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How do I manage users who left the company?

  • Updated

Scenario

What are the implications if an employee has left the company, and how can I ensure that they no longer have access to the BOC product? 

Please note

This article addresses only the technical aspects. For more comprehensive information regarding the methodological process, please contact your key account manager.

 

Solution

To completely revoke access for a departing employee while ensuring data integrity is maintained, the following steps should be carried out in the specified order:

 

Moving Content

When a user leaves, transferring ownership of models or other repository objects they own is critical. This ensures organizational knowledge is retained and accessible by active users.

Users are usually assigned ownership through a specific object attribute called Responsible Person in the notebook under the Organization chapter. Ownership in ADONIS can also be defined by other object relations, but the standard and most common way is through the Responsible Person attribute. 

 

Managing Saved Queries

Review any saved queries created by the departing user and determine whether they should be deleted or reassigned to another user to maintain a clean and efficient system.

To open the Saved Queries in your BOC Product, click on Find (1) followed by my Searches (2)

If a Saved Query is shared, it can be seen in the column Public, however if a Saved Query is unshared, it can only be seen by the owner of the query or designated power users.

Info: Normally, users can only stop sharing their own queries. Your ADONIS administrator may also designate power users that can unpublish queries from other users. The administrator must grant the "Saved queries (advanced options)" module in order to accomplish this.


If the saved queries are published/shared, you can simply left-click on the desired User (1), followed by Assign to me (2). This allows reassignment of the query to the currently logged in user.

 

Unsharing Users

Unsharing the user from active repositories involves removing their permissions to access or modify repository content. This step prevents unauthorized access after their departure.

Log into the Admin Page with the repository you wish to remove the user from. In the user management of the Admin Page, right-click on the user you want to delete. Select "Unshare users from the repository"

Confirm the operation with Yes. 

Repeat this process for each repository shared with the user to enable the deletion option.

 

Disable or delete the user account

When an employee departs from a company utilizing a BOC product, distinct procedures are advised based on the user classification: standard, LDAP, or SSO (Single Sign-On).

 

Standard User

Standard users are created manually within ADONIS. When they leave, administrators should:

  • Delete or deactivate the user account using the User Management component.

     

LDAP

LDAP users are synchronized from an external directory service:

  • Since user data is managed externally, disabling or deleting the user should be done in the LDAP system.

  • Ensure that the LDAP user is unshared and that all associated content is transferred prior to disabling the user in LDAP to prevent orphaned ownership.

    Please note

    If the deletion handling is fully configured and a user is deleted via LDAP while still owning models or other assets, the user will be reassigned to the "to be deleted" user group instead of being removed.

 

SSO

Users authenticating via Single Sign-On (SSO) are managed through an external identity provider:

  • Disable or remove the user's access at your identity provider.
  • Delete or deactivate the user account using the User Management component.

 

Application owner


If you are using a BOC product hosted in the BOC Cloud (SaaS) and the account or application owner has left the company, please contact your Customer Account Manager to assign a new application owner.

If you are unsure who your Customer Account Manager is, we are happy to help. Please refer to the following article for assistance: How do I place a support request?