This article will explain how to delete a user from your account and will cover what happens if you delete a user.
People come and go. New users are added and then leave. What do you do now that someone has left your organization? For security of your account and data the first thing you should do is deactivate that user. Deactivating them will remove their ability to log in to your account.
If you only want to make sure that the user is not able to log in after they have left your organization, you only need to deactivate them. It is not necessary to delete them.
If your only concern is preventing them from logging in to your account, then deactivating them is all you need to do.
If, however, you would like to delete them from your account altogether, you do have that option. If you choose to delete someone from your account, you will need to know what to do with any data they have entered.
Let's walk through this step by step.
1. Go to your Admin screen by clicking on Admin in the top blue bar.
2. Click on Add/Edit User Profiles and Login.
4. Click on the user you are wanting to deactivate / delete.
5. Click on the icon in the bottom right corner (looks like 2 arrows).
This will deactivate the user. If that is all you are wanting to do, then you are done. The client bar will turn gray, and the user will be unable to access your account.
6. If you are wanting to remove the user completely you can click on the red trash can icon in the bottom right corner of the user's block.
When you do this a new screen will appear. If the user has entered any data, you will see a list of the different types of data.
In the dropdown box on the right, you can view the details about that data.
In the boxes on the left, you will be able to decide what happens to the data displayed on the right.
For CASES, you will have the options of choosing another user in the list to reassign the cases to or you can leave them all as UNASSIGNED. This means the cases / clients will still be in your data base, but the system will remove the primary or assigned Advocate from those cases / clients when you finish deleting this user.
For all the other types of data you will have the option of choosing another user in the list to re-assign the data to or DELETE the data with the user that you are deleting.
When you are finished determining what to do with the data, scroll to the bottom of the screen and click 'Confirm Delete User'.
It is very important to note that deleting a user without re-assigning the data to another user is a permanent delete. The user and all the data will be removed and cannot be restored.