NOTE: It is the Organization’s responsibility to maintain their account Users and Security Roles.
Overview
This guide describes the steps that must be taken to disable a user from your account if you have staff leaving their positions or who no longer need access to the account.
NOTE: Not all security roles will allow a User to disable another User.
How to disable users
Step 1: Click on the Administration (left navigation) > System Security (left click on gray triangle) > Users
Step 2: Click the edit pencil on the user you want to disable.
Step 3: Scroll to the bottom of the user's page, and update the following:
- Change the Staff Record Information Status to ‘Disable’. (This is disabling the user's name to be an option in the Staff contact list).
- Change the User Record Information Status to ‘Disable’. (This is disabling the user from being able to login)
NOTE: You want to ‘Disable’ users, do not ‘Delete’ users.
Step 4: Click the green Update button.
Next Steps
After you have disabled a user, you need to assign any Enabled awards they manage or tasks they are assigned to a new user.
Step 5: Navigate to the Awards Grid-Click on Grant Management (left-hand navigation) > Grants
NOTE: If you are unsure which awards they managed - Left click a down arrow on any column > hover over "Columns" > and select the ‘Manager’ columns to add. It will be blank if the disabled user was previously assigned to it.
Step 6: Assign a new Manager to any awards previously managed by the disabled user.
Step 7: After you’ve assigned a new Recipient Manager, you need to re-assign any tasks from the disabled user to the new Grant Manager. Click on Tools (top navigation) > Tasks
Step 8: You will see a list of tasks. If the ‘Responsible Individual’ is the disabled user, click the edit pencil.
Step 9: Highlight and delete the responsible individual. A dropdown of all your staff will appear. Choose the new staff person to assign to the task.
NOTE: If the dropdown doesn’t come up automatically, start typing in the name of the person you wish to assign.
Step 10: Click Save.