How to Delete or Disable an Assure User
In Assure, you are able to disable a user from accessing Assure, or you can completely delete the user account from the system. You will want to do this to manage leavers and changes around your business.
This articles covers:
- How to disable a user
- What happens if the users is an Insights Designer or Dashboard owner
- What happens if the users is linked to other processes (default recipient of notifications, tasks, workflow rules)
- What happens if you are using the People/User link features
- How to delete a user permanently
HOW TO DISABLE A USER
To disable a current user:
Navigate to Settings > Organisational Configuration > Users
Locate the required user then select Edit from the Cog menu :
Uncheck the box ‘Is Current User’:
This will disable the user account so the user can no longer log in to Assure. This will also free up the user licence for you to reallocate.
Unchecking the ‘Is Current User’ box does not delete the user, and it allows you to reinstate them at a later date if required.
- What happens if the users is an Insights Designer or Dashboard owner
If the user is an Insights Designer and a dashboard owner, when you uncheck the ‘Is Current User’ field you will be prompted to transfer ownership of these dashboards to another user:
Click on the cog wheel, and click ‘Select’
You will be able to select a user to transfer the dashboard ownership to. You can see their Insights+ Role in the selection table.
If you select a user who has a Viewer role for Insights+, you will have the option to transfer the Designer licence as well before transferring the dashboard ownership:
If you select a user who already has a designer licence, select ‘Transfer’:
You will see the progress of the transfer of dashboard ownership. The example below intentionally shows both success and failure:
If you encounter issues with transferring ownership of dashboards, please contact our Tech Support Team via Evotix Support.
This transfer of dashboard ownership flow will also occur when you manage the users Insights + Role:
- What happens if the users is linked to other processes
If the user is a default recipient, is included in Workflow Rules or has outstanding tasks, you will be prompted of this when you uncheck the ‘Is Current User’ box. You can use the links highlighted in the screenshot below to manage these items. Alternatively, you can choose to disable the user regardless.
- What happens if you are using the People/User link features
If you are using the People / User link feature, and have your Person Register records linked to their corresponding User licence, disabling the user licence will have no impact on the connection. The Person Register record will remain connected to a disabled user licence.
HOW TO DELETE A USER PERMANENTLY
To delete a user:
Navigate to Settings > Organisational Configuration > Users
Clicking on the Cog menu will show a Delete option, if you have Permissions to do this.
Deleting will remove the user from the system.
If the User is assigned as a Default Notifier or other recipient, a warning message may appear to advise that these connections need to be removed before the User can be deleted.
If the user is a default recipient, is included in Workflow Rules, or has outstanding tasks, you will be prompted a warning message will appear to advise that these connections need to be removed before the User can be deleted.
If the user has outstanding tasks, you will be given the option to assign these to another user.
If you are using the People / User feature, and have your Person Register records linked to their corresponding User licence, deleting the the user licence will remove any link to the Person Register record. The Person Register will not be deleted.