Deleting User Accounts

Under some circumstances, you may want to delete the Users record completely. In this case, you also will need to address any record dependencies that the user has in the system before you can delete the record. For example, you need to delete or edit the user's User License Assignment, Application User Entities, Application Users, and Group Members records.

Follow these steps to delete a user account:

1. Log into Aptify using a user account that has system administrator privileges (such as sa).
2. Expand the Users Administration application in the Navigation Bar, if necessary.
3. Open or create a view of the Users service.
4. Open the User Administration wizard for the user you want to delete and remove the user from all of his or her Groups (as described below).
   
   1. Double-click the Users record you want to delete to open the User Administration wizard and proceed to Step 8 of the wizard.
   2. Remove the user from all of the Aptify Groups (by removing the check marks in the include column). See the figure below for an example.
      
      
      
   3. Clear the Primary Group link box.
   4. Click Next to continue.
   5. Complete the wizard and click Finish to save your changes to the user's group assignments.
      
      
5. In the Users view, select the user you want to delete and press the Delete key.
6. Click Yes to confirm the delete operation.
   
   • If the user has never logged in to Aptify, the system deletes the record. Proceed to step 11.
   • If the user has previously used the system, the Record Dependency message appears. Proceed to step 7.
     
     
7. If the Record Dependency message appears, click OK to view the dependencies. 
    
8. Write down the names of the entities that have records linked to this user.
   
   • Typical entities that have records linked to users include:
     • Application User Entities
     • Application Users
     • Dashboard Area User Values (see note below)
     • Dashboard Part User Values (see note below)
     • Dashboards
     • Form Templates
     • User License Assignment

     • User Values

       The Dashboard Area User Values and Dashboard Part User Values services are not associated with an Application by default. You need to add these services to one or more applications to delete the linked records. See Adding Services to Aptify Applications for details.

       
       
       

9. Delete the records that are linked to the user. Alternatively, you can relink a record to a different user if you do not want to delete it.
   
   • To easily locate the relevant records in a service, create a targeted view of each service that contains dependent records using the User record's UserID as a filter.
   • If the record you want to delete has its own dependencies (for example, a Dashboard may have multiple Dashboard Areas linked to it), note that you need to delete those dependencies before you can delete the record.
     
     
10. Return to the Users view and delete the Users record.
    
    • If you deleted or relinked all of the user's dependent records, the system should now successfully delete the user.
      
      
11. If you want to delete the user's SQL Server Login, connect to the SQL server using Microsoft SQL Server Management Studio and delete the user's login.
    
    • Refer to Microsoft's on-line Help for information on how to use SQL Server Management Studio. The following steps summarize the procedure for deleting a SQL server login:
      
      1. Connect to the SQL server via Management Studio using an account that has system administrator privileges (such as sa).
      2. In the tree, expand the heading for your SQL server and select the Security > Logins menu item.
      3. Select the user login that you want to delete and press the Delete key.
      4. Click OK to delete the login.