In order to maintain accurate historical records of user involvement, participation, and event attendance, users cannot be deleted from your campus community. However, dependent upon your campus’s authentication process, students may be restricted from accessing the site if they no longer have active status at your institution. If your campus uses a single sign-on authentication method (e.g., LDAP, CAS, Shibboleth, or Generic Pass-Through), then when your campus IT staff disables the user’s ability to log in through the campus authentication, the user will also no longer be able to access the Engage system.
As students leave your institution due to graduation, transfer, or any other reason, you can archive their associated user information within your Engage system, instantly ending their memberships while simultaneously preserving their involvement activity records for future reporting needs. Continue reading for an explanation on how to archive individual users, how to perform this action in mass, and how to undo unarchive users.
Archiving an individual user
To archive a user, access the user in the full User List in your Admin view. Click on the name of the user and then click Archive User at the top of the page. Archived users will no longer be able to log in to the system, all of their current memberships will end, and all of their membership invitations, membership requests, and system inbox messages will be removed.
Archiving users in bulk
While you can individually select users to archive, dealing with an entire population of students who have just graduated would be a cumbersome process. Engage offers a bulk archiving or unarchiving process to assist in these situations. The instructions below will help you remove graduated students from your system.
If your Engage system is connected to a campus single sign-on authentication system (e.g., LDAP, CAS, Shibboleth, or Generic Pass-Through), contact the appropriate campus IT representative and find out how long after graduation the IT department waits before disabling graduated students’ ability to use campus authentication. You should not archive a student in Engage unless you are sure your campus IT has also deactivated the user. Archiving a user who has not been deactivated by your campus IT could result in multiple accounts being created for that user should the student attempt to log in after being archived.
- In order to bulk archive users in Engage, you must provide one of three unique identifiers for your students: Engage username, campus e-mail address, or campus card ID number. In order to verify which you can utilize for the bulk archiving process, log in to your Engage system, click on the Admin view, then click on Users and User List. In the listing of active users, take note of whether the usernames or campus e-mail addresses match those officially assigned to student by your institution.
- Consult your institution’s registrar or other appropriate academic official in order to obtain a listing of the students who have successfully completed the requirements for graduation. This listing only needs to contain the unique identifier found in the step above.
- Contact the Campus Labs Support Team (firstname.lastname@example.org) with either a .csv or .txt file with only one column that contains a unique identifier (username, campus e-mail address, or campus card ID number) in order to set up a date to have your file of graduated students processed for bulk archiving.
Unarchive a User
If a user returns to your institution, you can unarchive them in the system, but only their profile information will be restored. It will be as if they are a brand new user to the system with no memberships or involvement. To unarchive a user, find that user in the Archive tab of the full user list. Click on the name of the user and click Unarchive at the top of the page.