Enabled Users Report - User Guide

The Enabled Users Report allows you to filter document lists based on whether the associated user is active or disabled. This filter appears as a drop-down at the top of all document list pages; including Forms, HR Documents, and Competencies.

Filter Options

Use the drop-down menu to choose which documents to display.

Option	What It Shows
Enabled Users (default)	Documents linked to active users only
Disabled Users	Documents linked to inactive users only
All Users	All documents, regardless of user status

How the Filter Determines Document Ownership

Each document can be linked to a user in two ways. The system uses these links to decide which user’s status to check.

• Related User: The person the document is about. This is set using the Related User or Document Owner field.
• Creator: The person who created and submitted the document. This is often an admin or manager.

Filter Priority

The filter follows a specific order when checking user status.

• If a Related User is assigned, the system checks that user’s status.
• If no Related User is assigned, the system checks the Creator’s status.

The Related User always takes priority. The Creator is only used if no Related User is set.

What Counts as an Enabled User?

A user is considered enabled only when all required settings are active.

• The user account is enabled
• The company role is enabled
• The location assignment is enabled

If any of these are disabled, the user is treated as inactive for filtering.

Why Documents for Disabled Users May Appear Under Enabled Users

This can happen when both of the following are true:

• The document does not have a Related User assigned
• The Creator of the document is still active

Because there is no Related User, the system checks the Creator. If the Creator is active, the document appears under Enabled Users.

How to Fix This Issue

You cannot assign a disabled user as the Related User directly. Use the following workaround.

1. Temporarily enable the user account, company role, and location
2. Edit the document and assign the user as the Related User
3. Disable the user again

After completing these steps, the document will be filtered correctly.

Quick Reference

Use this table to understand how documents appear based on user status.

Scenario	Appears in Enabled Users	Appears in Disabled Users
Related User is active	Yes	No
Related User is disabled	No	Yes
No Related User; Creator is active	Yes	No
No Related User; Creator is disabled	No	Yes

The most common issue occurs when no Related User is set, and the Creator is active.

Tips for Avoiding Confusion

Follow these best practices to ensure accurate filtering.

• Always assign a Related User when creating or editing documents
• Use the Related User or Document Owner field instead of relying on the Creator
• Fix older documents using the workaround if they appear incorrectly