Archiving, restoring and deleting users

Cyberdise does not remove a user from the system when they disappear from your directory. The user is archived instead, so campaign results stay attributable after someone leaves the company — which is what you need when an incident has to be reconstructed months later. Deletion remains possible, but it is a separate, deliberate step.

This article covers the day-to-day handling. For the concepts behind it — the three user statuses and the three kinds of group — see User Management.

Where archived users live

Open Groups & Users and switch to the System Groups tab. Cyberdise maintains three groups there and keeps them filled automatically:

You cannot add or remove members by hand — membership follows the user's status.

How a user becomes archived

Archiving happens on its own as soon as a user is in no base group:

• LDAP or Azure — the user is gone from the directory and disappears on the next sync.
• Manual or CSV — an operator removes them, or a CSV import that synchronises the

group no longer contains them.

The status changes to *archived* and the date is recorded. The Users tab of the All Archived Users group shows both, in the Status and Archived at columns.

Restoring a user

A user comes back automatically when they are added to a base group again. You can also restore them from the archive directly:

1. Open Groups & Users → System Groups → All Archived Users → Users.
2. Tick the users you want back. Restore N selected appears above the table.
3. Select it. The per-row restore icon does the same for a single user.

On restore the user becomes *active* again, the archiving date is cleared and their history comes back with them. Group membership is then re-evaluated against the current groups and dynamic group conditions — a restored user does not simply reappear in the groups they were in before, so check that they land where you expect.

Deleting a user permanently

Only an archived user can be deleted, and deletion cannot be undone.

1. Open All Archived Users → Users.
2. Tick the users and choose Permanently delete N selected.

Name, e-mail address and phone number are replaced by an ID, and the deletion date is recorded. The user moves to All Deleted Users. Campaign statistics are kept and stay attached to that ID, which is the point — reporting totals do not change when someone is removed.

Archive first, delete only when a retention policy requires it. An archived user keeps full history and can be restored at any time; a deleted one cannot.

Deleting automatically after a retention period

A realm can delete archived users on its own once they have been in the archive long enough. The retention period is set per realm by a tenant operator, as a number of days between 1 and 36500. Leaving it empty means automatic deletion is off — which is the default.

The clock runs from the archiving date, not from the last campaign or the last login. A scheduled job picks up archived recipients whose archiving date is older than the retention period and anonymises them exactly as a manual permanent deletion would, and each removal is written to the event log.

Automatic deletion applies to recipients. Operator accounts are not touched by it.

Related

• User Management
• Groups & Users - Base Groups
• Dynamic User Groups with Conditions