Whenever a user leaves the company or moves to a position that doesn’t require use of the Waypoint Global Suite, there are a number of things to complete, much like what happens for the IT folks. Here is a list of what to do:
1. Change the user’s password to something they won’t know so you can log on in their place.
2. Log in as the user (on their old workstation, if possible,) and check their To Do List area in Desktop. Any items found will need to be completed, reassigned or delegated. Look for:
- Items due for review;
- Items due for a disposition;
- Items returned for final disposition;
- Items indicating Training activities, either upcoming or due;
- Action items related to audits or corrective actions. These are VERY important! Any notifications of this type will be around FOREVER if not handled properly.
3. While in Desktop, check their Work in Progress area for:
- Documents checked-out as these will need to be checked in;
- Documents in route as these will need the route stopped and the Final Approval Authority (FAA) reassigned. The new FAA can restart the route, if desired.
4. Run the following Suite Reports as any items found will also need to be reassigned* to their new owner/FAA:
- Document Titles by Final Approval Authority;
- Document Titles by Owner.
*This reassignment can be performed using Suite Data Editor via Document Manager.
5. Look in Modules while on their workstation and note all of the Suite components listed. This will prove useful to the administrator that will need to remove the licenses assigned to the workstation in the next step.
6. The easiest way to remove the licenses is just to uninstall the software from the workstation. This will automatically release the licenses associated with the workstation so they will be available for assignment to another workstation. If this can’t be done, there is another alternative to remove the licenses.
The licenses assigned to the user should be removed from the workstation. This is done via the Administration area and can only be done by a user with MASTER privileges. Expand the Administration area and look for Licenses. Click on the plus (+) sign preceding Licenses to display all the modules. Using the list of modules provided by the person who performed step 5, highlight each module on the list, go to the Workstation Information tab and click on the Remove License button near the bottom left of the work area. That will release the license so it can be assigned to someone else, like their replacement or someone in another area that needs one.
Once you have completed these activities, the user account should be able to be deleted. By the way, this type of information is covered in the two day Desktop/Document Manager training class.
Click on the link below to watch a video about removing users from the system.
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