How to remove/deactivate an old ASPIRE user?

How to remove/deactivate an old ASPIRE user?

The appropriate way to remove a user's ability to log into ASPIRE is to simply deactivate their account.  That way if they ever do return, you will not have to worry about rebuilding a user and they'll be set up with the exact same access they had before they left.  This article will show you exactly how to complete this.  


Do NOT attempt to delete the user, as ASPIRE will not allow this action.  The user has historical data in the system and therefore cannot be deleted.  For this same reason, do NOT rename the user for use by a new employee, as the original user's historical use of the system will be edited to reflect an incorrect user.  Editing an old user to "build a new user" will cause trouble shooting and auditing difficulties.


HOW TO PROPERLY DEACTIVATE AN OLD USER IN ASPIRE

Deactivate the Account so it does not show up in search results when new Contracts are Built
1.  Log into ASPIRE as an Administrative User
2. Perform a Quick Search for the user you need to deactivate/remove access to ASPIRE
3. Access the user's Account Main Screen
4. Set the "Status" field to "Inactive"
5.  Click Save.



Access the User's Security Setup Screen to remove their physical ability to log into ASPIRE
1. Log into ASPIRE as an Administrative User
2. Perform a Quick Search for the user you need to deactivate/remove access to ASPIRE
3. Access the user's Account Security Login screen
4. Set a date for the "Deactivation Date" field
5.  Click Save.


If the user used to be able to post Cash Receipt Batches, access their Cash Receipt User Options and deactivate this setup
1. Log in ASPIRE as an Administrative User
2.  Access the Administration > Accounts Receivable > Cash Management Screen
3. Go to the Cash Receipts User Options tab
4. Find the user in the list of Cash Receipt Users at the top of the screen.  If they are not listed here, then they did NOT have the ability to post cash.
5. Check the box next to "Inactive"
6. Click Save.

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