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 new actions/tasks or be responsible for any registers and forms.
Step-By-Step Guide:
- Within the Admin section, click Users
- Select the user that you wish to retire and see the details...
- Click Retire.
If the user is responsible for any Folios, actions, checklists, checklist reviews, 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 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:
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.