How to Expire or Delete Users

When someone should no longer have access to Data Dwell, for example because they have left or a project has ended, you can expire their user or delete it. In most cases, expiring is the better choice: access stops straight away, but the user and their history are kept, and you can reactivate them later.

Expire or Delete?

• Expire: the user can no longer sign in, but the account and its history (such as uploads, comments and record ownership) are kept. You can reactivate the user at any time.
• Delete: the user is removed permanently. This can't be undone.

Expire by default, and only delete a user when the account really needs to go.

Before You Start

• You can manage users from Manage > Users or from App Setup > User Settings > Users. Both lists have the same actions.

Steps to Expire a User

Option 1: Expire now

1. Open the Users list.
2. Click the three-dot menu (⋯) on the user.
3. Select Expire and confirm with Expire. The user's Valid To date is set to today, and their access stops.

Option 2: Expire on a later date

1. Open the Users list.
2. Click the three-dot menu (⋯) on the user and select Edit.
3. Open the additional settings and set Valid To to the date access should end.
4. Click Update. The user keeps access until that date.

Reactivating an Expired User

1. Click the three-dot menu (⋯) on the user and select Edit.
2. In the additional settings, remove the Valid To date or set a later one.
3. Click Update. The user can sign in again.

Steps to Delete a User

1. Open the Users list.
2. Click the three-dot menu (⋯) on the user and select Delete.
3. A warning screen appears. Tick I understand this permanently deletes the selected user.
4. Click Delete. The user is removed permanently.

Checking User Status

The status column in the Users list shows each user's status at a glance:

• Active: the user has access.
• Expired: the user's access has ended.
• Expires on [date]: the user has access until the date shown.

Tips

• When inviting contractors or partners, set Valid To straight away so their access ends on its own.
• Review the status column regularly to catch users who should have been expired.