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How to immediately block a user’s access to the portal

When an employee leaves the company, you want to make sure they can no longer access the portal. Deleting the account is not always possible right away, because doing so would also remove the user’s historical data. This article explains how to block a user’s access without losing their history.

Why deletion is sometimes not possible

When you try to delete a user, you may see a message that deletion is not possible.

This happens when the user has historical data linked to a version that is still present in the portal. Even if that version is offline, the data remains connected.
The user can only be permanently deleted once the specific version(s) containing their historical data are removed from the portal.

If you need to keep the historical data, the better option is to block access by removing the user’s role.

Blocking access by removing roles

Follow these steps to immediately block a user’s access to the portal:

  1. Log in as an Administrator.

  2. In the portal, click the dashboard button, then select the lock icon.

  3. Go to the Users tab.

  4. Find the user account and click Edit.

  5. Open the dropdown under Roles and select the empty field (no role).

  6. Click Update.

The user no longer has a role and therefore cannot access the portal.

What the user sees

When the user tries to log in to the portal URL, a message will appear indicating they no longer have access.