In Folio, you can retire a user rather than delete a user. This means that the user's actions are still stored in the history of the application, but they can no longer be assigned new actions or be responsible for any contracts. To retire a user take the following steps:
- In the Admin tab, select Users
- Select the user that you wish to retire and click on the user to see the details.
- Click on the Retire button:
If the user is responsible for any Folios, actions, checklists, checklist reviews, or is a Folio approver or an escalation person - 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 duties select Replace and Retire:
If the user has been selected as an answer in a User lookup field on any Folios you will also have the option to replace them in those fields by ticking the User Lookup Fields checkbox
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 use
If the user is only going to be leaving the organisation temporarily, the better option is to Suspend the user which can be done by clicking on the Suspend on the same page located next to the Retire button. A user can then be unsuspended when they return.