User Account settings have been expanded into more meaningful breakdown to indicate whether an account is Active. Numerous reports and pages in REPORTER have been updated with related search options, and workflows have also been updated to take the general “Active” status into consideration before initiating new records. Standard user management processes will also leverage these to minimize disruptions for employees who are temporarily inactive or change jobs, while still providing clean up options for those who have not been Active Unity in over a year.

• Active users are either Enabled Brickyard Accounts, or Unity Accounts with an Active Job and/or Student Record from HR or SIS.
• Active Unity users are those with an active Job Record in the HR Peoplesoft System and those with an active NC State University student record in SIS. 

This breakdown provides more granular identification of which users are appropriate to use within certain workflows.

For example, utilizing the Active Unity status, REPORTER provides systematic consideration for Unity users that can’t login with their Unity credentials anymore without restricting options around loading historical records or managing completed registrations.

• While this status helps to indicate someone has lost the ability to log in using their University Credentials, it should be noted that is not always the case. Depending on the specific person and situation, someone without active job and student records may still have an active login.
• Overall access to the System, and other campus systems, is managed through the Shibboleth Single sign on and the ‘Active Unity’ status will not prevent people from logging in.

In the system you will see the “Active Unity” field depicted by the following labels:  “Active Unity”, “Active NCSU Account”, “Active Unity User”, “NCSU Active”

The Active field is will be labeled either:  “Active”, “All Active”, “Active (Unity or Brickyard)”, “Active REPORTER user”

• For Unity Accounts, this is the same as the ‘Active Unity’ status
• For Brickyard Accounts, this is the same as the ‘Account Enabled’ status
  • Brickyard accounts will remain active unless specifically disabled by a REPORTER Administrator.
  • Accounts are only disabled because a duplicate exists or a Brickyard Account holder directly requests the account be disabled. At the time of being disabled, the account’s records are associated with a separate Active account to ensure their exclusion has no impact on other reports.
    • When resolving duplicate accounts or similar issues, we will be using a separate “Account Enabled?” status to shut off the account.
    • Disabled accounts are automatically excluded from search results/options

A number of workflows have also been updated to take into account whether the intended participant is confirmed as having active login credentials, before initiating new records. 

We are now enforcing the general Active status as a requisite to select people to register, assign, or initiate other new actions. Inactive accounts will still be available for the purpose of loading historical completions or closing out records, but you will not be able to initiate any processes with them. For example, you won’t be able to select former NCSU Employees and students to register for a future class, but you will still be able to cancel registrations or mark completion.

• They will remain available in situations such as:
  • Canceling a registration
  • Manage via Participant Management
  • Import historical completion (standard import rules also still apply)
  • Marking an existing registration as complete (standard attendance rules also still apply)
  • Unassigning Training
  • Employee has left the university and their Supervisor needs to remove training assignments from their Team page
• Unity users that don’t have an active job and are not enrolled as students cannot be used for the following:
  • Creating an active registration (not marking completion)
    • They cannot be registered for Webinar or Classroom instance that have a future end date
  • Assigning to required training
  • Recommend a course
  • List as Covered Individuals on a compliance form
  • Selected as Course or other Activity Admins

When searching you can use the following combinations to refine your results list:

• Exclude Inactive Unity users without excluding Brickyard users
  •  “Active” = Yes
• Only include active Employee and Students (exclude Active Brickyard users)
  • Active Unity = Yes
• Only include Active Brickyard accounts
  • Active Unity = No
  • Active / Active Brickyard or Unity = Yes
• Exclude Unity Accounts that are neither active employees nor students
  • Active / Active Brickyard or Unity  = Yes
• Only include Unity Accounts that are neither active employees nor students
  • Active Unity = No
  • Active / Active Brickyard or Unity = No