How to Delete or Disable an Assure User

Summary:

This article explains how to disable or permanently delete a user account in Assure, including handling dependencies such as Insights dashboard ownership, workflow rules, notifications, and Person Register linkages. Use this process when managing employee departures or organizational changes.

Prerequisites:

• User role with Delete User and Edit User permissions (configured under Settings > Organisational Configuration > Supervisor Privileges)
• Access to Settings > Organisational Configuration > Users
• Knowledge of active user dependencies (workflows, tasks, dashboard ownership)
• (If applicable) Understanding of Person Register and People/User link configuration

Problem/Intent:

Organizations need to disable or remove user accounts when employees leave, change roles, or no longer require Assure access. Disabling a user frees up the user license for reassignment while preserving the account for potential reactivation. Deleting a user permanently removes the account from the system. Both actions require managing dependencies to avoid disrupting workflows, notifications, tasks, and reporting.

Steps:

Disabling a User

1. Navigate to Settings > Organisational Configuration > Users.

2. Locate the user account to be disabled.

3. Search and filter for the person required, then select Edit from the Cog menu (⚙️) next to the user name.

4. Uncheck the box labelled "Is Current User".

5. Click Save.

Result:
The user account is disabled. The user can no longer log in to Assure, and the user license is freed for reallocation. The user account remains in the system and can be reactivated by re-checking the "Is Current User" box.

Handling Insights Dashboard Ownership (If Applicable)

If the user owns Insights dashboards:

1. After unchecking "Is Current User", a prompt appears requesting transfer of dashboard ownership.
2. Select a replacement user from the displayed list. The list shows each user's Insights+ Role.

3. If the replacement user has a Viewer role:

• You will be prompted to transfer the Designer license as well.
• Select "Transfer Designer License" if applicable.

4. If the replacement user already has a Designer license:

• Select "Transfer" to complete the transfer.

5. Monitor the progress bar for dashboard ownership transfer completion.

Troubleshooting:
If errors occur during transfer, contact Tech Support via Evotix Support.

Handling User Dependencies (Workflow Rules, Notifications, Tasks)

If the user is assigned as a default recipient, included in workflow rules, or has outstanding tasks:

1. A warning message appears when unchecking "Is Current User".
2. Use the provided links in the warning message to:
   • Reassign default recipients in notification settings.
   • Remove or reassign the user in workflow rules.
   • Reassign outstanding tasks to another user.
3. Alternatively, select "Disable User" to proceed without removing dependencies (not recommended, may cause workflow issues).

Person Register Linkage (If Applicable)

If the organization uses the People/User link feature:

• Disabling a user does not affect the linked Person Register record.
• The Person Register record remains connected to the disabled user account.
• No further action is required unless the Person Register record must be updated separately.

Deleting a User Permanently

1. Navigate to Settings > Organisational Configuration > Users.
2. Locate the user account to be deleted.
3. Select Delete from the Cog menu (⚙️) next to the user name.

4. If dependencies exist (default recipients, workflow rules, outstanding tasks):

• A warning message appears listing the dependencies.
• Follow the prompts to remove or reassign each dependency.
• For outstanding tasks, you will be given the option to reassign them to another user.

5. Confirm deletion when all dependencies are resolved.

Result:
The user account is permanently removed from Assure.

Important:

• If the user is linked to a Person Register record via the People/User link feature, deleting the user removes the link to the Person Register.
• The Person Register record itself is not deleted and remains in the system.

Notes & Warnings:

• Disabling vs. Deleting:
  • Disabling a user retains the account and allows reactivation. Deleting permanently removes the account.
• Dashboard Ownership:
  • Dashboard ownership must be transferred before disabling a user who owns Insights dashboards. Failure to transfer ownership may result in loss of access to those dashboards.
• Workflow Dependencies:
  • Disabling or deleting users with active roles in workflows or notifications may disrupt automated processes. Always review and reassign dependencies before proceeding.
• Person Register Impact:
  • Deleting a user removes the link to the Person Register but does not delete the Person Register record itself.
• License Reallocation:
  • Disabling a user frees up the user license immediately, allowing it to be reassigned to another user.

Examples:

Example 1: Disable a User Without Dependencies

Scenario: An employee has left the organization. The user account has no dashboard ownership, workflow assignments, or outstanding tasks.

Steps:

1. Navigate to Settings > Organisational Configuration > Users.
2. Select Edit from the Cog menu next to the user name.
3. Uncheck "Is Current User".
4. Click Save.

Result: The user is disabled and can no longer log in. The license is freed for reassignment.

Example 2: Disable a User Who Owns Dashboards

Scenario: A user owns multiple Insights dashboards and has the Designer role.

Steps:

1. Navigate to Settings > Organisational Configuration > Users.
2. Select Edit next to the user name.
3. Uncheck "Is Current User".
4. In the dashboard ownership transfer prompt, select a replacement user with a Designer license.
5. Click "Transfer".
6. Wait for the transfer process to complete.
7. Click Save.

Result: Dashboard ownership is transferred, the user is disabled, and the Designer license is freed.

Example 3: Delete a User With Workflow Dependencies

Scenario: A user is assigned as a default recipient in notification settings and has outstanding tasks.

Steps:

1. Navigate to Settings > Organisational Configuration > Users.
2. Select Delete from the Cog menu next to the user name.
3. Review the dependency warning message.
4. Follow the provided links to:
   • Reassign the default recipient in notification settings.
   • Reassign outstanding tasks to another user.
5. Confirm deletion.

Result: Dependencies are resolved, and the user account is permanently deleted.

Troubleshooting:

Related Articles:

• Managing Users via the SCIM API
• User Management using the Assure Customer API
• Supervisor Privileges
• Creating and Editing Users in Assure
• Managing Insights Dashboard Ownership
• Configuring Workflow Rules in Assure
• Understanding the Person Register and People/User Link Feature

Modules/Features Affected:

• User Management (Settings > Organisational Configuration > Users)
• Insights Dashboards (Dashboard ownership, Designer licenses)
• Workflow Rules (User assignments in automated workflows)
• Notifications (Default recipients)
• Tasks (Outstanding task assignments)
• Person Register (People/User link feature)

Workflow Dependencies:

• Disabling or deleting a user impacts Insights dashboard ownership, workflow rules, notification settings, and task assignments.
• Person Register linkages are preserved when disabling a user but are broken when deleting a user.

Shared Functionality:

• User account actions (disable, delete) are managed centrally in Organisational Configuration but have downstream effects across multiple Assure modules.

AI Metadata:

• Product Area: Assure (User Management, Insights, Workflow Rules, Person Register)
• User Role: System Administrator, Supervisor with Delete User and Edit User permissions.
• Tags: user management, disable user, delete user, Insights dashboard, workflow rules, notifications, Person Register, People/User link, license reallocation, user dependencies
• Version/Region: Assure (all regions)
• Important Synonyms: deactivate user, remove user, user account removal, Insights Designer, dashboard owner, default recipient, user license.
• Suggested Embedding Keywords: disable user Assure, delete user Assure, Insights dashboard ownership, transfer dashboard ownership, workflow dependencies, Person Register user link, user license reallocation, default recipient reassignment, user deactivation, user deletion, Assure user management.