19.3 Deleting Filr Users

When users no longer need access to your Open Text Filr site, you have two options to revoke their access to the Filr site: disabling or deleting their Filr user accounts.

19.3.1 Consider Disabling User Accounts Instead

Open Text recommends that you disable user accounts rather than deleting them, especially if there is a chance that a users might need Filr access in the future.

When you delete a user account, the deleted account can never be re-activated. Also, all files and folders that the user shared with other users are no longer accessible.

When you disable a user account, all the active shares from that user are still accessible. Also, the Filr administrator can use the Admin Console to edit the Filr share rights set on these shares. For more information about editing the shared settings, see Managing Shared Items in the OpenText Filr 23.4: Administrative UI Reference.

For information on how to disable a user, see User and Group Maintenance.

19.3.2 Deleting User Objects and Workspaces

Path: Port 8443 Filr Administration ConsoleManagement > Users > select the users to delete > Delete

Important Terminology

  • User Object: This represents the user in the Filr system and contains:

    • The user’s profile information, including the profile picture and other information the user has entered.

    • Access controls to Personal Storage, individually assigned Quotas, and individually assigned Sharing rights.

    If you delete a user object, the above information is permanently deleted from Filr and the user can no longer access Filr.

  • User Workspace: This is a physical location in the Filr system where the following is stored:

    • Personal Storage, including any files and folders that were shared with other users.

    If you move the workspace to trash, it can be recovered, as described in Recovering User Workspaces from the Trash.

    If you delete a user’s workspace, the Personal Storage associated with the users is permanently deleted and cannot be recovered.

    However, the User Object still exists, and the user still has access to Filr, the user’s assigned Net Folders, items shared with the user, comments, and so on.

Options

When you choose to delete users, you can select from the following options before confirming the action.

Table 19-1 Available Options when Deleting Users

Users Have Home Directories

Options Available and Actions Taken

  • Yes

  • Delete all selected user objects:

    1. Deletes the User Objects

      Cannot be restored.

      However, if the user is an LDAP user, a synchronization will create a new user account.

    2. Deletes the User Workspaces (Personal Storage).

      Personal Storage cannot be restored.

  • No

  • Move User Workspaces to Trash:

    1. Moves User Workspaces (Personal Storage) to the trash.

      Personal Storage can be restored.

    2. Does not delete the User Objects.

    3. You can restore the user workspaces from the trash, as described in Recovering User Workspaces from the Trash.

  • Delete User Workspaces:

    1. Deletes User Workspaces (Personal Storage).

      Personal Storage cannot be restored.

    2. Does not delete the User objects.

    3. If the user logs back in, a New User Workspace is created as if the user is new to the Filr system.

    • Delete User Objects:

      1. Also deletes the User Objects.

        Users no longer exist on the system.

  • Mixed (some yes, some no)

  • Move local user workspaces with only Personal Storage to the trash and delete others:

    1. Moves User Workspaces that do not reference Home folders to the trash.

      You can restore user workspaces that were moved to the trash, as described in Recovering User Workspaces from the Trash.

    2. Deletes user workspaces that reference Home folders.

    3. Does not delete the user objects unless sub-option is selected.

    • Delete user objects whose workspaces are deleted:

      1. Also deletes the user objects that are associated with the user workspaces that are being deleted.

      2. The users no longer exist in the Filr system and cannot log in.

      3. Neither the user objects nor the user workspaces can be restored.

  • Delete all user workspaces:

    1. Deletes all user workspaces, regardless of whether user workspaces contain a Home folder.

    2. Does not delete the user objects.

    3. The user workspaces cannot be restored.

    4. If the user logs back in, a new workspace is created as if the user is new to the Filr system.

    • Delete user objects:

      1. Deletes the user objects and the user workspaces from the Filr system.

      2. The users no longer exist in the Filr system and cannot log in.

      3. Neither the user objects nor the user workspaces can be restored.

19.3.3 Deleting an LDAP User

If you delete user accounts that were created by the LDAP synchronization process without following the instructions in this section, new users with the same name are created the next time the users log in or the next time the LDAP synchronization occurs.

User accounts can be synchronized to the Filr site with an LDAP directory. Although you can delete Filr user accounts, Open Text recommends that you disable them, as described in User and Group Maintenance.

If you decide to delete Filr user accounts, it is safer to manually delete than to delete them through the LDAP synchronization process. Because user accounts that are deleted cannot be recovered, ensure that you know exactly which users you are deleting; the only way to be sure is to manually delete them.

Manually Deleting User Accounts That Are Being Synchronized through LDAP

The following method is preferred for deleting user accounts from the Filr site if the accounts are being synchronized from an LDAP directory:

  1. In your LDAP directory, modify the User objects that you want to delete from the Filr site so that the User objects no longer match the LDAP synchronization criteria that you previously set.

    For information about setting LDAP synchronization criteria, see LDAP Servers and Synchronization in the OpenText Filr 23.4: Administrative UI Reference.

  2. In Filr, manually delete the user accounts, as described in Deleting User Objects and Workspaces.

Having LDAP Automatically Delete User Accounts Is Not Recommended

CAUTION:Open Text recommends against having the LDAP synchronization process automatically delete Filr users and workspaces because it might result in unwanted deletion of users!

For example, if the LDAP context is entered incorrectly and none of the users match the incorrect LDAP context, all of the users are permanently deleted.

For more information about configuring LDAP synchronization to automatically delete Filr users and workspaces, see For user accounts provisioned from LDAP that are no longer in LDAP sub-section in the OpenText Filr 23.4: Administrative UI Reference.

19.3.4 Recovering User Workspaces from the Trash

Path: Port 8443 Filr Administration Console Management > Users > Trash Can icon (upper right) > select a workspace to restore > select Restore

If you have deleted user workspaces, you can restore the workspaces from the trash.

NOTE:It is not possible to restore user objects that have been deleted.