Delete User

With employee attrition, deleting the user within User Management is recommended. By doing so, the user no longer has access to DataServ and is listed as inactive. Once a user is deleted, they cannot be reactivated but will require following the steps required to add a new user. Create User & Clone

The Delete User option provides the ability to delete a user. 

• Select the down arrow to the right of the "User to Delete" field, then select the user from the dropdown box.

• You will then need to review and check the boxes to acknowledge the recommendations for deleting a user.
• Once the boxes are checked, the ‘Submit’ button will become active, and you can select to complete deletion of the selected user.

Before marking a user as Deleted

Remove the user from all matrices—the Approval Matrix and the Initial Routing Matrix are priority matrices. The user may also be included in other matrices, such as a security matrix. If a replacement approver has been identified, they may replace the deleted user. If not, the matrix should be adjusted to operate without the deleted user.

For additional information Matrix Management Overview

Please note that deleting a user with documents assigned to them does not remove the Route To field value on those documents. The Route To field should be updated on those documents with another approver. If the Route To value is not updated on those documents, they will continue to be routed to the deleted user. These documents can be located by performing a search where the Route To field = "deleted user name"

Route to Search to find documents routed to deleted user.

The presence of the checkboxes does not confirm that the user is listed on matrices or has documents routed to them. These are reminders that you may need to take action to ensure that all pending documents routed to the user are updated and any matrix adjustments are made. If you have already reviewed/updated this information, then you can check the boxes and move forward.

Once a user is deleted, they will no longer appear in the 'Route To' drop-down menu, and documents can no longer be manually routed to that user. 

If these users remain in the approval routing process and have not been removed/replaced as suggested above, the process will skip these invalid users and forward them to the next user based on the approval matrix.

Skipping of an approver will be noted:

Document Discussion

"Approval routing skipped John Smith (jsmith@dataserv.us)"

Workflow Path

This will be noted in the Workflow Path using the skipped icon

Example: Invoice was routed to user 'Test, Test' who is inactive.

'Test, Test' was skipped and invoice was forwarded to user 'PRManager' who was listed as the next approver for user 'Test, Test'.

If the next approver is also inactive it will continue to skip inactive approvers until it reaches a valid approver. If no valid approver can be found it will proceed to the next steps

Final Approver Invalid

If the Final Approver is invalid, the document status will be update to 'Return to AP" with a return reason of 'Wrong Approver' and a note will display in the Discussion pane.

The document will appear in the 'Return to AP' published search for additional action. 

Reusing of Email Address

If a user is deleted the users' email will also be removed at the time of deletion. If it is necessary to set up a new user using the original email you can do so without issue.