How to delete an RMS User

Given that the housing and residence life field is a rather mobile one, the Sys Admin and/or the DBA will be called upon to delete out RMS users that are no longer working for the institution. Of course, one can always just make the RMS user inactive by deselecting the Active box, but that does not reduce the number of records in the user set-up table. There are times when it is preferable to delete users rather than just making them inactive.

The first set of steps is for those clients on build 5.3.005 and above. For those clients on a lower build, please use the second set of instructions.

Build 5.3.005 and above
Navigate to Admin/Users/Data-Access Rights and select the user to be deleted by clicking on the blue square associated with the record line.
The next step is to click the Edit User Access button to produce this pop-up screen.

Next, one must remove access to any dataset the user has access to and the user cannot have access to any group that s/he is a member. Click the Close button, highlight the record line again, and click the Delete button below.

This does NOT remove any reference to said user elsewhere in RMS, like the room management screen.

For Builds Under 5.3.005
Navigate to Admin/Users/Data-Access Rights and click on the Edit link of the user you wish to delete. Click within the Selected Database column and note the databases the user has access permissions. Then navigate to Admin/Users/RMS Users/Permissions and search for the user to be deleted.

Select the dataset the user has permission to and wait for the permissions to load. Once they load, uncheck the Access to Dataset box located under the dataset field.

Once the box is unchecked, the permission grid disappears.

Repeat this step for each dataset the user has access rights to; we are doing this since one cannot delete users if they have access to any dataset. Once all access rights have been removed, return to Admin/Users/Data-Access Rights screen. Locate the user to be deleted (note that no values are in the Selected Database column); select the user by clicking on the blue box; and click the delete button.