The Deny option gives you plenty of power over who can and can't access applications in your billing account. However,you may run into situations where you need to go a step or two further. You may want to be absolutely sure a user is not able to log into any QuickBase billing account using an email address within your company's email domain. Or, you may need to remove a user's record from QuickBase.
If denying a user isn't enough, you enter a technical support request to obtain the ability to deactivate and/or delete users.
You can enter a technical support case to request the ability to deactivate users. The Deactivate option lets you ensure that a verified user no longer has access to any application in any billing account in QuickBase. You can choose to reactivate users who've been deactivated. Reactivated users can once again log in to QuickBase applications to which they have access.
To use Deactivate, all of the following conditions must be true:
QuickBase technical support must have approved your request for deactivate permissions
Your company's email domain must be registered with QuickBase
Your email domain must match one of the domains that is registered with QuickBase for your company/billing account
The user's email domain must match one of the domains that is registered with QuickBase for your company/billing account
The Delete option removes a user's profile from QuickBase. You might choose to use Delete if you sent an invitation to the wrong user by mistake, or if you misspelled a user's email address.
To use Delete, all of the following conditions must be true:
QuickBase technical support must have approved your request for deactivate permissions
Your company's email domain must be registered with QuickBase
Your email domain must match one of the domains that is registered with QuickBase for your company/billing account
The user's email domain must match one of the domains that registered with QuickBase for your company/billing account
The user must be unverified in all accounts associated with the realm. An unverified user has registered but has yet to fully complete the process by clicking on the link in the verification email sent by QuickBase to confirm that the user really is at the email address given upon registration. Unverified users cannot sign-in. If a verified user changes his/her email address they can drop back to unverified status.
Note that QuickBase won't let you delete users who are already verified. If you try to delete a verified user, you'll get an error message saying that you don't have permission to delete the user.
Deleting an unverified user completely removes that email address from the billing account and removes access to any applications that were shared with that email address. Be aware that if the deleted user had been explicitly added to an application before you deleted the user, the deleted user will display as "??" on the Manage Users screen of that application. To remove the "??", simply check the box in the Remove column next to "??" and click Save Changes.
The Deactivate and Delete options remove a user's ability to log into any application in QuickBase. This is a big step and a simple typing error could lead to valid users being locked out of QuickBase. To ensure this doesn't happen, we ask you to submit a technical support case to request permissions to deactivate or delete users. Our technical support team verifies your request to identify and address any issues. Our technical support team also verifies that your email domain has been registered with QuickBase (this is required for you to deactivate or delete users).
To be able to deactivate or delete users, you need to:
Register your company's email domain with QuickBase, AND
Enter a technical support request for deactivation or deletion privileges.
QuickBase technical support will review your request and contact you with any questions.
You need to enter these support requests only once. Once your support request is approved, you'll see the Deactivate, Delete, and Reactivate buttons on the Manage your billing account > Users with Access tab. Select the users you want to remove and click the appropriate button to delete, deactivate, or reactivate them.
Tip: You may already have the ability to deactivate , reactivate delete users. To find out:
On the My QuickBase page, click Manage your billing account.
Go to the Users with Access tab.
If you have the ability to deactivate, delete, or reactivate users, you'll see the Deactivate, Delete, and Reactivate buttons at the top of the user list.
The Delete, Deny, or Deactivate options are so similar that it's easy to become confused about when each of them should be used. The following table outlines the differences and describes situations in which they should be used.
Option |
Description |
Use this option when... |
To access this option... |
Deny |
Prevents the user from accessing applications in your billing account |
...you want to deny any user access to applications in your billing account. You can use this option whether you've registered your company's email domain with QuickBase or not. |
...go to Manage your billing account > Users with Access. The Add to Deny List button is at the top of the list of users. If you have a large number of users, you'll see a filter page before the list appears, allowing you to focus on one subset of your users.
|
Delete |
Removes a user's email address from QuickBase |
...all of the following are true:
|
...you need to enter a technical support request. When QuickBase technical support has approved your request, you'll see the Delete button on the Manage your billing account > Users with Access page. |
Deactivate |
Prevents the user from logging into any QuickBase billing account |
...all
of the following are true:
|
...you need to enter a technical support request. When QuickBase technical support has approved your request, you'll see the Deactivate button on the Manage your billing account > Users with Access page. |