In SOLABS QM10, when a user is deactivated, items that may currently be assigned to that user, or where that user is set as the default value for some assignments are impacted.
The system will prevent issues that could arise after user deactivation by asking you to reassign these items as part of the deactivation process. The reassignment process ensures that no process tasks, secondary tasks, document approvals, etc. are left as not assigned to anyone.
During the user deactivation process, there will be reassignment fields to fill out for each of the areas described below. Completion of all the reassignment fields is required, even where the situations described do not apply (meaning that this user has no open tasks or assignments).
What is unassigned/reassigned when deactivating a user?
❶ Process Workflow Assignments
When a user is deactivated, what needs/will be done for Process Workflow Assignments?
֍ This user will be automatically ‘unassigned’ from any process workflow steps that are assigned to a role and to "any" user in that role.
֍ For process workflow steps that are assigned to a role and to "any" user in that role, but where this user is the only person in that role, a new role and a new user in that role must be selected for reassignment.
֍ For active and upcoming process workflow steps that are specifically assigned to this user, a new user must be selected for reassignment.
❷ Task and Secondary Task Assignments
When a user is deactivated, what needs to be done for Ad Hoc Tasks or Process Secondary Tasks that are not yet completed?
֍ For Ad Hoc and Secondary Tasks where this user is set as a direct assignee, a new role and a new user in that role (or any user) must be selected for reassignment.
֍ For Ad Hoc and Secondary Tasks where this user is set as the originator of the task, a new user must be selected for reassignment since it is possible for assignees to return tasks to the originator with comments.
❸ Document Workflow Assignments
When a user is deactivated, the system will reassign Document Workflow Assignments as follows:
֍ For Document review, approval or retirement tasks that are directly assigned to this user, the system will reassign to “any” user in that same role. For example, if an Approval Cycle step is assigned as:
Role: QA Associate
User: mboire (Martine Boire)
it will be assigned as:
Role: QA Associate
User: any
֍ For Document Workflow Templates where this user is directly specified, the system will reassign to “any” user in that same role. For example, if a current Document Workflow Template has a step set to:
Role: QA Associate
User: mboire (Martine Boire)
the Workflow Template step will be modified to:
Role: QA Associate
User: any
❹ Training Assignments
When a user is deactivated but is assigned as a Trainer for Training Activities, there are 2 options for the automatic reassignment of the Trainer:
֍ Choose to replace the Trainer assignment only where the deactivated user is the only Trainer specified.
֍ Choose to replace the Trainer assignment everywhere that the deactivated user is set as a Trainer (even if there are other Trainers set).
In both cases, a new user must be selected for reassignment.
❺ Setup Section Assignments
In the Setup section, many items can be assigned to a specific user and must be reassigned to prevent issues.
֍ Where the deactivated user is set as the Department Head for a user account, a new user must be selected for reassignment.
֍ Where the deactivated user is set as the Manager for a user account, a new user must be selected for reassignment.
֍ Where the deactivated user may be set as the Default Value in any Standard Attribute (Originator (Author), Document Owner, or Document Coordinator values for Document Types), a new user must be selected for reassignment.
֍ Where the deactivated user may be set as the Default Value of any System Attribute, a new user must be selected for reassignment.
֍ Where the deactivated user may be set as a Delegate (a function not currently available), a new user must be selected for reassignment.
***** There is currently no distinction in the reassignment page as to which of these situations actually apply to the user being deactivated. Therefore, all fields must be completed. All the reassignments will be executed automatically by the system upon confirmation of the user deactivation process. For any situation that does not apply to the user being deactivated (for example they do not have any process tasks assigned or are not set as the trainer on any activity), there will be no reassignment action done. *****
RELATED ARTICLES and VIDEOS:
Deactivating or Deleting User Accounts: https://docs.solabs.com/hc/en-us/articles/360053517154-Deactivating-or-Deleting-User-Accounts
Page 10 of System Administration User Guide https://docs.solabs.com/hc/en-us/articles/360042043553-SOLABS-QM10-User-Guide-for-System-Administrators-Managing-Users-Roles-and-System-Configurations
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