In this article, we'll explain how the Leave Date in Learn can be used to automatically or manually disable a User account when the User leaves the organisation. An account may become un-enabled (and therefore the leave date populated) because:
- The automated people-data feed dictated it
- The User was manually unenabled (either by User import or by manually ticking the box)
- A Learn Administrator added the leave date manually
Whenever a User account is unenabled, the leave date will be automatically populated.
In some circumstances, the leave date field can be populated with a future date, for example, for a contractor who requires access to Learn for a set period only. In this scenario, the account will be unenabled when the stated leave date is reached.
You can check to see if a leave date has been populated by following the steps below:
Steps to view a User leave date
- Browse to the User area of Learn admin:
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Search for the User. Note that the default view is 'enabled' Users only. Change the selection in the drop-down menu If you're searching for a User who is already unenabled:
- Select the User's name to open their User profile
- Select Information from the User Administration menu
- Scroll to the end of the page to view the User leave date:
Steps to add a User leave date
Follow steps 1 to 5 above, then:
- Select the calendar icon
- Select a date
- Select Submit to save the change
Steps to remove a User leave date
If the User leave date is populated and you believe it should not be Follow steps 1 to 5 above, then:
- Select Clear
- Select Submit
- Select Details from the User administration menu
- Scroll to the end of the page and select the checkbox User is enabled
Note that if your Learn has an automated People-data feed, then the leave date may be populated - and the User unenabled again - when the datafeed next runs. If that is the case, then the leave date must be corrected in the source people-data.
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