Deactivate and Remove Groups and Users

Note: This article outlines how to remove groups and users within a project. If you are a Site Administrator of a Firmex Subscription site and you'd like to remove users from multiple projects or the entire site, go to this article: Remove Or Archive Users From Firmex Site

Deactivating vs. Removing vs. Deleting Groups and Users

In Firmex, groups & users may be removed, deactivated or deleted.

• If a user has logged in, they cannot be deleted or removed, as there is an audit trail of their activity in a project. For that reason, the user may only be deactivated. Deactivating users removes their access to the project.
• If a user has not logged in, they may be removed.
• If a group is empty (it does not contain any users), it can be deleted.
• If a group contains users, its status can be deactivated.

Group Status - Deactivate a group

The group status function lets administrators quickly deactivate or reactivate all the users in a particular group. A deactivated group can no longer access the data room, and will no longer receive document activity notifications.

 To change a group's status

1. From the Groups & Users tab, hover your mouse over the group's name and click on the drop-down menu.
2. Select Deactivate/Reactivate Group.

Delete a group

You may delete an empty group from a project. An empty group does not contain users.

To delete a group

1. In your project, click the Groups & Users tab.
2. Hover your mouse over the group you want to delete. Click the drop-down menu (down arrow) to the right of the group name, and select Delete Group.

You may reuse the deleted group's name in your project.

Remove or deactivate a user

You may remove a user who has not logged in to the project. 

To remove a user from a project

1. In your project, click the Groups & Users tab.
2. Hover your mouse over the user you want to delete. Click the drop-down menu (down arrow) to the right of the user name and select Delete.

Note: This option will not appear for users who have already logged into the project. 

To deactivate a user from a project

Deactivated users will not be able to access the project or its material. They will no longer receive document email notifications, and if DRM protections (No Print, Lock to Computer, and/or Expire Access) have been applied to downloaded documents, they will no longer open.   

1. In your project, click the Groups & Users tab.
2. Hover your mouse over the user you want to deactivate. Click the drop-down menu (down arrow) to the right of the user name and select Deactivate.