Admin - Deleting a user from Virtual Cabinet with Documents in their Intray and Work in Progress (Video)

This document describes how an administrator can safely remove a user account that still has documents in the Intray and Work In Progress areas. It covers logging in as the user, clearing documents and tasks, handling Work In Progress items, and then completing a clean deletion of the user.

Step 1: Open the Admin Area and Attempt to Delete the User

1. Select the Admin tab to open the administration section.
2. Go to the Users tab to view the list of users.
3. Select the user to be removed and choose Delete.
4. When the warning appears indicating that the user still has documents in their Intray, do not proceed with deletion, even though the system allows it. Best practice is to clear the Intray first to avoid any risk of documents being lost or missed.
5. Select Cancel on the warning dialogue so you can clear the user’s documents before deleting the account.
    

Step 2: Edit the User Profile to Capture Username and Reset Password

1. With the user still selected, choose Edit (or equivalent) to open the user’s profile.
2. Note the username displayed at the top of the profile; you will need this to log in as the user.
3. Set a new password for the user and save the changes so you can log in as that user.
    

Step 3: Force the Login Screen (If Auto Login Is Enabled)

1. If your Virtual Cabinet uses automatic login (you are logged in each morning without entering credentials), use the following shortcut to bring up the login box:
   • Hold down the Shift key.
   • While holding Shift, click the Virtual Cabinet icon in your taskbar.
   • Keep holding Shift until the login box appears.

Step 4: Log In as the User to Review Their Items

1. In the login box, enter the user’s username that you noted earlier.
2. Enter the new password you set and log in as that user.
3. On the homepage overview, review the summary of items (e.g. documents in the Intray, Work In Progress items, and tasks).

Step 5: Clear the User’s Intray Documents

1. Go to the Documents tab.
2. Confirm the number of documents in the Intray (for example, four documents).

3. Decide how you will handle these documents:

   • Index them as the user,
   • Delete them, or
   • Administer them in another appropriate way.
     In all cases, they must be removed from the Intray before deleting the user.

   4. To transfer the documents to another user (recommended), select all the intray documents, then either:

   • Right‑click and choose Send, or
   • Use Send on the toolbar.
5. Send the documents to an appropriate administrator account so they can review them later without delaying the user deletion process.
6. Confirm that the Intray is now empty.

Step 6: Reassign the User’s Tasks

1. Locate the user’s tasks (for example, via the Tasks view or relevant tab).
2. Select each task that belongs to the user.
3. On the toolbar, choose Reassign.
4. Reassign the tasks to an appropriate admin user or another responsible user.
5. Confirm that there are no remaining tasks assigned to the user.
6. Note that shortcuts do not need to be cleared; they are only links to documents and not the documents themselves. Even if a user has many shortcuts, deleting the account will not affect the underlying documents.

Step 7: Handle Work In Progress Documents

1. Open the Work In Progress tab for the user.
2. Identify any documents that are out for editing (for example, one document).
3. Be aware that if you are not on the user’s own machine (with access to their Windows profile or Virtual Cabinet profile), you will not be able to retrieve the very latest edited copy of the document.
4. If you do not have access to the user’s Windows or VC profile, your only option is to discard the version back into the system:
   • Select the Work In Progress document.
   • On the toolbar, choose Discard Version.
   • When prompted “Do you want to continue?”, select Yes.
5. Confirm that the Intray and Work In Progress areas are now empty for this user.
6. Log out or close the user session to return to your own admin account.

Step 8: Delete the User Account

1. Log back in as your admin account (if you are not already).
2. Open the Admin section and go to the Users tab.
3. Select the user whose Intray, tasks and Work In Progress have now been cleared.
4. Choose Delete to remove the user account.
5. Confirm that the user has been successfully deleted.