Posted by The Team at Mindmatrix on 21 July 2015 06:43 AM

When you add a user to the system- they are automatically emailed with the link to the login page, their username, and a temporary password. This password will expire. You must notify your newly added users to let them know to check for the email. It may go to their spam or junk folder. If they do not receive the email, the only way to send a new email is to go to your main login page and click on “Forgot your password?”. A new email will be sent to reset their Password. Go to Users in the Setup tab and select User Management, then Users.   Click on “Create” to make a new user. Give your new user a user name (email address is easiest), add their email address, first and last name, and click on save. Your new user will receive an email with login instructions.   While creating an account, assign users to their respective organizations. You must assign your new user to a group so they have permissions. Go to the Groups tab and click on a group to add your new user to the group. After clicking "Next," you will be directed to the summary page. On this page, you will find options to enable or disable the temporary password delivery to the new user you are creating. Once you have finished creating your user, click “Finish”. The newly created users will be visible on the below users (Setup>User Management> Users) page:

User Archiving Functionality

A new enhancement has been introduced on the Users page that allows authorized administrators to archive users, providing better management of inactive user accounts.

Who Can Archive Users:

• Super Admin users: Full access to archive functionality

• Users with full permissions on Users module: Must include delete rights to access archive capability

Access Path: Navigate to Setup → User Management → Users to access the archive functionality.

Use Cases:

• Employee Departures: Archive accounts for employees who have left the organization

• Seasonal Workers: Manage temporary or contract user accounts

• Compliance Requirements: Retain user records for audit purposes without active access

• License Management: Free up active licenses while preserving user history

Important Notes:

• Archiving is reversible - archived users can be restored if needed

• Archived users retain all historical data and activity records

• Only users with appropriate permissions can archive or restore users

• Archived users do not consume active user licenses

Conclusion:

This archiving functionality provides administrators with better control and flexibility in managing user accounts. By offering a non-destructive alternative to deletion, organizations can maintain clean active user lists while preserving historical data for compliance, reporting, and potential future reactivation needs.