Who is this article for?

Admin Users who are enquiring about how to manage users that have left the company.

Workgroup admin or Sysadmin will be required.

This article provides guidance on disabling user access and managing reviews within the Please Review platform. It outlines best practices for user management, including disabling users rather than deleting them for auditing reasons, and offers insights into transferring reviews, particularly concerning different authentication methods and integration uploads.

1. Disabling access
   1. Native authentication only
   2. Other authentication
2. Managing reviews
   1. Direct uploads only
   2. Integration uploads

1. Disabling access

Important: When a user is disabled, any open reviews they are participating in will automatically be completed. Thus, if you wish to prevent this, consider transferring such reviews beforehand.

Deleting users should be avoided for auditing purposes, as it removes them from the lists of review participants. Additionally, if a participant has contributed to a review or owns one, their deletion may compromise data integrity. Therefore, disabling is the recommended approach.

1.1 Native authentication only

For users with native PR authentication, disabling can be achieved by unticking the Is user enabled box under Admin then Users.

Note: In a multi-tenant environment, users must be removed from all accessible workgroups instead, using Admin then Users.

1.2 Other authentication methods

For users employing external authentication, all authentication methods must be removed from the PR side under Admin, Users, search for user, then click Edit next to their username. While the native authentication can be disabled, external ones need to be removed for certainty.

It's advisable to also disable them in the external system to prevent login. However, if they have alternate authentication, they could still access PR. If they belong to a locked workgroup, removing them from the group in the external system is essential to prevent reinstatement during the next sync.

Additionally, if users are members of other PR workgroups, such as with Veeva Vault installations, they must be removed from those workgroups as well. This is particularly relevant for Veeva Vault installations and other integration scenarios.

2. Managing reviews

2.1 Direct uploads only

To transfer a review created with directly uploaded documents, one must be an admin user or a sysadmin. The option to transfer a review can be found on the review control panel by selecting Edit details and then clicking Edit next to the review details. The owner can then be changed to any other user with appropriate permissions.

2.2 Integration uploads

When transferring reviews involving files from an integrated source, it's crucial to check if it's feasible. There's a risk of disrupting the integrated workflow process, especially during document check-ins to the external system. For Veeva integrations, refer to KBA 'How to transfer a review created from Veeva Vault (OneWorkflow) to a new owner'. For other integration types, consult Support for assistance, considering the specific factors involved.