Remove a user from Practice Manager

If you want to deactivate a CCH iFirm user account you need to carry out extra steps if the user is a Practice Manager resource. If the user has been allocated to jobs, you need to remove all resource allocations BEFORE you can deactivate the user account. You may also need to change the job owner of any jobs the user is the owner of, and redirect automatic emails if they are set up to be sent to the user. This ensures all of the user’s jobs are taken care of, as all allocated work is transferred to someone else and jobs are owned by someone else. It also ensures the user no longer receives any Practice Manager emails or appears on any Practice Manager reports.

If you are completing these steps as part of the process of reassigning a user account (changing a user), you need to go back to complete the other steps when you are finished here. 

The following case study may apply to your firm, if you have used up the maximum number of user accounts that come with your CCH iFirm license. The process of changing a user gets complicated when Practice Management resource allocations are involved.

Situation: You want to add Anne as a new user to CCH iFirm to replace Jennifer, a CCH iFirm user who has recently left your company. However, you do not have enough licenses in CCH iFirm to simply add a new user account for Anne. You need to deactivate another user account first. You cannot deactivate Jennifer's account yet because she was allocated as a resource to a lot of jobs and therefore, has a lot of hours that you want to reallocate to Anne. You cannot reallocate the hours to Anne because she is not a user in CCH iFirm yet.

Recommendation: Deactivate another user account (Chloe) temporarily, so that you can add Anne as a new user. You can then remove the allocations from Jennifer and allocate them to Anne. Once this is done you must deactivate Jennifer's user account (as she has left the company), so that you can reactivate Chloe's user account (current staff member).

Workflow and Resource Manager

You first need to search for all the user's automatic resource allocations, then reallocate them to another user, either individually or in bulk.

  1. Click Jobs > Resource Allocations.
  2. Click the Search button  to access the search filters.
  3. Select the user from the Resource list, for example Jane Doe. 
  4. Click Search - the list on the page updates to display only Jane's automatic resource allocations.

  1. Reallocate the user's automatic resource allocations to someone else, using your preferred method (or a combination of both):
  2. Change the resource for an individual automatic resource allocation.

If you use this method, you can make the new resource (user) the job owner at the same time, if required.

Jobs - View, Add and Edit Jobs

You first need to search for all the user's resource allocations that were manually added to jobs, then reallocate them to another user, by either setting up automatic resource allocations or manually adding new resources to the jobs.

  1. Click Jobs > Jobs.
  2. Click the Search button  to access the search filters.
  3. Select the user from the Resource list, for example Jane Doe. 
  4. Click Go - the list on the page updates to display only jobs in which Jane was allocated as a resource.

  1. Reallocate the user's manual resource allocations to someone else, using one of these methods:
  2. Add automatic resource allocations for the clients that appear in the list. This will save time in the future if you ever need to make changes again.

When you add automatic resources you can make the new resource (user) the job owner at the same time, if required.

Jobs - View, Add and Edit Jobs

If the user was set as the job owner for any jobs, a new owner must be set for each of those jobs. If you do not change the job owner while reallocating resources, you need to identify the jobs the user is the owner of and then manually edit each one to change the job owner.

  1. Click Jobs > Jobs.
  2. Click the Search button to access the search filters.
  3. Select the user from the Job Owner list.
  4. Click Go - the list on the page updates to display only jobs in which the user (Jane) was the owner.
  5. Change the job owner for the jobs in the list.
  6. Open CCH iFirm in another browser tab, so that you can edit jobs in one tab and keep your list of jobs open in the other tab.
  7. Locate and open the first job > click Edit details to open the Job Setup page.
  8. Select a new Job Owner from the list.
  9. Click Save.
  10. Repeat for all other jobs on the list.

Settings - Practice Management

If the user was set up to receive any automatic emails, you need to remove that user's email address so that they do not get any more emails from CCH iFirm. You can add another user's email address, if required.

  1. Click Settings > Practice Management > General Settings > Automated Emails tab.
  2. In the Daily tasks e-mail notifications are sent to box, remove the user's e-mail address.
  3. Add another user's name, if required.