Always Delete any DynaFile users who have left your organization permanently. This will prevent them from accessing the system at a later date. Keep in mind, deleting a user will not delete any documents they personally added to DynaFile nor will it purge any of their actions which you might need to audit. It simply prevents them from accessing the system.
To do this, you would click into their User Profile and click on the Delete button at the bottom of the User Information tab.
- As an added security protocol, deleted user is accounts are locked, preventing another User Administrator from re-adding the terminated employee as a DynaFile user again.
- If you do happen to accidentally delete a user that should remain in the system or a terminated employee gets re-hired, simply reach out to your DynaFile Account Manager to clear the deleted user lock, thereby allowing you to re-create the user account. You will note that if you try to re-add a deleted user to the system prior to the lock being cleared, there will be an error message that says their account already exists.
For any employee that may be going on leave or out of the office for a prolonged period of time, you would simply deactivate their account. When they are back, you can reactivate just as easily.
To do this, you would click into their User Profile and uncheck the Activate Account checkbox toward the bottom of the User Information tab. When they are back, you would follow the aforementioned steps, and in this case recheck the box.