Delete Resources / Users from Clarity

Products

• Clarity PPM On Premise
• Clarity PPM SaaS

Issue/Introduction

There are times when Clarity administrators are requested to remove / purge resources from the system. Is it possible to delete Resources or Users?

You want to purge some of the resources (who have been terminated prior to “x” number of years) from Clarity.

Environment

All Supported Clarity Releases

Resolution

• Deleting / Purging Resources or Users is not possible through the user interface by design to keep data integrity intact.
• Direct database action is not supported as this is high-risk, and could render the underlying data-set as unusable.
• Deletion of certain data, could potentially be in violation of Sarbanes-Oxley, federal audits, or other corporate review boards.

In scenarios where a Resource/User is requested to be removed, the current Best Practice method is the following:

1. Deactivate and lock the resource and user respectively in the application on both the Administration and Home properties page
   • Other users cannot assign deactivated resources or roles to tasks.
   • The inactive resource or role continues to appear in the resource list unless you filter it out. 

     1. To inactivate a user from both the Administration and Home - Resources side

        1. In the Clarity Menu, go to Administration, and from Organization and Access, click Resources.
        2. Click on a Clarity Resource
        3. Update the status to the appropriate level (inactive or locked)
           • Active: (Default) Activates and enables the resource for assignment projects.
           • Inactive: Deactivates and prevents the resource from being assigned to projects unless the filter is set to display inactive resources.
           • Lock: Prevents the resource from logging in to Clarity.
        4. This will inactivate the user from Home->Resources as well.

     2. To inactivate the user only from Home - Resources

        1. Open Home, and from Resource Management, click Resources.
        2. Open the resource or role.
        3. Clear the Active check box, and click Save.
   • Change the resource name if required (or resource ID if not financially enabled).
     1. Once a resource has become financially enabled the resource ID field becomes locked and cannot be changed.
     2. Reference Is it possible to change a Resource ID?
     3. Clearly mark the deactivated Resource names with "DO NOT USE" or your own variant, as part of the update
   • Remove security access rights associated with the user profile to release the licensing count reported on the License Information Portlets.

Additionally you should also consider the below actions:

1. Clear pending actuals and open timesheets, since those may post regardless of active state
2. Set Date of Termination on the Resource,  so any remaining curve is clipped at the termination date