Disabling an Employee (or User) Account: Recommended Steps

Owned by Support Desk
Last updated: Apr 15, 2024 by Lisa Barnett
4 min read

Applies To Version(s): 4


Overview

When an employee leaves your organization, the following steps should be followed when disabling their account. These steps ensure that the employee will

  • no longer appear in look up lists
  • will no longer be able to login
  • and will be listed as a Past Employee in Employee and Groups on your site


Do Not Delete Employee (User) Accounts

Employee (or user) accounts should never be deleted.


Requirements/Dependencies

In order to disable an employee (or user account) from your ShareVision site, you will need to

  • Login with ShareVision Administrator permissions 


Disabling an Employee Account

  1. Login to ShareVision with a user account that has Site Administrator permissions. 
  2. Select the gear in the upper right hand corner and then select Site Administration:
  3. When prompted, enter your ShareVision Administrator username and password and select Sign In.


Disabling a user will ensure they are blocked from accessing any and all ShareVision websites they currently have access to. Disabling a user is a good step to take when an employee leaves the organization as it ensures they are no longer able to access information they could before. 

IMPORTANT

  • When a user is disabled, the change will be immediate. If the disabled user was on your ShareVision site when disabled, the next link they click will redirect them to the login page where they will be unable to access the site.

  • Be sure to review the Disabling an Employee (or User) Account: Recommended Steps



Remove Employee Groups

Select View and Edit Groups for an Employee. Be sure to remove the Employee Groups before you Disable the Employee Account. Accounts that have been disabled are not listed.





View and Edit Groups for an Employee is also knows as View and Edit Groups by User.

Click Path: Site Administration > View & Edit Groups For an Employee 

  1. Search for Employee
  2. Select Assigned Groups
    1. You can select one at a time 
      or
    2. Select multiple groups by pressing the CTRL key on your keyboard and selecting each group
  3. Click Remove

Disable Employee Account

Next, you will need to prevent the employee account from being able to login to your ShareVision site. 

Select Disable / Enable an Employee in the EMPLOYEES AND SECURITY section of Site Administration. 





Disable / Enable an Employee is also known as Disable / Enable a User

Click Path: Site Administration > Disable/Enable an Employee 

Steps to Disable an Employee

To disable a user, find them in the Disable User drop down list in the Disable a User section. All active users on your site will be listed here. 




Once a user has been selected from the dropdown, select the Disable Account button.



After pressing the button the page will reload and the user should now be disabled. You can check that they have been disabled by seeing if their name appears in the Re-Enable a User drop down list. If the name appears, the user has been successfully disabled. 

Update Employee Category

In the Employees and Groups area of your ShareVision Site, the employee (or user) accounts are grouped by Category. While there are many categories, this article focuses on Current Employee and Past Employee. 

Select Employee and Groups in the EMPLOYEES AND SECURITY section in Site Administration. 



Employees and Groups is also referred to as People and Groups or can have a name unique on your site. 

Click Path: Site Administration > Employees and Groups

From the list of Employees displayed under the Current Employee Category, select the Employee Account that you disabled. 



Select Edit Item.




Change the Category from Current Employee to Past Employee


Select OK to save the change. 



The disabled employee (or user) account will be listed under the Past Employee Category.



See Also

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