Delete or Deactivate Users

This article describes the actions that may need to be taken when a user has ended their employment and how to approach situations such as seasonal work or parental leave

With Entra ID and AM Account

The following information is only relevant for users not linked to Microsoft Entra ID (formerly Azure AD). If you need information on managing users linked to Microsoft Entra ID, you can read more here.
It is not possible to delete a user from the AM System who is connected to AM Account. Before such a user can be deleted, they must disconnect their account.

If the person is no longer with your company, you must contact our support team.

When to Deactivate or Delete a User

There are different methods for managing users who should no longer have access to the system. You can either 1. Deactivate or 2. Delete a user. Below, both methods are described along with important considerations.

General

Users are managed through their personnel card. Start by navigating to Employees » Show All (or Search). Within the personnel card, you will find two tabs: Standard details and Login settings.

❗ Important:

We strongly recommend against renaming a previous user when a new person steps into the role. If you choose to rename a user, all prior records, including created documents and cases, will be retroactively updated with the new name. This can cause confusion regarding who was actually responsible for various tasks and make it difficult to track who performed specific actions. Therefore, we recommend only renaming users if the person has legally changed their name.
If you are about to delete a user by removing their basic information, it is important to remember that the user cannot be easily reactivated if they return to the system. The user will need to be created anew, resulting in the loss of all historical data from their previous presence in the system. The “new” user will not have access to their previous history, even if the same username or email address is used. For this reason, it is best to deactivate a user using one of the methods described below if you are unsure whether the user might return.

1. Deactivate a User - In Case of Possible Return

If a colleague is expected to return to the workplace, it is better to deactivate the user rather than delete them. Here are the available methods for deactivating a user in the system:

1. Set an Expiration Date Enter a past date in the Valid to field (A) under the Login Settings tab on the personnel card. This prevents the user from logging in. This method does not free up a license since the user remains in the system. However, it is a good option when the person temporarily does not need system access.
2. Assign a Restricted Profile. Create a profile without access to Documents or Case Management, and assign the user to this profile. The user can still log in but will not have access to any documents or cases, thus not occupying a license.To prevent the user from logging in entirely, combine this method with setting an expiration date in the Valid to field, as mentioned above.
3. Remove Login Credentials (A). This method frees up a license while retaining the user’s basic information, making it easy to reassign login credentials later with the preserved history. This is a suitable option if the user will be on extended leave and you want to free up a license.

To set an expiration date (A) or remove (B) a user’s login credentials, search for the user and click on Login settings in the top menu.

2. Delete a User - No Longer Employed

Note:

In addition to users with administrative rights, users whose profile has the setting Complete rights (excluding login credentials) in Personnel can also delete a user.
When a user is deleted from the system, their name will still appear, for example, on cases and in documents where the user was involved, including system log files. This is done to ensure traceability within the system.
If you wish to anonymize a user, this must be done before the user is deleted from the system.

⚠️ Important Before the User Leaves Their Position

Before a user leaves their position, it is essential that the user ensures they:
- do not have any documents awaiting approval for publication. The user to be deleted must check if there are any documents requiring their approval by navigating to Documents » My Documents » To Do » Needs My Approval.
- do not have any created documents that have been sent for publication. If a document is denied approval, only the creator and any users the document has been shared with will have access to it. The user must check which documents they have sent for publication by navigating to Documents » My Documents » My Created » Has been sent for Approval.
- do not have any documents still under review. If a document was not shared with other users before the review began, only the user who initiated the review can cancel it or send the document for publication. The user must check which documents they have sent for review by navigating to Documents » My Documents » My Created » Has been sent for review.
- When a user is deleted from the system, all their drafts are lost, meaning unpublished documents will be permanently deleted. If you wish to preserve these drafts, the user should first share them with another system user and then assign this new user as the creator of the documents.

Important Before Deleting a User

Before deleting a user, you should review, among other things, any ongoing cases the user was responsible for and whether there are documents the user alone was responsible for revising. This helps minimize the risk of cases falling “through the cracks.”

How to Delete a User

Navigate to or search for the user you wish to delete.
Once on the user’s Standard details page, click the Change icon.

You can then delete the user by clicking on the Delete icon. This will free up a license, and the user’s personal information will be removed.

Important After Deleting the User

Change User for Cases

When a user with access to Cases is deleted, either by removing personal information or by changing their profile to one without access to Cases, the user may still appear in the following areas:

- In person lists in each form: Remove the user from these lists. However, their name will be retained in the system as a reference and will be displayed in historical records where they were involved.

- In group lists under the form’s Settings tab: Remove the user from these groups as well.

Change User for Documents

When a user with access to Documents is deleted, either by removing personal information or by changing their profile to one without access to Documents, the user may still appear in the following areas:

- As the creator of documents: This name cannot be changed unless a new version is created. No need to address this, as the user did indeed write the document.
- As an approver of documents: Ensure that there are other approvers assigned to the categories where the user was set to approve documents for publication.
- As a reviser of documents: Ensure there are other users assigned to the categories where the user was responsible for revisions. If you’ve been using revision groups, it’s easy to replace members of these groups to manage responsibility for revisions.