Disabling users in Sparkrock 365

Information  

• Products: Sparkrock 365 
• Summary: How to disable users in Sparkrock 365 (Terminated Employees)  

Details  

This document describes how to disable SR365 users after they are no longer with the organization. These instructions are not about HRP termination, but rather how to keep users out of SR365. 

Microsoft recommends inactive users should be disabled. This will keep links to existing records needed for audit purposes. Deleting users leaves orphan records associated to said user. 

Possible scenarios involves disabling a terminated employee whether Teachers, principals, VP or Managers. Notice that Microsoft recommends to disable users under Microsoft 365 Admin Center. This is done by your IT (Information Technology) team. 

Resolution 

Generally, IT departments will disable a user's access in Azure Active Directory or Microsoft 365 Admin Center by removing the users Dynamics 365 license and removing them from any Dynamics 365 License or Security Group memberships. However, for added security, user access can also be disabled for Sparkrock 365 and mySparkrock. Steps also available as visual step-by-step guide.

Disable Access in Sparkrock 365  

1. Go to users page and find the user that needs to be disabled. Open their profile. 

1. Click the status drop down and select disabled. 

1. Click "OK". Notice that MS recommends to disable this under Microsoft 365 Admin Center. This is done by your IT team. User can still be disabled at the Sparkrock 365 level 

Disable Access in mySparkrock 

1. Under MySparkrock user setup, open the user that needs their MySparkrock access revoked 

1. Click "Show more" 

1. Under Allow Access To, add a date in the past. This will effectively remove their access to MySparkrock. 

Impact / Risks  

Microsoft recommends not to delete the user card as the user transactions will be deleted. An auditor might want to know who made certain change, and keeping the user (disabled) will allow for their changes to still be visible in the system, as long as Change Log is enabled for those fields.

Workaround  

Not Applicable. 

Related Information  

Not Applicable. 

Update History  

Keywords/tags  

Disable, Delete, Remove, Users, Employee, Access, SR2016, SR365, Sparkrock, mySparkrock. 

Attachment  

Not Applicable.