2088200 - Manage Users: How To Set User Status - Set User as Active - Set User as Inactive - Platform

  How the system administrator can set the user status. Make a user active or inactive.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental. 

As a prerequisite to set the user status, the user first have to check if must have sufficient administrative privileges

New admin Tools - One user at a time

1. Click Admin Tools
2. Go to Manage Employees section
3. Click Update User Information
4. Click Manage Users
5. Search for User
6. Click on User Name
7. Locate Active
8. Check Radio Button "No"
9. Click Save button

Note: Enterprise clients with automated user imports should keep in mind that you also need to update your system of record to ensure any records coming in overnight in your import files are also set to INACTIVE, otherwise the import file will reactive the user and you will see them as active again the next day.

Old Admin Tools - One user at a time

1. Go to admin tools > Manage Users > Set User Status
2. Perform a search to identify the user(s)
3. From the list of results set the user status to Active or Inactive
4. At this time you can also determine if you also want to set:
• Automatic Document Removal
• Remove Inactive Employees' In-Progress Documents
• Remove Inactive Employees' Completed Documents
5. Save the setting/Submit

Note: You can also perform these steps from Change User Information screen in admin tools. At the bottom of the Change User Info screen you also have the ability to set the user status as well as remove documents for inactive users.

Via User Data File in Bulk

If you need to change users in large numbers:

1. Go to Admin Tools > Employee Export
2. Open your export file (be sure to use care when working with excel files) and note all the users set as ACTIVE. These are the ones that count towards your user count.
3. Change ACTIVE to INACTIVE for all users you want to remove from your user count. These users will no longer be able to access the system but all their information remains in the system
4. Then reimport your file from Admin Tools > Import Employees
5. Remember to always leave yourself as ACTIVE so you dont accidentally lock everyone out including yourself.

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