Question

No Option to Delete Users in Forms

Forms Version 10

Updated January 27, 2022

asked on January 20, 2022

The help douments indicate that when Forms syncs users from the repository that any users that are no longer listed as Named Users will be marked as Invalid and will have an option to delete it.

https://www.laserfiche.com/support/webhelp/Laserfiche/10/en-US/administration/#../Subsystems/Forms/Content/Security.htm

However, this is not the behavior I'm experiencing. All users in Forms going back to when we started using Forms several years ago show in the system, including a ton of former employees.

I have several reports I have built to identify when forms are assigned to former employees, and have taken steps to prevent the system from automatically assigning forms to former employees, but it's not fool proof, and I still get staff members occassionally re-assigning forms to former employees.

Additionally, I'm going to be transitioning us from Repository users to LFDS managed users, which means that everyone will start using their domain users, but all their old repository users will still be there.

I want to be able to clean our the old user, if only to prevent staff from being able to reassign forms to users that are no longer in our system.

Is there possibly a configuration issue that is preventing Forms from recognizing when users no longer have named user licenses? Or is the ability to see that, change them to invalid, and allow them to be deleted something that was added on a new version of Forms (I'm on 10.2)?

0 0

Answer

SELECTED ANSWER

replied on January 27, 2022

I figured it out.

And I'm so incredibly mad at myself about it.

This hasn't worked right in years. I've been doing all these workarounds to deal with old users I couldn't delete, and new users not showing until the first time they logged in.

Years, I've been dealing with what amounts to a temporary workaround, because I didn't know better (they do say that the most permanent fix is a temporary one).

The user synchonization wasn't working at all. It said in Forms "last synchronized {timestamp in the last 24 hours}" every time I looked, no error messages, but it wasn't working. I had to get into the Event Viewer to realize what was happening with the sync saying it had happened, but not working right.

I had the wrong #&^%@#* password set-up in the Forms Configuration under User Authentication!!!

Forms was talking fine to Workflow and the Repository for archival of forms. It showed current "last synchronized" and the users did show up (after they logged in the first time). So I never realized that it was configured wrong and just thought that maybe it would work after I eventually upgraded Forms.

YEARS!!! Argh!

0 0

replied on January 27, 2022

Interesting, I have no idea how users could possibly login or get accounts when there is no connection to the repository.

Archived submissions continuing to work does make sense, since you configure this password in a diffferent area.

I just don't see how new user accounts were getting created.

Workflow creates a $ service user when you hook it up to the repository, instead of the user you initially connect with.

Forms always states you need a Named User License to attach it to the repository, but I found this is not true, you can remove the license after you connect and it stays connected. This means you can create a service account that is never touched in any other way, with no license, that just sits in your Laserfiche Users list along with Admin.

0 0

replied on January 27, 2022

And that's how I was able to get into this status of the sync not working, and my not realizing that it wasn't working. Because they were still able to log in.

0 0

Replies

replied on January 24, 2022

I have never seen this happen, they always turn invalid when I remove their named user license and sync. If they did not, you could share 1 license amongst unlimited users for Forms access.

0 0

View 2 previous replies

replied on January 24, 2022

From my testing, I know that they cannot login.

But I'm not given any option showing them as inactive and allowing me to delete them.

0 0

replied on January 24, 2022

Is it version 11? Might be something new going on. If, in the Administration Console, the column for Named User has a value of False, they have always become inactive for me.

0 0

replied on January 24, 2022

No, I'm on 10.2 currently. But I couldn't find any information indicating that it was functionality added after 10.2 or that it was a known bug in 10.2.

0 0

replied on January 24, 2022

As far as I know it is that way in every version, all the way back to the first Forms release in version 9. The only version I have limited experience with is version 11.

1 0

replied on January 24, 2022

Thanks @████████.

Hopefully someone from Laserfiche reviews this and has some idea of what is going on.

0 0

replied on January 26, 2022

I would love to know why this is not working, and maybe it will automatically get resolved as we transition to LFDS and eventually upgrade to Forms version 11.

However, in the meantime, I've determined a manual work-around...

I can manually mark a user as inactive in the database, which then gives me the ability to delete them from within Forms.

UPDATE [LFForms].[dbo].[cf_users]
  SET [is_activated] = 0
WHERE [username] = 'username'

0 0

You are not allowed to follow up in this post.

Question

Question

No Option to Delete Users in Forms

Answer

Replies

Sign in to reply to this post.