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How do I stop a User from logging into our system? For example if someone has left a Company? What happens if I delete a user?

Updated: 15 April 2021 10:26:12 OpenCRM::Settings::Users

To stop a user from logging in, you have two options. You can delete their account or change the user status to Inactive or Locked.

If the User in question is currently logged in, both options will log the user out the next time they refresh the page.

Option 1: Set the User to Inactive or Locked (recommended)

To change a user status, all you need to do is go to Settings > User Management > Users and edit the User you wish to stop logging in. Just change the Status to Locked or Inactive and this will stop them logging in.

Important things to note:

1. If you decide to mark the user as Inactive, you will need to enter a reason for doing so. 

2. Any data assigned to a Locked or Inactive User will still be visible and accessible depending on your permissions

3. You will not be able to assign or reassign records to Users whilst they are not Active.

4. And the main difference between Locked and Inactive: Locked users still require a user license. Inactive users do not. 


Option 2: Delete user

Deleting a record is a little different. To delete a user, you simply need to go to that user's record (Settings -> User Management) and click the Delete button at the top of the screen.

Important: you will not be able to use that username again if you delete a user.

Once you click Delete, you will be presented with a screen giving you two tasks:

Task 1: Provide a reason for deletion

Task 2: Select which entities in the system you would like to transfer: all, nothing, or some.

If you choose to transfer "Some" of the entities, you will be able to choose what to do with the various records in the system:

1. All - re-assigns all records in that module that were assigned to the user you are deleting

2. None - the records stay assigned to the deleted user

3. Is / Is Not - only reassign records that meet certain criteria


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