Team members move on to other employers, but their data doesn't have to. As an Admininstrator, you can mark the user account Disabled, they user will no longer be able to login but their submission data remains available to their Group members. Disabling a user is reversible at any time.
- The user will not be allowed to log in
- The user remains in Claravine and part of the group
- The submission datasets are still associated with the group and other users can see the data that was created by the removed user.
To disable a user:
- On the User page, check the box to the left of the name of the user you want to disable.
If multiple users are to be disabled, click the checkbox to the left of multiple users to disable in bulk.
- Click Disable User.
A confirmation message displays.
- Click Disable User.
The user is move to the Disabled user section, their name will appear noted with "(disabled)".
If the user attempts to log in they will see this message “For security purposes, this invitation has expired. Please reach out to your administrator to request a new invitation.”
To enable a user:
If a user was previously disabled in the platform, you can easily enable them, and they will pick up where they left off.
- On the User page, go to the Disabled user filter.
- Check the box to the left of the name of the user you want to enable.
If multiple users are to be enabled, click the checkbox to the left of multiple users to enable in bulk.
- Click Enable User.
A confirmation message displays.
- Click Enable User.
The user immediately regains access to the platform and is found in the Active user status filter.
Why We Recommend Disabling Instead of Deleting
Deleting a user permanently removes them from the system. Any submissions, templates, or workflow activity they owned loses its user attribution — meaning your team loses visibility into who did what and when. This breaks audit trails and data integrity across your account.
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