Deleting User IDs

Last reviewed: 02/12/2010
Article ID: R10840

The information in this article applies to:

Summary

When a user leaves the firm, it may seem as though deleting the user is the best way to handle the situation. However, deleting a user can potentially cause Data File Integrity Check errors in Tabs3 and PracticeMaster. This article discusses alternatives to deleting a user. It also provides options for preventing errors as well as correcting errors that may result from deleting the user.

Impact of Deleting the User ID

If you delete a User ID that has records associated with it, the next time a Data File Integrity Check (DFIC) is run in Tabs3 or PracticeMaster, an error code 145 (User ID Not Defined) will be generated for every record associated with the deleted User ID. The Data File Integrity Check determines whether a User ID is valid by comparing it to the User IDs currently defined in System Configuration. Therefore, deleting a User ID has the potential of generating thousands of error 145s, depending on the number of records that are associated with the User ID.

The following Tabs3 files include User ID fields that represent the user that created the record:

In Tabs3, these fields are assigned by the software. These fields can only be edited by a Manager. You can use the Reassign User ID program in System Configuration to globally reassign the User ID to a different User ID.

The following PracticeMaster files include User ID fields:

In PracticeMaster, the Fee and Cost files are identical to those in Tabs3, and therefore the User ID can only be edited by a Manager. You can use the Reassign User ID program in System Configuration to globally reassign the User ID to a different User ID. In the Calendar file, each record contains two User ID fields: the User ID field that is assigned by the software to represent the user that created the record, and the User/Group field assigned to the record. The User ID field in the Calendar file can only be edited by a Manager. You can use the Reassign User ID program in System Configuration to globally reassign the User ID to a different User ID.

The User/Group field in the Calendar file shares traits with the User ID field in the Journal file and the Responsible and Performed By fields in the Document Management file. These fields can be replaced using the Find and Replace feature in PracticeMaster.

If your firm has created or modified other files, these files may include User ID fields. If the field is Virtual, it cannot be replaced using the Find and Replace feature. Due to the History Tracking feature, all PracticeMaster records are tracked according to their creator. Therefore, regardless of the use of Find and Replace, you should still reassign a User ID before deleting it from System  Configuration. If this is not done, DFIC error 145s may occur.

Note: If the User ID has already been deleted, you can re-create it in System Configuration. You do not need to know the user's original name or password to do this, only the exact User ID. Recreating the User ID will eliminate the DFIC error 145s.

Reassigning the User's Records Before Deleting

System Configuration includes the ability to reassign existing Tabs3 and PracticeMaster records to a different User ID. This can be useful when someone leaves the firm. Before deleting the User ID of the person who left, you can use the Reassign User ID program (Utilities | Reassign User ID) to assign all existing records to a different User ID. For example, you might create a User ID called "PREVIOUS" that is used to track all records for people who have left the firm. When someone leaves, you could use the Reassign User ID program to change all records for that person's User ID to the PREVIOUS User ID. Then, you could delete the person's original User ID. Doing this prevents errors from arising as a result of deleting a User ID that was in use in one or more records.

Note: The Reassign User ID program is an all-inclusive procedure (i.e., when selecting to reassign records from one User ID to another, all records will be assigned to the other user).

Marking the User ID as Inactive Instead of Deleting

System Configuration also offers the ability to mark a User ID as inactive. This is accomplished by selecting the Inactive check box in User Configuration (File | Open | Users). This is beneficial because the User ID is not deleted, and therefore no errors occur as a result of using this method. This method has the added benefit of preventing inactive User IDs from appearing in User ID Lookup windows. If these lookup windows are your main concern with regard to former employees' User IDs, marking the User ID inactive is a simple, effective solution.

Additionally, if you use the PracticeMaster software, you will want to remove the inactive users from any groups they are associated with in System Configuration (File | Open | Group). If you do not remove an inactive User ID from all associated groups, then any calendar records created in PracticeMaster for these groups will continue to include the inactive User ID, and thus new calendar entries will be created for the inactive User ID.

PracticeMaster Note: In order to prevent a User ID from being used to log in to PracticeMaster software, you must also clear the Logon User check box in User Configuration (File | Open | Users).

Finding and Replacing the User ID in PracticeMaster

The PracticeMaster software offers the ability to find and replace some User ID fields with other User IDs. Whether you want to reassign and delete a former User ID or mark the User ID as inactive, it may be beneficial to replace the User ID in some PracticeMaster records with other User IDs. The Find and Replace feature in PracticeMaster can help you to do this. In some cases, it may be necessary to reassign future calendar records to another use, but maintain older records as historical information that must remain linked to the former user. Although you cannot replace the field that indicates who created the calendar record, you can replace contents of the User/Group field to reflect who will be taking over certain calendar records.

To replace a User ID in the Calendar file:

  1. In PracticeMaster, open the Calendar file (File | Open | Calendar).
  2. From the Take Action group of the Quick Clicks pane, click Find and Replace.
  3. In the Search For field, enter the User ID of the former user.
  4. In the Replace With field, enter the User ID that you want to use in place of the former user.
  5. In the Search Records group, select the Current List option. This allows you to make use of any filters that are currently in place on the Calendar file, such as date ranges or other such criteria.
  6. In the Search Fields group, select the Specific Fields option.
  7. Click the Select Fields button.
  8. In the Select Fields window, click the Clear All button, and then select the User/Group field and click OK.
  9. Click the Find button.
  10. Review the Search Results. If satisfied with the list, click the Replace All button to replace all instances in the results list. If a few instances were returned that you do not want to replace, highlight the records that you do want to replace, and then click the Replace button.

Although this removes the former User ID from current calendar records, you will still need to remove the User ID from any groups assigned in System Configuration. If this is not done and the user is marked as inactive (rather than reassigned and deleted), the user may continue to appear in future calendar records.

Steps similar to those above can be used to replace the User ID in the Responsible and Performed By fields in the Document Management file and the User ID field in the Journal file. If your firm has created or modified any other files, these files may include User ID fields. If the User ID field is Virtual, it cannot be replaced using the Find and Replace feature.

Note: Due to the History Tracking feature, all PracticeMaster records are tracked according to their creator. Therefore, regardless of the use of Find and Replace, you should still reassign a User ID before deleting it from System  Configuration. If this is not done, DFIC error 145s may occur.

Recommended Procedure

There are two recommended procedures:

The decision to use Option 1 versus Option 2 is determined by how much information you want to retain as belonging to the former user. If you want certain information to be retained as belonging to this particular former user, then Option 1 is the recommended option. If you want the user's records to become part of a single "Former User" entity, then Option 2 is the recommended option.

Option 1 - Marking the User ID as Inactive

System Configuration offers the ability to mark a User ID as inactive. This is accomplished by selecting the Inactive check box in User Configuration. Additionally, if you use PracticeMaster, you will want to remove the inactive users from any groups they are associated with in System Configuration.

To mark a User ID as Inactive and prevent users from logging in with the User ID:

  1. In System Configuration, open User Configuration (File | Open | Users).
  2. Look up the User ID of the former user.
  3. Select the Inactive check box.
  4. Clear the Logon User check box.
  5. Press Ctrl+S to save the changes.

To remove a User ID from System Configuration groups:

  1. In System Configuration, open Group Configuration (File | Open | Group).
  2. Click the Group ID Lookup button.
  3. Select a group that contains the desired User ID.
  4. Click OK.
  5. Clear the check mark next to the desired User ID.
  6. Press Ctrl+S to save the change.
  7. Repeat steps 2-6 for each group in which the User ID appears.

Option 2 - Reassigning the User ID

System Configuration includes the ability to reassign existing Tabs3 and PracticeMaster records to a different User ID. Before reassigning a User ID, create a User ID that can be used to store the information of former users. Also, if you are a PracticeMaster user, you have the option of reassigning certain records to other users via the Find and Replace feature before reassigning the remaining records to a single User ID.

To create a User ID for former users:

  1. In System Configuration, open User Configuration (File | Open | Users).
  2. Enter the User ID that you want to use (i.e., PREVIOUS, OLD, etc.).
  3. If desired, enter a phrase in the User Name field, such as "Collective ID for Former Users".
  4. Clear the Logon User check box.
  5. Select the Inactive check box.
  6. Press Ctrl+S, and then close the User Configuration window.

To reassign user records to the collective User ID:

  1. In System Configuration, open the Reassign User ID program (Utilities | Reassign User ID).
  2. Click Yes to create a temporary backup.
  3. In the Old User ID field, enter or lookup the User ID of the former employee.
  4. In the New User ID field, enter or lookup the User ID that will be used for all former users.
  5. Click OK.
  6. When the process has completed, click Close.
  7. Repeat the above steps until all User IDs for former users have been reassigned.

To delete a User ID:

  1. In System Configuration, open User Configuration (File | Open | Users).
  2. Enter the User ID that you want to remove and press Tab to look up the user record.
  3. Click the Delete button to permanently delete the User ID.

References

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