Who is this article for?Q-Pulse Administrators managing user accounts.
Administration module access is needed.
When employees leave the organisation it is best practice to archive their user account.
This article outlines how to archive user accounts and how to handle their workload. To make this easier to follow the article has been split into three sections:
1. How to Archive an Account
To archive a user account:
- Open the Administration module.
- Navigate to the People section.
- Double click the person to open the user account.
- Click the Archive button.
- If the archived user has responsibilities assigned to them, Q-Pulse will prompt you for action.
Selecting the third option will mean that all responsibilities are still assigned to the archived account. You can re-assign responsibilities at a later date using the advanced workload module.
Archiving a user will present three options:
- Re-assign ALL responsibilities: All outstanding actions of the archived user will be added to the selected user.
- Start re-assignment case-by-case in Workload: The user will be archived and the advanced workload will be opened in order to review the outstanding actions and begin re-assigning these to different users.
- Archive the account: The user is archived and no re-assignment takes place. In the event that a user is archived and the actions have not been re-assigned a new workload metric will be displayed on the Administration module on the LaunchPad.
2. How Are Actions Handled?
When archiving accounts, Q-Pulse provides visual feedback to users that an account has been archived. The way that archived accounts are handled are outlined below:
| Role / Area of Q-Pulse | Details |
|---|---|
| Document Copyholders | Documents cannot be distributed to archived copyholders. Archived accounts will still remain on the copyholder template but will not be added to the distribution list when used. If the archived account is later re-instated it will appear on the template again. (NB The user will need to be manually added to any documents that were distributed to the copyholder template while the user was archived). Archived copyholders for electronic copies will not be copied from the last revision of document to the new revision. Hard copies whose responsible person has been archived will be copied across to the new revision, but the responsible person will be set to ‘unassigned’. |
| Document Approvers | A warning wil be displayed when an approval workflow contains one or more archived accounts. An approval cycle which contains archived accounts cannot be started. When an approval cycle has already started but now contains one or more archived accounts then the workflow will not continue past the archived accounts until they are removed or replaced. |
| Auditors |
Auditors will remain on the audit record but will be shown in the archived style (grey italics).
|
| Auditees |
Auditees will be removed from audits that have not yet started (i.e. audits with no actual start date).
|
| Training Course Attendees | Attendees will be removed from training courses that have not taken place. Outstanding evaluations will not contribute to the workload if the attendee has been archived. The Reminder and Escalation emails ‘Evaluations to Complete’ and ‘Evaluation Overdue’ will not be sent if the attendee has been archived. |
| People Records | Record details of an archived account are read-only. A tooltip warning is displayed. |
| Searching and Reference Groups |
The events register will not return archived accounts unless specifically requested in Advanced Search.
Default search folders will not return archived accounts. Reference groups will not return archived accounts (NB If the account is re-instated the account will become active on the reference group again). |
| Deputies | Deputies are removed from archived accounts. |
| Messaging & Routing |
E-Mail messages will not be sent to archived accounts (NB This includes standard emails that are issued when an action is performed in Q-Pulse and also reminders and escalation emails).
Although they will not receive the emails, named individuals who have been archived are still displayed on the recipient list of messages and escalation emails in the Administration module. They are shown in the archived style (grey italics) and if re-instated will be re-activated. Archived accounts named as recipients for Occurrence routing will be shown in the archived style (grey italics). A warning is displayed against any Occurrence routing rule that only contains archived accounts, as a result they will not be sent to anyone. |
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