Disable user accounts when access is no longer required, either temporarily (for extended leave) or permanently (when a user leaves the organization).
Disabling a user removes system access while freeing the license for reassignment. This supports effective access control and ensures only users with a valid business need retain access.
Before disabling a user, confirm:
Access is no longer required.
The user’s responsibilities, ownership, or access have been reassigned, as needed.
In this scenario, Marcus Lee is transferring to a department that does not access GEMS. Since he no longer has a business need for access, we will disable the account to remove his access and free the license for reassignment.
1. Navigate to the User Search screen. Locate or search for your user and select their USER NAME. In this example, we will select [email protected].
2. The user’s Basics Screen displays. Click EDIT.
3. The Basics Screen displays in edit mode. Tick the Account Disabled checkbox.
4. A confirmation message appears. Click OK.
5. Click SAVE.
The user account is now Disabled.
Tip: Disable users instead of deleting them from your GEMS database. Deleting users removes the ability to identify who performed actions in the system, creating gaps in accountability and reduced audit transparency.