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How to Remove Users

Updated

1. What This Feature Does

The Remove Users feature allows administrators to permanently remove a user from the TitanFile subscription.

This action is typically used when:

  • A user leaves the organization
  • A user no longer requires access
  • An account needs to be deactivated for security reasons

Removing a user ensures they can no longer access the system or its data.

2. Who Can Use It

  • Admin users can remove users

Plan-Based Behavior

For All Plans

  • Admins can remove users from the subscription

For Enterprise Plans

  • Access to user management actions is controlled by role permissions
  • If a user does not have the required permission in their assigned role:
    • The action will not be available to them

Important

  • Removing a user is a permanent action
  • Once removed:
    • The user loses all access immediately
    • The action cannot be undone

3. Step-by-Step Instructions

A. Remove a Single User

  1. Navigate to Settings
  2. Select Manage Users
  3. Locate the user in the table
  4. Click the three vertical ellipses (⋮) under the Actions column
  5. Select Remove User

B. Configure Removal Options

After selecting Remove User, a confirmation popup will appear with the following options:

Removal Options (Default Settings)

  • ☑ Also Remove from Shared Contacts (Default: Enabled)
  • ☑ Notify Member of Their Removal (Default: Enabled)
  • ☑ Transfer All Channels to Another User (Default: Enabled)
    • Transfers ownership of all channels to another user
    • This option is disabled if the user does not own any channels
  • ☑ Remove from All Channels (Default: Enabled)

C. Optional: Transfer Channels During Removal

If “Transfer All Channels to Another User” is selected:

  1. Enter the email address of the user who will receive the channels
  2. Confirm the transfer
  • The channel transfer process will begin as part of the removal flow

D. Confirm Removal

  1. Review all selected options
  2. Click Confirm
  • The user will be removed immediately

E. Remove Multiple Users (Bulk Action)

  1. Select one or more users from the table
  2. Click the Bulk Options dropdown
  3. emaiSelect Remove Users

  1. Confirm the action
  • All selected users will be removed immediately

Important Limitation (Bulk Removal)

  • When using Bulk Remove Users, the option to:
    • Transfer All Channels to Another User is NOT available
  • If a user owns channels and you need to transfer them:
    • You must remove the user individually
    • Then use the Transfer All Channels option during the removal process

Changes are applied instantly. There is no Save button.

4. What Happens After

  • The user is immediately removed from the subscription
  • The user can no longer:
    • Log in
    • Access channels
    • View or download files

Important Behavior

  • If Transfer Channels is selected:
    • Channel ownership is reassigned during removal
  • If Transfer Channels is not selected:
    • Channels may remain without an owner, which can impact management
  • If Remove from All Channels is enabled:
    • The user is removed from all channels they are a member of
  • If Notify Member is enabled:
    • The user will receive a removal notification email

5. Best Practice

To safely remove users:

Transfer Ownership When Needed

  • Always transfer channels for users who own active channels
  • Use individual removal when transfer is required

Review Default Options Carefully

  • Confirm whether:
    • The user should be notified
    • Channels should be transferred
    • Shared contact removal is appropriate

Verify Before Removing

  • Ensure the correct user is selected
  • Especially important when using bulk actions

Use Bulk Actions Carefully

  • Bulk removal is best for:
    • Users with no ownership responsibilities
  • Bulk actions cannot be undone

Maintain Clean User List

  • Regularly remove inactive users
  • Helps improve security and organization

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