TABLE OF CONTENTS
Overview
Ezekia has options to either delete a user profile entirely, reassigning its records to another user, or to disable the profile, so that it remains present and retains ownership of all its records, but cannot be used.
It is possible to create a new user profile in a disabled state, so that you can enable them when appropriate. Only when they are first enabled will they receive their 'Welcome' email to set up their password.
You need to be an administrator to disable or delete user profiles.
Deleting a User Profile
Use this option if the profile is no longer needed and will not be required in the future, and no reporting of ownership or billing activity against the profile is required. If the deletion results in a permanent reduction to the number of licences you need, please advise us so that we can amend your invoices.
Via the 3 line icon in the top right corner, navigate to the Settings, Permissions page (1). Click the bin icon of the person you want to delete (2). On the next panel, enter the name of the person you want to transfer any owned records to, and select them from the list. Note that the new owner needs to be in the same permission group as the person being deleted. If they are not, cancel the deletion and change the permission group of the person being deleted. Click the bin icon again to restart the deletion process.
Click the Delete button (4) and the profile will be removed. All owned records will change to the new owner, but any notes made by the deleted person will still show their name.
Disabling a User Profile
Use this option if the user is likely to need to use Ezekia again in the future, if you want to keep the owned records under their original ownership, or if the user has records on the billing pages, either as record owner or is included on fee splits. The profile will continue to appear in ownership or billing reports, but can not be used again unless it is re-enabled. Users that have been disabled are not charged a licence fee - if the profile will be disabled for the long term and results in a reduction to the number of licences you need for that time, please advise us so that we can amend your invoices.
Via the 3 line icon in the top right corner, navigate to the Settings, Permissions page (1). Click the 'No entry' icon of the person you want to disable (2). On the next panel, you can optionally choose to send an email to the user (3), advising them that their profile has been disabled. Click button (4) to disable the user.
Re-enabling a User Profile
Please advise us if you re-enable a profile, and this will result in an overall increase in the number of active users at your firm.
To re-enable a user profile, click the link shown in the Permissions page to display disabled profiles (1). The disabled profiles will then appear underneath - click the 'No-entry' icon (2) on the required profile to enable it again. On the next panel, you can optionally choose to send an email to the user (3), advising them that their profile has been re-enabled. Click button (4) to enable the user.
The user's password will be the same as they had before they were disabled, but they can then request a password reset if necessary.
Note that profiles that were previously disabled for you by our support team will need to be re-enabled for you by our team (they will typically have the word DEACTIVATED appended to the surname). Please contact us with the name and email address of the user if you need to do this.