The PI best practice is to not delete your users, even when they've left the company or don't use PI. This article gives you the suggestions from our PI gurus but you can indeed delete users anyway. Skip to the last paragraph if you decide to forego this advice. You've been warned!
De-Activate the User
Here are the Pros for de-activating a user;
- It prevents any billing for that user and
- They will no longer appear in any of the drop-down selectors
- The user's historical data regarding that user will also be available to pull out for reporting
- No deletion necessary!
The best practice for de-activating users who are no longer with the company is to remove all of the system-role checkboxes. Most importantly, Active and Project Resource.
Project Resource allows the resource to show up in the interface even though the resource cannot use Project Insight if they're inactive. An inactive resource who is also a Project Resource can be used for other purposes such as placeholders, or resources who might be made active later as needed.
A user who is no longer a Project Resource will still show in the results on reports, but will not be available in the report filters. If you do need to use a resource filter on a person who is no longer a Project Resource, you will need to temporarily make them a Project Resource.
Still Set on Deleting the User?
- Save the user profile as inactive
- Click the hyperlink (not the edit icon) for the user by clicking on the first or last name
- Click the "Delete" icon in the detailed view of the user's profile
- PI will then warn you one more time, just in case we haven't warned you enough in this article
If you are going to delete users, you will need to make sure they have not made any time entries; nor been assigned to any tasks, projects, issues, to dos, workflows, approvals, project requests, change orders, custom items, discussions, etc.
Run a report for all of these Project Insight objects to ensure there is no orphaned data in the system.
Sometimes, when they have entered time entries and submitted time sheets, you'll have to delete time sheets and then individually deleting time entries on those time sheets. It's worth it to avoid orphaned data.
By the time you are removing Time Entries, it is best NOT to delete the user because you are now removing historical records. It's best just to mark the user not Active and remove them as a project resource.
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