Video Transcript
When a user leaves the company or no longer needs access to Adept, the Adept Administrator can disable or delete that user. This blocks them from logging into the Adept desktop client or the Adept Web client.
A list of all Adept users and the disable and delete commands are accessed in the Library Administration dialog window.
Select the Admin or System tab. Then select the Users Groups and Libraries button. The Library Administration window opens.
In the lower part of the window, you'll see a list of all users in your Adept environment. At the top are three buttons: Add User, Modify User, and Delete User. If the Delete User button is grayed out, it means no user is selected yet. After selecting a user, the Delete User button becomes active. Click Delete User to immediately remove that user from Adept.
You can also delete a user by right- clicking on them. A menu appears. Select Delete User from the menu.
To disable a user instead, right-click on the user and select Disable Users from the menu. Notice there's no button at the top of the Library Administration window to disable a user. Also notice the command says Disable Users — meaning you can select multiple users and disable them all at once. Later, you can choose to enable one or more of those disabled users.
One more thing to point out: this window has two panels at the bottom. Both panels can show users. Since no group is selected right now, you only see users on the right. Select a group, and the users assigned to that group appear on the left. The users not in that group appear on the right. The contents of both panels make up the complete list of all users in Adept. You can select users and disable or delete them from either panel.
[Pause]Now, let's consider disabling versus deleting users.
Disabling a user makes sense when a user doesn't need continuous access to Adept. Instead, they need just access for a certain period of time, with the possibility of needing it again later.
For example, this could occur with contractors, vendors, or summer interns.
Later, when you have more work for them, you simply enable the user again.
Take Martha as an example. Disable Martha. You will see a red X on the icon next to her name. That indicates Martha cannot log into Adept at this time because — she is disabled. But you can re-enable her at any time. As soon as she is enabled, she can access Adept again.
When you disable a user, Adept keeps all their profile information. So when you want to enable them again, all the information is already there.
If you delete the user instead, all their profile information is deleted.
If that deleted user needs to use Adept again, you'll have to open the Library Administration window, select add user, and enter information in the user profile.
So if there's any chance a user might return, disable them instead of deleting. Then all you have to do is select enable User when they return.
Martha was disabled when she finished her project. When there's a new project for her to work on, just right-click on Martha and select Enable User. Martha now has access to Adept again. [Pause]
Another reason to disable instead of delete a user is when the user's work area or inbox still has documents that need to be resolved. Disable the user first, then resolve those documents.
For example, this user has rights to create documents, check documents in and out, make copies, and approve or reject documents in a workflow. They might also have documents assigned to them to work on or to review. These documents should be resolved.
Right- click on the user and disable them. Adept checks whether there are any unresolved documents in their work area or inbox. If there are, Adept displays a message indicating that documents are still in their work area and inbox, along with suggestions on how to handle them. For example, the message might recommend unassigning documents and checking in or releasing the checkout for documents that are still checked out. Select Yes in the message box to continue.
[Pause]When a user is in one or more groups and that user is disabled, you'll notice there's a red X on the icon next to their name for all groups the user belongs to.
If you had deleted this user, the user no longer appears in any group.
When a User is disabled, there is a feature in Adept to help resolve the documents in a user's work area.
Let's take a quick peak at the feature to resolve documents in a disabled users work area.
Go to
System, select the Troubleshoot menu and select Display Disabled User Work Area.
The Disabled User interface opens. It shows all disabled users — not just one. Beneath each user you'll see a list of their work areas.
Select a work area to see a list of documents in the selected work area . Select a document, and the action buttons at the top of the window become active. You can check in, release check out, or delete documents.
When deciding what option to choose, the best approach is to talk with the manager or a colleague of the disabled user. They can advise what action to take on the documents.
[Pause]For more information, be sure to watch the video explaining how to handle documents still in a work area or inbox.
Next, let's talk about the audit trail.
When a user is disabled They still appear in the audit trail for the actions they did to documents.
When
choosing to delete a user, notice there is a warning the command cannot be reversed and the user's information is deleted from the database. After deleting the user, their
name appears in curly brackets in the audit trail to indicate the user was deleted from Adept.
In other parts of the interface, their name is removed entirely.— for example, metadata fields and columns. The values for Approved By, Last Owner, and History will be blank.
If you want to keep all that information intact so those fields don't go blank — you can simply disable the user instead. That way, all the information stays in the interface.
Let's talk about workflows.
When a user is deleted, they are also deleted from all workflow steps they are assigned to. You may want to review the workflows, to be sure there are other users assigned to the workflow step that can review and approve the document. For more information see videos related to Workflows.
That completes this video on Disabling and Deleting users. Thanks for watching.
