For the security of the information in your a2z Global Admin (GA) and as a best practice, we recommend reviewing your user list periodically. You can contact your a2z project manager to provide you with a list to make sure only your active and valid users have access to log in.
Here are some tips to help you maintain users your a2z system:
Disable Orphaned User Accounts
As soon as a team member or a vendor stops working with your organization, it is important to ensure that they do not have access to your a2z system. Please contact your project manager and request that their account be deactivated
Once a user is marked as no longer active, two things happen in a2z GA. It prevents the old user from logging in, and it keeps your data intact and attached to a distinct user.
Note - you are allowed to have as many valid users as your organization needs.
Create a New User Account Instead of Modifying an Existing One
Instead of modifying the user name and recycling an old user account, contact your project manager to add a new user with appropriate access level for a new team member. Please provide the user's full name and email address; a job title is also helpful.
The issue with re-utilizing the old user login is that every action taken under the old team member's account would now belong to the current user. This creates a data integrity issue since you will no longer have a clear history of what the previous user did or didn’t update in your system.
Update Incomplete User Information
If the Full User Name field is empty, take a moment to let your project manager know who that User ID belongs to. When you are searching for specific users, this will make it easier to see your current user names.
Provide Valid and Unique Emails
From time to time, your a2z Project Manager may need to contact specific users to support their issues or questions. It's, therefore, important to provide only valid and unique email addresses for each of the users in your a2z system.
While this is only a few of the recommended best practices, they are critical to maintaining your a2z system. If you have other suggestions on how to best manage your users, let your a2z project manager know.