Deleting Users and Groups

You can delete users and groups from the document management system. However, it is recommended that you disable user accounts instead of deleting them. You can delete both users and groups from the Web Client and the FDA.

Deleting Users

Deleting a user from the system removes the user account and any ownership of their documents. It is recommended to not delete a user if you wish to maintain the account in case the user ever will need access to FileHold again. Instead, you should simply disable a user account. This way the account can be renabled in the future.

NOTE: If you must delete the user account, be sure to use the Change Document Owner and Change Cabinet/Folder Owner features in the Library Administration area to give the cabinets, folders, and documents created/owned by this user to a new owner.

To delete a user account

1. Go to User and Group Management > Users and select the check box for user account you want to delete. You can use the Search feature to find a user.

2. Click Delete.

• In FDA, click the Delete icon

3. You will receive a warning message that you are about to delete a user and it will specifically warn that "All previous associations with documents added by this user shall be lost and are not recoverable"

• This message simply means that the user account and its associations cannot be recovered if you delete the account, and the Cabinets, Folders, and Documents created by this user will no longer have an owner, as the user has been permanently deleted.

• Deleting a user does not delete the Cabinets, Folders, and Documents - it removes the user's ownership of those items.

  • If you wish to maintain these ownership associations, then simply disable the account.

• Click OK to delete the user. The user account is removed from the list of FileHold users, and there is no way to recover this account.

  • Then you will need to change ownership using the Change Document Owner and Change Cabinet/Folder Owner features in the Library Administration area to give the cabinets, folders, and documents created/owned by this user to a new owner.

Deleting Groups

Deleting a group will delete the group from all cabinet, folder, and document schema memberships. This action cannot be undone.

To delete a group

1. Go to User and Group Management > FileHold Groups and click the arrow next to the group name.

2. Click Delete.

• In FDA, right-click on the group name and select Delete.

3. You will receive a warning message about deleting the group. Click OK to delete the group.

See also:

User and Group Security Overview

Creating Locally Managed Users

Synchronizing Domain (Active Directory) Users and Groups

Creating Groups

User Roles

Adding Users to Groups

Viewing User and Group Properties

Searching for Users

Setting up Users and Groups

Guaranteed User Access

Reset User Password

Setting a Viewer License

Enabling and Disabling Accounts