How to Archive a User
To archive a user in the Field Complete software, follow these structured steps to ensure a smooth and efficient process. Archiving users is essential for maintaining an organized system, especially when managing a large number of users or projects.
Note: By design, a User cannot be deleted. In order to avoid losing track of assignees, archived users allows reporting to remain consistent regardless of any changes to staffing.
It is advised to force logout a user prior to archiving to assure they do not have access to any data, at any time.
An Archived User:
Does not Have Access to their Account
Will not show on the roster of Technicians
Steps to Archive a User in Field Complete
1. Log into Field Complete:
- Start by accessing your Field Complete account with the appropriate credentials.
2. Navigate to User Management:
- Go to the User Management section, which can be found via the settings icon at the bottom left of the screen.
3. Select the User:
- Browse through the list of users or use the search function to find the specific user you wish to archive.
- Click on the user’s name to open their profile.
4. Review User Details:
- Before archiving, review any relevant details associated with the user, such as their active projects, roles, and any outstanding tasks.
- Ensure that there are no critical dependencies that might be affected by archiving this user. Essentially, re-schedule any Jobs that may have been dispatched to a User that is being archived.
5. Archive User:
- Look for an option labeled Archive, via the settings option at the top right of the User profile.
- Click on this option. You may be prompted to confirm your decision to archive the user. Confirm if necessary.
6. Communicate Changes:
- Inform your team about the change, especially if this user was involved in ongoing projects. Clear communication helps avoid confusion regarding project responsibilities.
Additional Considerations
Data Retention Policies: A function of archiving users includes consistent access to Users that are archived. Should an archived User need access in the future, they can be de-archived without causing any service interruption. Archived data should be accessible if needed, but they cannot access their account, or have any impact on business operations.
Restoration Process: Familiarize yourself with how to restore an archived user if necessary, as this may vary based on your organization's protocols.
By following these steps, you can effectively manage user archiving in Field Complete, keeping your system organized and efficient while ensuring compliance with internal policies.
It absolutely necessary to Delete a User, please contact us at [email protected] for further assistance. Ultimately, our process will be to audit your system and assure removal of the user does not cause any conflict on previously completed Jobs and Projects.
