Minimum Version Required: 22.04
Steps
How to Manage User's Site Access
When a user needs to be removed from access, it is commonly a debate of: Should we delete the user or just inactivate the user record?
Encompass always recommends deactivating the User record, not deleting it.
Inactive users will be removed from search/filter options throughout the system, and be removed from reports.
Keeping the user record allows you to maintain all of their audits and related information for what they previously did in the system.
How to Deactivate a User
Using Universal Search, enter the User's name and select 'Search Users for [User's Name]'
Click the Pencil icon to edit the record
Change the 'Active' field to False
Click Save Changes
If there are circumstances that require the user to be deleted, the User can be delete-and-merged into another User from the Users table to ensure that Audit History is still available.
NOTE: The user must be merged into another User with the same primary Location, and with the same User Type (Role)
How to Delete and Merge Users
Using Universal Search, enter the User's name and select 'Search Users for [User's Name]'
Click on the 3-dot option next to the User record
Click Delete
Find a 'Merge Into' user that has a matching Location and User Type (Role)
Click 'Delete and Merge'
NOTE: Once Users have been deleted and merged, this cannot be undone. Recreating the User for any reason does not restore the records and history back to the User.
Best Practices
Do not delete users, deactivate them instead
Inactive users will be removed from search/filter options throughout the system, and be removed from reports and keeping the user record allows you to maintain all of their audits and related information for what they previously did in the system.