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Deactivating a User Without Losing Data

Last post 06-17-2008 11:56 AM by emarone. 1 replies.
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  • 06-10-2008 9:45 AM

    Deactivating a User Without Losing Data

    We are challenged with retaining certain data as a result of deactivating a user when they leave the company. More in-depth analysis is being done but so far the impact seems to be in the following areas:

    Supervisor field
    Resource Mgr field
    Resource Type field
    Project Manager field (profile)
    Resource Availability
    Scheduled Cost
    Estimated Cost
    Actual Cost
    Workgroup assignments
    Timesheets (completed/approved)
    Timesheets (completed/submitted/not approved)
    Timesheets (completed/not submitted)
    Tasks Scheduled Work
    Remaining Scheduled Work
    Allocations (past)
    Allocations (future)
    What happens to history when Billing Rate changes after they leave?
    Project Membership

    Please share your experience or advice on the steps to deactivating a user without negatively impacting the data.

    Configuration:
    Client hosted environment
    PPM6 Summer '07 Edition

  • 06-17-2008 11:56 AM In reply to

    • emarone
    • Top 10 Contributor
    • Joined on 09-19-2006
    • Seattle, WA
    • Posts 270

    Re: Deactivating a User Without Losing Data

    There are two different ways you can deactivate a user, depending on what your intended purpose is for the deactivation:

    Deactivating a user is the functional equivalent of removing or deleting a user in the system.  This removes them from all projects, assignments, user/member picklists, and denies them access to the application.  However, any historical data they have in the system, including Task Updates/Work Entries, Documents, records they created, are retained.

    If you need to remove a user, but want to keep their project memberships, assignments, et cetera, even temporarily, you can convert them to an External Resource rather than deactivating them.  When you convert them to an External Resource, their access to the application is cut off and the license they were assigned can be reallocated, but their project memberships and assignments remain unchanged.  For most practical purposes, an External Resource is simply a regular user who can't log into the system.  This way you can effectively remove the user from the system without losing the things they're working on until you can reassign their work.

    External Resources have all the attributes of an active user, including Resource Type, Billing Rate, Supervisor, et cetera, and you can manage them exactly as you would an active resource, including converting them back to an active user, when they can log back in and basically pick up where you left them.

    Regarding Billing Rate history, we are introducting historical Billing Rate tracking in our Fall 08 release for all resources, active and external.

    Erik Marone | Daptiv Product Manager
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