How to inactive a user account and reclaim a web license?

Overview

When a user no longer needs access to Workflow modules (for example, when they leave the organization or change roles), their account should be inactivated. This will release their web license so it can be reassigned to a new user.

Prerequisites

Before inactivating a user, complete the following steps:

1. Requester Role:
   If the user is set up as a Requester in Workflow, use the Workflow Wizard to remove them from all workflows.

2. Approver Role:
   If the user is set up as an Approver, use the Workflow Wizard to replace them with a different approver.

3. Permissions Required:
   You must have access to User Maintenance and Organization Workflow permissions to complete this process.

Steps to Inactivate a User Account

1. Navigate to Maintenance > User Maintenance.

2. Locate the user in the list and click the pencil icon to edit the record.

3. Uncheck the “Active” checkbox.

4. Click the Save button.

Important Notes

• If the “Active” checkbox turns red after unchecking it, hover your mouse over the checkbox to review the error message. The message will provide details on why the account cannot be deactivated (e.g., still assigned to workflows)