Inactivating, reactivating and deactivating Locations

Content Manager enables administrators to inactivate Locations to make them unavailable for users. This means that users cannot use the Location against any records or other Content Manager items any more. For example, they will not be able to make that Location a record owner. The advantage of deactivation over deletion is that you can always easily reactivate the Location and use it again.

To remove access to Content Manager for a user, but still enable other users to use the Location in Content Manager, use the Location properties Profile tab option Accept logins for that user, using credentials instead. See Profile page.

Inactivation takes effect on a date that you enter against the Location's properties, which you can also make a past date for immediate inactivation.

If a Location has an Content Manager user login, then making the Location inactive or deactivating a Location will also remove access to Content Manager for that user.

For security reasons, reactivating a Location by using the Location properties Active tab does not make that Location an Content Manager user again. Follow the instructions below under Reactivating an inactive or deactivated Location to enable that Location to log on to Content Manager again, if required.

Content Manager also has a concept of Deactivating a Location. This option differs to making a location inactive in that it removes all of the location's network login details as well as deleting any objects, such as saved searches, user labels, and requests the location is the owner of. This allows for organisations to re-use network login details if required.

An inactive/deactived location cannot be used as an object owner, or as a responsible location, such as an assignee for records.

Making a Location inactive

1. Right-click the Location to make inactive and click Properties
2. In the Active tab, set the Active date range for the Location.

   To deactivate the Location immediately, enter a past date in the Active To field.

   Content Manager will change the active indicator icon from the Location type icon to an inactive icon: .

   If text appears in the list pane or view pane, Content Manager will change Active to Not Active, which means that the inactive Location will not appear in some Location lists and users cannot use the Location to log on to Content Manager.

   When you click OK, Content Manager clears the Location properties Profile tab option Accept logins for that user, using credentials, which also removes access to Content Manager for that user. See Profile page.

   This also removes the user from the total number of counted licensed users. To see current information about the users of your Content Manager license, on the Help menu, click Setup Information - Software License - Seats.

3. Click OK.
   The Location is inactive after the date you entered in the field Active To.

Deactivating a Location

1. Right-click the Location to be deactivated.
2. Click Deactivate. A warning will be displayed:
   

   Deactivating a location removes all login credentials for that user account. It will also remove the user from all access control lists and remove any requests, check in styles or saved searches owned by the user.
   Are you sure you wish to deactivate <username>

3. Click OK to continue with the deactivation.

Content Manager will change the active indicator icon from the Location type icon to an inactive icon: .

Reactivating an inactive or deactivated Location

1. Right-click the inactive Location and click Properties
2. In the Active tab, set the Active date range for the Location.

   If the Location is to be reactivated immediately, enter a future date or no date in the Active To field.

3. If this Location should also be able to log on to Content Manager as a user, select the Profile tab
   1. Select Accept logins for this user, using credentials
   2. Fill in the fields User Name, Domain Name and Until Expiry Date as described in Profile page
4. Click OK.
   The Location has been reactivated.