How do I terminate a user?

1. Lock the user out of the system. Locking a user prevents the user from logging in to the SAP Ariba solution. For instructions, see How to lock and unlock a user.

2. Complete one of the following choices:

   • Delegate the user’s authority to another user. For instructions, see How to create or end a user delegation. The delegatee can act on all in-process approvable documents in the same way as the locked user (approve, receive, reconcile, and so on), but cannot create new approvable documents. For information on closing long-running approvable documents, see the user guide.

   • Reassign an approvable role to another user. For more information, see About reassigning approvable roles.

3. After all in-process approvable documents have been processed, end the delegation.

4. Deactivate the user. When you deactivate a user, the user is no longer active or visible in the SAP Ariba solution.

How to deactivate and reactivate a user

Make sure the user is also not maintained in the imported csv files from your source of truth to avoid it being reactivated. Remove the user you want to deactivate from the following comma-separated value (CSV) files:

SharedUser.csv
User.csv
SharedUserSupervisor.csv
SharedUserShipToAddressMap.csv
GroupSharedUserMap.csv
UserPCardMap.csv
ResponsibleUser.csv

Important: Make sure that all the users which should remain active appear in these CSV files. Also note, which .csv file to be updated is dependent of on each customer's unique data management workflow of choice. If you are the administrator and unsure of which files your company uses please refer internally advisement to ensure you are updating the applicable files.

Note: The deactivated user remains on all in-process approval flows. If a deactivated user is a serial approver, then the requester might have to withdraw or edit the document and resubmit it with a different approver.

Users that use SSO to login will also not be allowed in the SAP Ariba solution once they're deactivated, facing the following message: Your account is either deactivated or locked. Contact your administrator to activate or unlock your account. Get in touch with your Identity Provider team to deactivate the user's SSO credentials.

To confirm successful deactivation, users will not appear in in the CSV files once deactivated in the database. For more information about using data import tasks to maintain users, see the Common data import and administration guide for SAP Ariba Procurement solutions

Core Procurement > Core Administration > Core Administration User Management
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