Best practices for deleting users from User Attributes
- Knowledge Assistant
What is the best practice for deleting users from the system?
We have many inactive users that we would like to remove to clean up
User Attributes
Enterprise ERP
User Attributes record count is too large or full of inactive users.
The best practice is to Disable inactive users, rather than deleting
If there are system transactions tied to a User ID, it cannot be deleted. This is in place for auditing purposes.
Deleting a user should be a last resort
If the user has not processed transactions in Enterprise ERP:
Navigate to the program User Attributes
Menu > System Administration > Security > User Attributes
Click Search and locate the account you wish to delete
Click Delete in the toolbar and click Yes, Delete to confirm the deletion
If this user is a Workflow Approver you will need to assign a new User ID to shift the workflow items to
Both fields User ID for approvals and User ID for alternate approvals must be defined
If you encounter an error stating The Delete statement conflicted with the REFERENCE constraint xxxxxx, there are system transactions tied to the User ID and it cannot be deleted. You can update the record and set the account status to Disabled
The Move History tool should only be used to move history between user accounts that belong to the same individual person
Example:
An individual has changed their legal name and has a new User ID. Move History can be used to move the transactional history from the old User ID to the new User ID.
The Move History tool should NOT be used to move history from a previous individual to a new individual
Example:
Sara Smith, with User ID ssmith, has retired from their Accountant position. Bonnie Joe, with User ID bjoe, has been hired as a new Accountant. History should NOT be moved from ssmith to bjoe. When transactions are audited, the transactions should remain under the individual who executed them.