Spring Reminder for Members to Review their Users

As we approach the beginning of Spring, we would like to kindly remind members to review their User records to ensure any inactive accounts are archived.

To maintain clean data, it is important that only active members of staff at your organisation have a record state of ‘Current’. Whilst Users who do not log into the HEAT database for 60 days or more are automatically disabled, members remain responsible for archiving User records for colleagues who have changed roles or left their organisation.

Please note: Only Users with a database role of Coordinator or Lead, or those with the required permissions can add and manage User records.

How to Archive Users

To archive any Users who no longer require access to the database, please follow the below steps:

• Navigate to the Users area of the database (members only).
• Find the User record, and in the General tab, unselect the ‘Enabled’ field. This will disable access to the database.
• In the Preferences tab, remove any ‘Notifications’ selected. This will remove the User from any HEAT communications mailing lists.
• Switch to the Audit tab, and in the ‘State’ field select ‘Archived’.
• Save the record.