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System Configuration Admin > User Management > Site Access Privileges >> Deleting, Disabling and Retiring Users

Deleting, Disabling and Retiring Users

Deleting Users

Validated Systems

Disabling a User

Undo Disabling a User

Retiring a User

Deleting Users

WARNING: Deleting Users Cannot Be Undone!

From the Edit/View Users window (see Edit/View Users):

1.Select the [Delete] from the Actions column in the Edit/View Users window (see Figure 312 below), on the row corresponding to the User to be deleted.

2.Once you are happy with your selection, confirm the deletion by clicking Yes on the warning dialog box (see Figure 311).

This will delete the selected User's record.

Cancel the deletion by clicking No. (see Figure 313 below).

Figure 312

Edit-View-Users-Delete New

 

Figure 313

Delete Selected User Warning

If more than one User is to be deleted:

Either:

1.Tick the checkboxes to the left of the User Names of the Users to be deleted (see Figure 312).

Multiple User Names/Users can be selected.

2.Once you are happy with your selections click the Delete Users button (see Figure 312).

3.Confirm the deletion by clicking Yes on the warning dialog box (see Figure 313)

Cancel the deletion by clicking No.

Or:

1.Click the tick box next to User Name column heading to select all Users (see Figure 312).

WARNING: This Will Select All Users For Deletion.

2.Once you are absolutely sure you want to delete all users click Delete Users (see Figure 312).

3.Confirm the deletion by clicking Yes on the warning dialog box (see Figure 313)

Cancel the deletion by clicking No.

Validated Systems

With W906 Validated EMS installed and a W901 Licence applied to it, Users can only be Retired or Disabled, NOT Deleted.

When a  User is Retired (for example after leaving the company) their User Name can’t be used again and the associated Licence is cancelled.

New Users will not be able to re-use the retired name; attempts to enter it will result in a  request to enter a new User Name.

When a User is Disabled (for example if they go on Leave), the associated Licence is not cancelled and their User Name can be enabled again on their return.

Disabling a User

1.Click on User management in the SYSTEM ADMIN section of the System menu (see Figure 314 below):

Figure 314

User Management-Compliant

2.Click on Edit/View Users in the USER MANAGEMENT drop-down menu.

The Edit/View Users window is displayed showing all of the Users that have been previously added (see Figure 315 below):

4.Click Edit in the Actions column for the chosen User (see Figure 315 below):

Figure 315

Edt-View-Disable

The Edit User [Chosen User] screen is displayed, showing editable fields for the chosen User (see Figure 316 below):

Figure 316

ERdit Chosen-Compliant

5.Click in the Keep Old Password: field

6.Click the Yes radio button in the Disable User: row.

7.Click Update User.

Either:
The Signature Authorisation Required window is displayed (see Figure 317 below):

Figure 317

Authorisation Required Signature Compliant

 

Or:
If Counter Signatures are enabled, the Signature and Counter Signature Authorisation Required window is displayed (see Figure 318 below):

Figure 318

Counter Signature Field

8.Enter the Admin User's password into the Password: field for Admin User.

9.If Counter Signatures are enabled:

i.Select the User chosen as Counter Signatory from the User: (Counter-signature) pull-down list.

ii.Enter Counter Signatory’s password in the Password: (Counter-signature) field.

10.Click Submit.

The Edit/View Users window is displayed with the chosen User’s entry annotated with [Disabled] (see Figure 319 below):

Figure 319

Edit-View Users-Disabled-Compliant

Undo Disabling a User

To undo disabling a User, repeat Steps 1 - 5 above, then:

1.Click the No radio button in the Disable User: row (see Figure 317 above).

2.Click Update User.

Either:
The Signature Authorisation Required window is displayed (see Figure 320 below):

Figure 320

Authorisation Required Signature Compliant

 

Or:
If Counter Signatures are enabled, the Signature and Counter Signature Authorisation Required window is displayed (see Figure 321 below):

Figure 321

Counter Signature Field

3.Enter the Admin User's password into the Password: field for Admin User.

4.If Counter Signatures are enabled:

i.Select the User chosen as Counter Signatory from the User: (Counter-signature) pull-down list.

iii.Enter Counter Signatory’s password in the Password: (Counter-signature) field.

5.Click Submit.

The Edit/View Users window is displayed with the chosen User’s [Disabled] annotation removed (see Figure 320 above).

Retiring a User

WARNING: RETIRING A USER CANNOT BE UNDONE AND WILL REVOKE THE ASSOCIATED LICENCE.

1.Click on User management in the SYSTEM ADMIN section of the System menu (see Figure 322 below):

Figure 322

User Management-Compliant

2.Click on Edit/View Users in the USER MANAGEMENT drop-down menu.

The Edit/View Users window is displayed showing all of the Users that have been previously added (see Figure 323 below).

3.Tick the box to the left of the chosen User’s entry (see Figure 323 below):

Figure 323

Edit-vew-tickbox-compliant

4.Click the Retire Users button on the Edit/View window.

The following warning dialog is displayed (see Figure 324 below):

Figure 324:

Retire Users-compliant

5.Click on Yes.

Either:
The Signature Authorisation Required window is displayed (see Figure 325 below):

Figure 325

Authorisation Required Signature Compliant

 

Or:
If Counter Signatures are enabled, the Signature and Counter Signature Authorisation Required window is displayed (see Figure 326 below):

Figure 326

Counter Signature Field

6.Enter the Admin User's password into the Password: field for Admin User.

7.If Counter Signatures are enabled:

i.Select the User chosen as Counter Signatory from the User: (Counter-signature) pull-down list.

ii.Enter Counter Signatory’s password in the Password: (Counter-signature) field.

8.Click the Submit button.

The Edit/View Users window is displayed with a green Retired users banner and the retired User's entry annotated with [Retired] (see Figure 327 below):

Figure 327

Retired User Edi-View-Compliant

The User is now permanently retired from the System, their associated licence is revoked and their name cannot be re-used for another User.

Clicking on [Edit] for their entry Edit/View Users window will display the Edit User [Retired User] window being displayed as follows (see Figure 328 below):

Figure 328:

Retired User Edit User Window Compliant

 

Note the annotation adjacent to the Retired User: entry and the greyed out Update User button.