We don't support deletion of user accounts in Cognidox, as this would destroy the audit trail.
Instead:
- You can mark users as temporarily inactive. Such users are not included in your billing, they can't access Cognidox, and they can be reactivated later if needed.
- You can make a user permanently inactive.
Videos in this article
Make a user temporarily inactive
Using this method, the audit trail is preserved but the user won't be able to log in to Cognidox, nor will they appear on future reviewer/approver lists. They will also not take up any of your seats, so you won't be charged for them.
Watch the video
To mark a user as temporarily inactive:
-
Select Manage Cognidox > Users, Groups & Security > User and Group Rights.
- In the Users section on the User Roles page, click Edit Details next to the name of the user you want to make inactive.
- Disable the Active option.
- Click Update User.
This process is also covered in the User management help.
Reactivate an inactive user
To set an inactive user to active, simply follow the steps above and enable the Active option.
Watch the video
To set an inactive user to active:
- Follow the steps above and enable the Active option.
- As part of the reactivation, you can:
- Assign one or more User Groups.
- Reinstate the user's Roles and Role Group
Searching for inactive users
You can generate a report to list all currently inactive users.
- Select Manage Cognidox > Users, Groups & Security > User and Group Rights.
- In the Users section on the User Roles page, click the Inactive Users button at the top of the list (as shown in the video explaining how to reactivate a user, above).
Note: This does not list users that have been made permanently inactive, as described below.
Tip: You can also generate this report using the Reporting functionality, as described in the online help.
Make a user permanently inactive
- This procedure is only really needed if there are GDPR concerns about keeping an old user’s personally identifiable information in the system.
- If an email address is likely to be re-used, then changing an inactive user’s email address is recommended.
If the user has left the company, and you will definitely never reactivate them, proceed as follows:
- Change the user's email address to something like deleted_user1@example.com
- Follow the steps in this section to make the user inactive.
- In addition, ask us to rename the user to something like deleted_user1 (see the note below).
Note: Since there's no option for renaming a user in the Web UI, please provide us with a list of user logins that you want to make inactive (by emailing support@cognidox.com) and we will rename them for you, from our side.