Deleting a User is a task performed by System Administrators, but its impact appears on the App side. Apps that reference the deleted User – such as in the Operator settings – will experience an App settings error. Because a deleted User cannot be restored with the same ID, the only way to resolve the error is for an App Administrator to modify the App settings.
In this article, we will explain the procedure for deleting Users without triggering errors. This guide is intended for System Administrators.
Procedure Overview
- Identify affected Apps using “Apps referring to the user”
- Request each App Administrator to update their Operator settings
- Confirm that the changes have been completed
- Delete the User
Identifying Apps Referencing the User
Go to [System Settings] > [User List], open the target User, and click [Apps referring to the user] located at the bottom of the User Info section on the right side of the screen (above the Affiliation section). A list of Apps where the User is specified in the App definition will be displayed. This button is visible only to Users who hold [System Administration] privileges in addition to [User Management] privileges.
Request the App Administrator of each identified App to change the Operator settings to another User or Organization. Determining which setting values are correct depends on the business intent of that App. Because System Administrators cannot make this judgment, the App Administrator must decide on the changes.
When to Use the “Will be deleted in the future” Checkbox
When you edit a User’s properties and check [Will be deleted in the future], the following two things occur:
- Apps referencing that User (e.g., in the Operator settings) will immediately display an App settings error
- Selecting that User as a candidate in the Operator settings will result in an App settings error (displayed with a strikethrough in candidate lists)
While checking this box prevents new references from being added, checking it before making requests means App settings errors will be displayed continuously in the meantime. If you prefer to proceed without displaying errors, check the box after App Administrators have completed their setting changes. If you prioritize preventing new references from being added, check the box first, notify App Administrators that an error will appear, and then make the request.
Deleting Users
Tasks assigned to a deleted User cannot be processed as they are. Before deletion, either have the target User complete their tasks or have a User with Control privileges reallocate them to another User via [Reallocate]. Because handling remaining tasks is at the discretion of the App Administrator, inform them of the plan to delete the User in advance.
In the Case of Organizations, Titles, and Roles
The concept remains the same. Features such as [Apps referring to the organization], [Apps referring to the position], and [Apps referring to the role] are available, all of which require [System Administration] privileges.
For Organizations, there is a restriction on the ability to delete. Parent Organizations that have child Organizations cannot be deleted, so please delete all child Organizations first.
In the Case of App-Sharing Add-ons
If you delete Choice Masters, PDF Forms, or Service Task Definition Files registered under [System Settings] > [App-Sharing Add-ons], Apps referencing them will encounter App settings errors. Before deletion, check with App Administrators to verify if any Apps are currently using them.
Unlike Users or Organizations, errors with add-ons can be resolved by re-registering them with the same name and content.
How to handle errors after they have already occurred is explained in “App Settings Error That Occurs Even Though No Settings Have Been Changed” (for App Administrators).
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