Deactivate a User

The Deactivate User option allows an administrative user to move any user to the "Inactive User" list, which deactivates that user's profile. If a user is 'Inactive', their profile is essentially frozen, meaning the inactive user is no longer able to log in, but their security permissions and profile details are stored and saved. Once an inactive user is moved back to the "Active Users" list and reactivated, their security permissions and login access are restored.

How to Deactivate a User

Click on the "Deactivate User" link in the top toolbar.

Select the user's name from the "Active Users" list. Use the arrow key (>) to move the user to the "Inactive Users" list.

Click "Submit." The user is now deactivated.

Before marking a user as Deactivated

Inactive users will continue to show in the Route to drop down, and documents can still be routed to them unless you follow the steps listed below.

Remove the user from all matrices - the Approval Matrix and the Initial Routing Matrix are a priority. 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 deactivated user.

For additional information Matrix Management Overview

Please note that deactivating 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 deactivated user. These documents can be located by performing a search where the Route To field = "deactivated user name"

Route to Search to find documents routed to the deactivated user.

How to Reactivate a User

Select the user's name from the "Inactive Users" list to Reactivate a user.

Use the arrow key (<) to move the user to the "Active Users" list.

Click "Submit." The user is now active, with login access and security permissions restored.

If they are to be an Approver and you have previously removed them from the approver security group and approval matrix, you will need to add them back in to allow approval functionality to resume.