   
   

Inactivate the Staff Profile

The Inactivate (User Name) pop-up window will be displayed asking whether the records linked to the user should also be inactivated. Where the user has both, it asks about the linked Contact record as well as the Staff Profile — ‘This user also has a contact record and a staff record. Would you like to inactivate these as well?’ — and the ‘Inactivate staff record’ checkbox notes in its own help text that inactivating the Staff Profile will inactivate the linked Contact record as well. Inactivating the Staff Profile ensures that the user will no longer be tasked with reading events should they be present on skilled lists. All historic reading task acknowledgements will be faithfully maintained within the inactive staff profile. It is therefore highly recommended to also inactivate the staff profile.

To prevent the user from logging in, but still allow the person to be visible and selectable on all skilled items, un-check the ‘Inactivate staff record’ checkbox. This allows the administrator to manually manage a staff member’s records after the person can no longer log into iPassport.

Transferring tasks

You can remove all pending tasks and notifications by selecting the, ‘Delete all incomplete tasks and pending review notifications for this user’ option.

iPassport also checks and provides the opportunity to transfer the following items to other users:

• If the user has any open tasks
• If the user is listed as a reviewer in any document review workflows
• If the user is an authoriser in any document publishing workflows
• If the user is owner of any documents
• If the user is an assessor on any competency assessment templates
• If the user is an examiner on any competency test templates
• If the user is an approver in any document review workflows
• If the user is an approver in any document publishing workflows
• If the user is listed as a staff qualification verifier
• If the user has any active document review notification(s)

If any of the above need to be reassigned then tick the checkbox under the item and this will open a user selector.

The items are reassigned as a whole, not individually. Equally, if they are to be deleted, they are deleted as a whole and not individually. Therefore, it is possible, for example, to reassign all notifications to one user while all tasks can be reassigned to another.

If any option is selected by accident, click the ‘X’ button in the top right corner of the pop-up window to abort.

Once the options have been set, the user can be inactivated by clicking the ‘Inactivate User’ button.

A banner message will be displayed informing that the user record has now been set as inactive, and the user record will now appear with a red header.

Reactivating a User Record

An administrator can reactivate a user record at any time, provided two conditions are met.

First, the ‘Set as Inactive’ and ‘Set as Active’ options only appear in the Actions menu for an administrator who holds the User Accounts:Enable/Disable permission for that user’s facility. Without it, neither option is offered and neither can be carried out.

Second, on an enterprise account the user must have a Home OU set before they can be made active again. If the Home OU is blank, the operation is abandoned and the message ‘This User can not be set as Active as they do not have a Home OU set. Please set the Home OU and try again.’ is displayed. Set the Home OU on the record first, then follow the steps below.

The process is:

1. Go to Administration > Users > Search Users
2. Ensure the Home OU filter matches the user’s Home OU or set it to ‘blank’
3. Set the Filter Active/Inactive filter to ‘Inactive’. This filter has no ‘blank’ option and starts on ‘Active’, so an inactive user will not be listed until it is switched
4. Enter the user’s name (even partially) in the Search Users field and results should start filtering below
5. Open the record by clicking its row when it appears in the search results
6. Click the Actions field (top right of the record) and select, ‘Set as Active’ from the dropdown menu
   
   
   
7. Click the Go button and the ‘Reactivate < user’s name >’ pop-up window will be displayed, asking if the user wants to activate the Staff Profile at the same time as the user record; this is recommended
   
   
   If the user belongs to any Skilled Groups, the pop-up also lists those groups and warns that, when the user is reactivated, they will be assigned skilled tasks for all documents in the listed Skilled Group(s) — unless they are already skilled on the document. If that is not wanted, remove the user from the Skilled Group before reactivating them.
   
   

   Note

   The skilled tasks for those Skilled Groups are created in the background once the reactivation is submitted, and are due 30 days from the day the user is reactivated. On a group covering a large number of documents, this can be a considerable number of new tasks for the user.

   
   
8. Click the Reactivate user button to finish

If this operation wants to be cancelled before finishing, click the ‘X’ in the top right corner of the pop-up window to exit.

A banner message will be displayed informing that the user record has now been set as active and the user record will appear with a blue header.

Next Step:

the next article covers User Management Tools

Previous Step:

The previous article covers Searching and Editing User Records