Question

How to purge user records, carefully? If a user is deleted or purged, it is not possible to restore them, unless by creating the user again (manually, through the SIS XMLs or APIs).

Answer

The steps are:

1. Create a Set of Users. 
   • In Analytics, create what will be a basis for an Itemized Set. Ensure that the first column has the Primary IDs. The Header should be: USERNAME or Primary ID.
   • Or ,create a Logical Set of Users, from the Advanced Search.
2. As precaution, some libraries create a distinct User Group (e.g. Graduates 2021).  Ensure that the Expiry Date defines exactly the group which should be deleted. If so, run the job "Update/Notify Users" to change the users' definition.
3. Users can be removed from Alma from: Administration > User Management > Purge User Records.
   • Number of Days after Purge Date can be blank (more in the Online Help, link given below)
   • Specify correct User Record Type, as relevant
   • Specify the above unique User Group, e.g. "Graduates 2021", or expiry date.
   • "Waive Threshold" -  our experience lead us to recommend using the value of "1" or higher.

Additional Information

• NEW! See a "Best Practices" toolkit
• Find the Online Help page regarding "Purging Users".  
• Read more on "Configuring Delete User Policy Settings".
• How to create a Users Set? Visuals in: "Create User Set based on Analytics".

A movie (with clear instructions, albeit using outdated user interface) is attached: Attached file

Last Updated: 2-MAY-2021