Who is this article for?

Administrators who want to learn how to remove and disable users.

Administrator permissions are required.

This article explains when and how to remove or disable users in Please Review, both with and without Ideagen Hub.

1. Understanding when to remove or disable users

Removing a user entirely is only possible when the user has not actively participated in a review. Active participation includes making a comment, proposing a change, owning a review, or replying to someone else's comment.

If the user has ever owned or actively participated in a review, you must disable the user rather than remove them. This preserves data integrity and maintains audit trails.

Note: It is recommended to disable users rather than remove them for auditing reasons, as this keeps their participation history in reviews intact. Removing a user deletes the record of their participation.

2. Disabling a user without Ideagen Hub

Disabling a user prevents them from logging in whilst preserving their comments, proposed changes, and reviews. This maintains traceability and ensures data integrity.

Important: If it is absolutely necessary to delete a user entirely from the system, you would need to find every review they have actively participated in, delete each review, and then purge it from the recycle bin. However, this is not recommended.

If the user only has native Please Review login:

If the 'Is User Enabled?' tick box appears without a username box, or the username prompt appears with no + sign (indicating a single login method), and when clicking Edit you can see the user only has a Please Review native login source (shown as Ideagen Please Review:NativeUser), follow these steps:

To disable the user:

1. Access the Admin tab.
2. Select Users in the left-hand pane.
3. Find and select the user to reach the 'Edit User Details' page.
4. Uncheck the 'Is User Enabled?' checkbox underneath the user's username.
5. Click Apply at the bottom of the page.

If the user has multiple login methods:

If there is a + sign indicator next to the username, the user has more than one login method configured.

To disable the user:

1. Click Edit next to usernames.
2. Disable the native login in the window that appears.
3. Remove other external login methods to ensure the user is fully disabled.

Note: If the external system uses a locked workgroup where members of an external group match users in a workgroup, you must also remove the user from the workgroup on the external system to prevent them being reactivated at the next sync.

All login sources must be showing as disabled or removed to ensure the user is considered disabled in Please Review. If the user is being synchronised from an external system, this must be addressed on that system.

3. Removing a user without Ideagen Hub

If the user only has native Please Review login:

To remove a user:

1. Access the Admin tab.
2. Select Users in the left-hand pane.

3. Type the user's name, email address, or username.
4. Click Find.

5. Select the user to reach the 'Edit User Details' page.
6. Click Delete at the bottom-right of the page.

Provided the prerequisites are met (the user has not commented in or owned a review), you will receive a browser prompt.

7. Click OK to permanently delete the user from your Please Review system.

Note: If you see an error message, the user has participated in reviews and must be disabled instead. Refer to the 'Disabling a user without Ideagen Hub' section.

If the user has other login methods:

If locked workgroups are configured, whereby users of external groups are synchronised to be members of a Please Review workgroup, ensure the user being removed is not still a member of the external groups. Otherwise, a new record for the user will be readded after removal. If this is confirmed, follow the steps for native Please Review login above.

4. Disabling a user with Ideagen Hub

To disable a user:

1. Go to the Admin Console from the drop-down menu.

2. Find the user you want to disable.
3. Click to edit them.

4. Tick the Active status to off to disable the user from all Ideagen Hub applications.

This will prevent the user from logging in to your Ideagen Hub and any applications associated with it.

Alternative approach for users with multiple Ideagen applications:

If you have other Ideagen applications you still wish the user to access from this Hub, you can leave the user active and unassign only the Ideagen Please Review application.

To unassign Please Review:

1. Move to the Assign apps step.

2. If you have multiple Please Review instances in your Hub, expand the Select instances dropdown to ensure the user is only assigned to the desired instances.

The update on the Hub side will transfer to the Please Review side after a short while.

Note: If a user has multiple authentication methods in Please Review, or their native authentication remained after migration, follow the steps in 'Disabling a user without Ideagen Hub' for multiple login methods. This ensures all active login methods are removed to fully disable the user.

5. Removing a user with Ideagen Hub

Users should not be deleted from Hub to ensure data integrity.