QUESTIONS THAT APPLY TO THIS TOPIC

• How do I delete a system user?
• One of our employees recently left the company, how do I get them out of the system?

ANSWER

Instead of deleting, you should set the System User as “not active.” This way your history remains intact and accurate. See Important FAQs at the bottom of this document.

Un-checking a System User as Active will make it so the specified User will no longer be able to log in to Gorilla. As an extra precaution, we also recommend that you mark Restricted Access for that User.

1. Click on Tools>Team Management.
2. Click on Edit>System User.
3. Select the User you will be marking as not active.
4. On the right-hand side of the screen, un-check Active and check the box for Restricted Access.
   
5. You may also want to add the letter X or Z in front of the users Log-in Initials. This is because the user will still show up in the Originator list of history items within Gorilla. Adding the X or Z will put the user at the bottom of the list so they are not immediately seen.
6. Once you have made the necessary changes, click Update from the bottom right of the screen.

You will also need to remove the System User from any Staff Groups that they may be in. Leaving inactive users within a Staff Group will cause other error messages.

1. Click to highlight the Staff Group that the inactive user is in.
2. On the right, uncheck the users name.
3. On the warning message, click OK.
   
4. Repeat steps 1-3 for any other Staff Groups that the user may be in.

Now that you have finished removing the user from all Staff Groups, click on View>Refresh from the top of the screen. Do you now have empty Staff Groups? If the answer is yes, you will need to decide if you are still going to use these Staff Groups, or if they are no longer needed.

If you will still be using the Staff Groups, you will need to add a System User to them.

1. Click to highlight the Staff Group.
2. On the right, check the appropriate user who will be taking over this position.
3. Now if you refresh your screen again, you will see that user show up under the Staff Group.
4. Repeat steps 1-3 for any other Staff Groups that you need to add a user to.

If you will no longer be using the Staff Group, you should delete it as having empty Staff Groups will also cause other error messages. NOTE: When you delete a Staff Group, you will have to reassign any actions, objectives or speedbuttons to another Staff Group. This will be part of the process when you delete the Staff Group.

1. Click to highlight the Staff Group that you will be deleting.
2. On the bottom right, click the Delete button.
3. On the warning message, click Yes. You will then get the following screen:
   
4. Click OK on this screen. You will then get another screen asking you to click OK to select a new Staff Group, or Cancel to cancel the delete. Click OK.
5. The next window that comes up is where you will choose the Staff Group that you will be reassigning the items to. Highlight the appropriate Staff Group and then click Select.
   
6. Repeat steps 1-5 for any other Staff Groups that you wish to delete.

 Important FAQs

1. Should I delete system users when they leave the office?
   • No. You should never delete a system user because of the history of your contacts. Notes, Actions, Procedures, or any history set by a user is still tied to that user, and cannot be deleted or removed.
2. What actions should I take when a system user leaves?
   • Always remember, '''NEVER''' delete a system user. Always mark inactive and restricted access.  The associated history entries cannot have a deleted user; the system will not allow it.
3. Can I just change the name of the old user to someone who replaces them?
   • No. Purely for reference purposes, it is not wise to change old system users’ names when someone replaces him/her.  You need to have accurate records, and the entries having correct names associated with them is a basic principle.