ENVIRONMENT
Product: SOLABS QM10
Module: System Administration - User Management
Required Role: System Administrator
ISSUE/SYMPTOMS
When deactivating a user in SOLABS QM10, the system identifies all elements currently assigned to that user and requires their reassignment before completing the deactivation.
The administrator must understand which elements require reassignment and how the deactivation process handles these assignments to avoid:
- Process tasks without assignment
- Blocked document approvals
- Training activities without a trainer
- Invalid default values in system settings
CAUSE
The SOLABS QM10 system maintains the integrity of business processes by ensuring that no task, approval, or responsibility is left orphaned following a user deactivation. This preventive validation guarantees operational continuity and regulatory compliance.
RESOLUTION
General Deactivation Process
When you deactivate a user, the system presents a reassignment form where all fields must be completed, even if certain elements do not apply to the user in question. If an element does not apply, no reassignment action will be performed by the system.
Elements to Reassign During Deactivation
1. Process Step Assignments
The system handles three scenarios:
- Assignment to a role with multiple members: The user is automatically unassigned from all process steps assigned to one of their roles containing other active members.
- Assignment to a role where they are the only member: You must select a new role and a new user in that role.
- Specific assignment to the user: For current or future process tasks specifically assigned to this user, you must select a new user.
2. Ad Hoc Task and Subtask Assignments
- Directly assigned tasks: Select a new role and a new user in that role.
- Tasks created by the user (author): Select a new user to receive task returns with comments.
3. Document Task Assignments
The system performs reassignments automatically:
-
Revisions, approvals, and withdrawals: Document tasks directly assigned to the user are reassigned to all users in the relevant role. Example:
- Before: Role: QA Associate | User: mboire (Martine Boire)
- After: Role: QA Associate | User: any
-
Document Cycle Templates: Direct assignments in templates are converted to assignments to all members of the role. Example:
- Before: Role: QA Associate | User: mboire (Martine Boire)
- After: Role: QA Associate | User: any
4. Trainer Assignments
Two reassignment options are available for training activities:
- Option 1: Replace the trainer assignment only when the deactivated user is the sole assigned trainer.
- Option 2: Replace the trainer assignment in all activities where this user is designated as a trainer, even if there are other trainers.
5. Assignments in the Settings Section
Select a new user for each element where the deactivated user is defined as:
- Department Head of another user
- Supervisor of another user
- Default value in a Document Standard Attribute
- Default value in a Document System Attribute
- Delegate of another user
Finalizing the Deactivation
- Complete all reassignment fields in the deactivation form.
- Confirm the deactivation.
- The system automatically performs all configured reassignments.
ADDITIONAL INFORMATION
Related Articles
- Deactivating or Deleting User Accounts
- SOLABS QM10 User Guide for System Administrators - Managing Users, Roles and System Configurations (see page 10)
Video Resources
Best Practices
- Plan user deactivation by identifying their critical assignments in advance.
- Communicate with relevant teams before reassigning important responsibilities.
- Document the reassignments performed for future reference.
Known Limitations
- All fields in the deactivation form must be completed, even if certain situations do not apply to the user being deactivated.
- The system does not provide a visual distinction between elements that apply or do not apply to the deactivated user.
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