Archiving idle/redundant users

All users within the platform will continue to have an 'active' status (enrolled within a program and can therefore access it) until they are un-enrolled from a program and marked as 'inactive' (by removing their role).

However, there can be regulatory requirements on some customers to remove all 'Personally Identifiable Information' or PII, associated with former employees after they leave the company - normally after a set period of time.

There are two methods of archiving users; manual or automatic.

This article and the associated how-to videos explain how to use these two archive functions.

Manually archive a user 

The action of manually archiving a user can be achieved through the individual's participant page or in bulk to multiple users via the multi-action tool.

The following video will walk you through both of these actions:

Automatically archive users

A per-Customer setting allows the Program Administrator to manage an automatic process whereby users who have not logged in the system for a configurable amount of time to be automatically archived. The following parameters are supported:

• Enable or disable the automatic archiving for this customer
• Set the interval (in months) after which users will be automatically archived 

The following video will walk you through this automatic archive process:

Limits on use

The archive function destroys user data and makes it impossible for the archived user to access the system without manually restoring their data via a Prosell technical intervention. It should therefore be used with care, and some restrictions have been placed on its use:

• Access to the function (and configuration of automatic archiving) is restricted to customer-level administrators and Prosell administrators
• A long minimum term for automatic archiving (e.g. six months or longer) to prevent inadvertent archiving of active accounts.
• Sufficient logging data should be produced and retained to determine why (and by whom, in the case of manual archiving) a user was archived. A 'forced' manual restore of any users archived in error is only available for a 7 day period after the event so it is essential that this information is logged.

If you are in any way unsure of whether this archive user function is appropriate or required for your business then please do reach out to us at onboardhelpdesk@prosell.com