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[Jeane Meade]

NAV 2015

What are NAV management “best practices” for NAV users no longer with the company?  Change their posting date or rename them or remove them altogether?  What about the SQL server?

Thanks!

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Jeane Meade
IT/DBM
Sheldons’, Inc.
Antigo WI
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[Kris Ruyeras]

Great question! I normally just disable them from AD, then from NAV.

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Kristoffer Ruyeras
Director of Business Technology
Seattle, WA
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[Lewis Rosenberg]

I used to delete the user.  Now I use EasySecurity, so I usually delete the user in the NAV company and EasySecurity marks the user as deleted in the EasySecurity company, keeping a record of the permissions they had.

Some people will argue that it is best to keep the user account, but disable it so that you have the history for any audits, etc.

Some will argue that it is best to keep the system clean and secure and deleting the user completely is the best way to do that.

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Lewis Rosenberg
IT Manager
Mars Fishcare
Chalfont PA

NAVUG Board of Advisors, Programming
NAVUG Programming Committee
NAVUG Membership Committee
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[John Bellinger]

We set State to Disabled in the User page, delete them from the User Setup page, remove them from Warehouse Employees, and then we also have a third party time collection product were we mark the employee as terminated.   

John Bellinger | ERP Manager | Activar, Inc.
9700 Newton Ave. S. | Bloomington, MN 55431
Office: 952-392-3912 | Cell: 612-719-0289 | Fax: 952-837-1221
jbellinger@activar.com | http://www.activar.com

 

——Original Message——

I used to delete the user.  Now I use EasySecurity, so I usually delete the user in the NAV company and EasySecurity marks the user as deleted in the EasySecurity company, keeping a record of the permissions they had.

Some people will argue that it is best to keep the user account, but disable it so that you have the history for any audits, etc.

Some will argue that it is best to keep the system clean and secure and deleting the user completely is the best way to do that.

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Lewis Rosenberg
IT Manager
Mars Fishcare
Chalfont PA

NAVUG Board of Advisors, Programming
NAVUG Programming Committee
NAVUG Membership Committee
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[Meenakshi Singh]

I prefer to disable the login in NAV that way we have the record of all the permissions that the user had and user stays disabled in NAV for any accidental access.

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Meenakshi Singh
Manager of Business Applications
Home Market Foods, Inc.
Norwood MA
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[Joe Shields]

I do the same as other have posted. Disable AD Account, Block NAV user and disable SQL server Account.

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Joe Shields
Advanced Media Technologies
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[Jeane Meade]

Thanks everyone for contributing to this conversation. 

There are two places to set up users in NAV 2015 –
1.  IT Admin/General/Users (profile/role and permissions)
2.  Application Setup/Users (posting date and other details). 

Are you disabling in IT Admin and deleting from Application Setup?

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Jeane Meade
IT/DBM
Sheldons’, Inc.
Antigo WI
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[Ben Baxter]

You should disable from the “User” Table (IT Admin).  This is where their ability to actually log in to the database is controlled.

The second table is “User Setup”, which does not control access to the database.  Deleting the user from this table would still allow them access to the database until the “User” table record is disabled.

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Ben Baxter
Consultant
Accent Software, Inc.
Carmel IN
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[Mike Hitzhusen]

We prefer to take the user out of NAV entirely: user table, user setup, other module or add-on setups, etc.  As part of our audit procedures, we are regularly reviewing permissions and so have records for the permissions outside of NAV.  Removing the user keeps user administration simpler for the active users.

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Mike Hitzhusen
Application Manager
Intrum Justitia
Schiphol-Rijk
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[Jeane Meade]

Is there any concern about deleting the user from both tables as it relates to their user name on archived documents, journals, receipts, etc?

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Jeane Meade
IT/DBM
Sheldons’, Inc.
Antigo WI
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[Linda Landers]

Becareful if you use document approvals.
I found that deleting a user in the ‘Approval User Setup’ while any unapproved documents exist creates an issue. This is in NAV 2013 R2. I do disable the User in User Setup and date it, then check for unapproved documents prior to removing.
Also, if the user will be replaced, I keep the roles so I can just copy the rows and paste them into the new user.

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Linda Landers
Business Systems Analyst-Microsoft NAV
Ellsworth Adhesives – Corporate Services
Germantown, WI
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