The below guide will show you how to delete a user in Virtual Cabinet with documents in their work in progress.
The Issue:
Normally, after a user no longer needs to access Virtual Cabinet, a user with administrator access can delete the unwanted user to free up that license to be reused.
However, there are times when Virtual Cabinet will display a warning stating that "this user cannot be deleted because there are documents in their work in progress".
The Solution:
The following step-by-step guide explains how to log in as the user you wish to delete and remove those documents so the user can be deleted.
- Log into Virtual Cabinet with an account with Administrator access, go to the User’s and Groups area.
- Click on View Users.
- Locate the user that you currently cannot delete.
- Left click once on the user you wish to delete so they are highlighted in blue, (for my example I will use a user called Aidan Hickey) and then click the Edit button.
- Take note of the username (Aidan.Hickey) and type a new password, for our example we will use a password of “password123”.
- Close VC.
- This is the tricky part, hold left shift on your keyboard and double click on the VC icon in your desktop, keep holding shift until you get a login screen. Like this:
- Type the username and the password for the user.
- If all goes well, you should be able to log in as that user (Aidan.Hickey).
- Go to work in progress; then right click on the document, here there are two choices; save or discard; if you are on the user that has left PC, you can click Save, and it will find the document in the edited documents and save the latest changes that the user made, however sometimes the user has been already cleared, along with the profile, so you will need to click on discard (this will discard all the changes that have happened from the time the user checked out the document, and the moment you are discarding changes).
- You will now be able to check their intray as well to make sure it is empty (otherwise you can send the documents to your intray, or index them).
- And then you can log on to VC as the admin and delete the user.