ERP - Construction

When a user leaves your organisation and no longer needs access to Coins ERP+, disable their user ID rather than deleting their user record. Coins ERP+ retains all historical user details in the database for the following reasons:

Ensuring that the transactional audit trail retains details of who entered or authorised transactions, orders, payment runs.

Ensuring that reprinted documents, including purchase orders print correctly without missing information.

Ensuring that there is referential integrity within the database where database records refer to user IDs.

Preventing errors when editing records that reference a former user. If a former user's record has been deleted, an error message displays and the current user must overwrite those details, which can cause confusion and affect future records.

Allowing access to the User Logging Inquiry to review functions used in Coins ERP+ by the former user , subject to the time limit set in the System (SY) parameter LOGHIST.

- Ensuring that the transactional audit trail retains details of who entered or authorised transactions, orders, payment runs.
- Ensuring that reprinted documents, including purchase orders print correctly without missing information.
- Ensuring that there is referential integrity within the database where database records refer to user IDs.
- Preventing errors when editing records that reference a former user. If a former user's record has been deleted, an error message displays and the current user must overwrite those details, which can cause confusion and affect future records.
- Allowing access to the User Logging Inquiry to review functions used in Coins ERP+ by the former user , subject to the time limit set in the System (SY) parameter LOGHIST.

Disable a user using Process Retired Users

Select the Retired box in the Setup group of fields on the User Details screen.

Open Process Retired Users.

This allows you to make the following changes:

- Prevent user login
- Revoke function access
- Remove security settings
- Remove personal desktop
- Unschedule user reports
- Clear user defaults and preferences

You can also report on any remaining module-specific setup that is not cleaned automatically.

1. Select the Retired box in the Setup group of fields on the User Details screen. 
2. Open Process Retired Users.
 This allows you to make the following changes:
 - Prevent user login
 - Revoke function access
 - Remove security settings
 - Remove personal desktop
 - Unschedule user reports
 - Clear user defaults and preferences
 You can also report on any remaining module-specific setup that is not cleaned automatically.

Clear the Named User box in the Named User group of fields on the User Details screen. This removes the user from the user count for licensing purposes and prevents them from logging in.

For added security, make the following changes to further restrict access.

1. Remove all groups from the user record. Add a group called 'terminated employee' as their prime group, configured with no function access.
2. Change the user's password.
3. The Domain\User field if used.
4. The Restricted IP field to prevent login from any Internet Protocol (IP) address other than the specified one.
5. Delete the User Views for this user.

Check for other places in Coins ERP+ where the user is referenced, for example:

- If the user is in the Sales Staff list in House Sales , mark the record as dormant.
- If the user is in the Buyers list in Procurement, mark the record as retired.

1. Clear the Named User box in the Named User group of fields on the User Details screen. This removes the user from the user count for licensing purposes and prevents them from logging in.
2. For added security, make the following changes to further restrict access.
 1. Remove all groups from the user record. Add a group called 'terminated employee' as their prime group, configured with no function access.
 2. Change the user's password.
 3. The Domain\User field if used.
 4. The Restricted IP field to prevent login from any Internet Protocol (IP) address other than the specified one.
 5. Delete the User Views for this user.
3. Check for other places in Coins ERP+ where the user is referenced, for example:
 - If the user is in the Sales Staff list in House Sales , mark the record as dormant.
 - If the user is in the Buyers list in Procurement, mark the record as retired.

Disable a user account in Coins ERP+ when a team member leaves your organisation, and understand why you should retain their user record in the database.

Disable a user when they leave

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Disable a user when they leave

Disable a user using Process Retired Users

Disable a user manually