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spay:hrmsprocguide:hrms_user_account_deactivation [2026/01/22 10:37] mclement |
spay:hrmsprocguide:hrms_user_account_deactivation [2026/01/22 11:13] (current) mclement |
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| - | ====================HRMS User Account Deactivation====================== | + | ======================HRMS User Account Deactivation====================== |
| * The deactivation of a user account must be performed by an **Account Admin**. This action blocks the user’s access while preserving all data and history for audit purposes. | * The deactivation of a user account must be performed by an **Account Admin**. This action blocks the user’s access while preserving all data and history for audit purposes. | ||
| + | * To deactivate the user account, follow the steps below : | ||
| __ Step 1: **Access the HRMS platform**__ | __ Step 1: **Access the HRMS platform**__ | ||
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| __ Step 3: **Proceed with the employee replacement**__ | __ Step 3: **Proceed with the employee replacement**__ | ||
| * This feature is used when the user to be deactivated needs to be replaced for certain roles | * This feature is used when the user to be deactivated needs to be replaced for certain roles | ||
| - | * 3a: On Employee List, Click the **Details** tab, then select **Employee Replacement**. | + | * 3a: On **Employee List**, Click the **Details** tab, then select **Employee Replacement**. |
| {{:spay:hrmsprocguide:details_tab_3a.png|}} | {{:spay:hrmsprocguide:details_tab_3a.png|}} | ||
| - | * 3b: Go to section ESS/PMS to choose the replacement user for the different roles. | + | * 3b: Go to section **ESS/PMS** to choose the replacement user for the different roles. |
| * This section displays the different roles which must be assigned to the replacement user. Below is an illustration of each role. | * This section displays the different roles which must be assigned to the replacement user. Below is an illustration of each role. | ||
| {{:spay:hrmsprocguide:roles_definition_2.png|}} | {{:spay:hrmsprocguide:roles_definition_2.png|}} | ||
| - | * 3c: Go to section New Recruitment Checklist to choose the replacement user in the Followed by / Assigned to field | + | * 3c: Go to section **New Recruitment Checklist** (if applicable) to choose the replacement user in the **Followed by / Assigned to** field |
| * This field is used as a task tracking tool for a new hire or a departing employee | * This field is used as a task tracking tool for a new hire or a departing employee | ||
| - | * Repeat step 3 for the other sections where applicable : New Recruitment Checklist Settings, Leaver Checklist, Leaver Checklist Settings, Induction / On-boarding, Induction / On-boarding Settings, Probation Follow up, in the column Followed by / Assigned to, choose the replacement user where applicable. | + | * **Repeat step 3c** for the other sections (if applicable) : **New Recruitment Checklist Settings**, **Leaver Checklist**, **Leaver Checklist Settings**, **Induction / On-boarding**, **Induction / On-boarding Settings**, **Probation Follow up**, in the column **Followed by / Assigned to**, choose the replacement user. |
| {{:spay:hrmsprocguide:checklist.png|}} | {{:spay:hrmsprocguide:checklist.png|}} | ||
| - | __ Step 4: **Assign the replacement user where applicable with reference to step 3 above**__ | + | __ Step 4: **Illustration 4a below shows how to choose the replacement user where applicable with reference to step 3 above**__ |
| - | * 4a: Select the user who will replace the **ESS Supervisor** and **PMS Appraiser** roles | ||
| {{:spay:hrmsprocguide:user_replacement2.png|}} | {{:spay:hrmsprocguide:user_replacement2.png|}} | ||
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| * (2) If the user to be deactivated is only a **PMS Appraiser**, the synchronization between **HRMS** and **PMS** must be disabled | * (2) If the user to be deactivated is only a **PMS Appraiser**, the synchronization between **HRMS** and **PMS** must be disabled | ||
| * 5a: To disable the synchronization between **HRMS** and **PMS**, click the **ESS/PMS block**, then select **PMS** | * 5a: To disable the synchronization between **HRMS** and **PMS**, click the **ESS/PMS block**, then select **PMS** | ||
| - | * 5b: Disable the synchronization between **HRMS** and **PMS** | + | * 5b: Click to activate **NO** to disable the synchronization between **HRMS** and **PMS** |
| * 5c: Click **Save** | * 5c: Click **Save** | ||
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| __ Step 6: **Identify the user to be deactivated**__ | __ Step 6: **Identify the user to be deactivated**__ | ||
| - | * 6a: From the **Home Page**, click the **HRMS menu** → **Settings** → **Users** | + | * 6a: Go to **HRMS menu** → **Settings** |
| {{:spay:hrmsprocguide:hrms_-_settings.png|}} | {{:spay:hrmsprocguide:hrms_-_settings.png|}} | ||
| - | * 6b: Filter the user to be deactivated in the **Name** column | + | * 6b: Click **Users** |
| - | {{:spay:hrmsprocguide:filter_user.png|}} | + | {{:spay:hrmsprocguide:users.png|}} |
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| + | * 6c: **Filter** the user to be deactivated in the **Name** column | ||
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| + | {{:spay:hrmsprocguide:filter_user_6c.png|}} | ||
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| __ Step 7: **Deactivate the account**__ | __ Step 7: **Deactivate the account**__ | ||
| * 7a: Click the **Details** tab | * 7a: Click the **Details** tab | ||
| - | * 7b: Uncheck the User account **is Active** option | + | * 7b: Uncheck the **User account is Active** option |
| * 7c: Click **SAVE** | * 7c: Click **SAVE** | ||
| {{:spay:hrmsprocguide:deactivate_user.png|}} | {{:spay:hrmsprocguide:deactivate_user.png|}} | ||