Skip to main content

Archiving or Disabling a User

Archiving or Disablingdisabling a Useruser Account in OPSCOMaccount allows administrators to deactivate access to the user accessportal while preserving theirall historical data.data Thisassociated processwith the profile. Its primary purpose is crucialto for managing user access permissions, maintainingensure data integrity for past transactions and activities,maintain andstrict ensuring compliancesecurity when a user'suser roleleaves the organization or changes orroles. theyThis leavearticle theis organization.intended for OPS-COM administrators responsible for managing user access and system security.

Setup
and

Using this Feature

Configuration

The process of archiving or disablingDisabling a user account begins(simply bypreventing accessinglogin) theirrequires individualno profilespecialized throughsetup. the However, performing a categorized archive requires administrators to configure specific archive categories in advance.

UserAdmin ProfileSide: LandingTo Pageutilize the structured archiving feature, administrators must first create dedicated archive classifications (e.g., "Former Student," "Terminated Staff," or "Account Closed").

If

you
have
not
yet
created
these
categories,
    they
  1. Locatewill not appear in the userdrop-down youmenu wishduring tothe edit/updatearchiving byprocess. searching.
    2. Instructions
  2. Clickfor creating these categories can be found on the User Types wiki page.

    UsernameUser Side: fromThis process is an administrative security action. End-users are not notified by the searchsystem results,when their account is disabled or archived, and their User Profile Landing Pagethey will display.
    3. simply
  3. Confirmbe thatunable to log in to the nameportal.
of

Using this Feature

Administrators can use the userfollowing displayed at the top right-hand corner of the page matches the user whose account you intend to modify.

You can chooseinstructions to either temporarily disable a user's login access or perform a moreformalized, formalcategorized archive,archive.

often

Accessing linkingthe User Profile

Before performing either action, you must locate the target user.

  1. Locate the user you wish to anmodify using the main menu search functionalities.

  2. Click the ArchiveUsername from the search results to open their User TypeProfile Landing Page.

  3. Confirm that the name displayed at the top right-hand corner matches the user whose account you intend to modify.

Disabling a User Account (Preventing Login)

This method revokes a user's ability to log in to their OPSCOM account while keeping their profile and data fully intact for administrative reference.

  1. Click the Edit button located on the Basic Profile Information bar,bar.

    or click the Profile dropdown menu and select Edit Profile Information.
  2. The Edit User Profile screen will be displayed.
  3. Locate and disable

    Disable the Allow user to login and mark account as active checkbox.checkbox on the resulting Edit User Profile screen.

  4. Click the Submit Registration Information for Processing button at the bottom of the page.

  5. On the Confirm Registration Information screen, click

    Click the Information Correct button on the Confirm Registration Information screen to submit the change.

    The user's account will now be disabled.

Archiving a User Account (Categorized Disablement)

Archiving provides a structured way to disable a user account by assigning it to a specific "Archive Type,"category, which canis behighly useful for historical reporting or internal tracking.

  1. Follow

    Click the stepsEdit 1-3button above.located on the Basic Profile Information bar.

  2. On

    Click the Archive Type dropdowndrop-down list,menu and choose anthe appropriate Archive User Type from this dropdown list (e.g., "Former Student," "Terminated Staff," "Account Closed").  You must have created user typesstatus for this purpose if you want to see them in the dropUser downTypes.

    list.

  3. Click the Archive User button.

  4. Click OK on

    Confirm the confirmation pop-upprompt to finalize the archiving process.

Best Practices &and Considerations

  • DataPreserve Integritydata integrity:: DisablingAlways disable or archivingarchive an account is the best practice instead of attempting to delete a user. User accounts often have associated historical data (such as permits, violations, payments, and login history),history. and directDirect deletion wouldcompromises compromisethis data integrity and breaks historical reporting.

  • PermissionsEnforce security protocols:: Disable accounts promptly when a user's access is no longer required. Removing access immediately upon a user's departure is a critical security measure to prevent unauthorized system entry.

  • Utilize archive types effectively: Categorize exactly why an account was disabled by using specific archive user types. Tagging a profile as "Account Closed" versus "Temporary Suspension" provides valuable context for future internal auditing.

  • Understand reversibility: Remember that disabling an account is completely reversible. You can easily reactivate a returning user's account by navigating to their profile and re-enabling the login checkbox.

  • Maintain permission awareness: Be aware that a disabled or archived user account retains its assigned roles and permissions for reporting purposes,purposes. even thoughWhile the user can no longer act on them.

    • these
  • Reversibility:permissions, Disablinghistorical anreports accountwill isaccurately typically reversible. You can reactivate an account by re-checkingreflect the Allow user to login and mark account as active checkbox in their profile.
  • Archive Types: Utilize different "Archive User Types" to categorize why an account was disabled (e.g., account closed, left organization, temporary suspension). This can be valuable for internal auditing and future reference.
  • Communication: Ensure clear internal communication within your organization regarding the process for disabling/archiving user accounts and the reasons behind it.
  • Security: Disabling accounts promptly when a user's access isthey noheld longerwhile requiredactive.

    is a critical security measure to prevent unauthorized access.
Back to top