How to Retire a User in Assurance

Assurance is a system used for governance and compliance. Users are retired rather than deleted to keep the history of their actions. When a User is retired they can no longer be assigned Tasks or be responsible for any Forms.

In this article, you will learn about:

• Retiring a User in Assurance
• Retiring a User with Responsibilities
• Retiring a User without Responsibilities
• Suspending a User
• Placing a User on Leave

Retiring a User in Assurance

1. From the Administration section, select Users
   
   
2. Select the User that you wish to retire
   
   
3. Select the red Retire button

Retiring a User with Responsibilities

If the user is responsible for any Registers, Forms, Tasks/Actions, Checklists, Checklist reviews, is an approver, or an escalation person, or owner of any Reports - you will first be prompted to replace them with another user before they can be retired. When you have selected a user to take over their responsibilities select Replace and Retire.

Please Note: If the user you are retiring has multiple reponsibilities or if you wish to replace their reponsibilities with different users, consider reallocating their reponsibilities first before retring the user.

Retiring a User without Responsibilities

If the user does not have any duties, or if their responsibilities have already been replaced then you will only see a message asking you to confirm that you want to retire this user.

Suspending a User

If the user is only going to be leaving the organisation temporarily, they can be suspended. To suspend a User, select on the orange Suspend button next to the Retire button. A user can then be unsuspended when they return.

Please Note: Take care to ensure a suspended user is not part of any workflow, otherwise those forms cannot be submitted. See here for more information.

Placing a User on Leave

If a user is going on leave, the better option is to use Leave Management so that their reponsibilities can be managed by a reliving user.