You should be able to remove them without a problem. They will still be in the drop down for Assigned Technician for a work order even though they have been removed from the database. If you then edit that work order and click the Technician drop down, their name will disappear and a list of current technicians will be displayed. If you then select a different technician and save the work order, it will be reassigned. If you click Cancel, the old deleted person will still be assigned.

One thing to keep in mind is that if you do remove them from the database altogether, all other technicians who may have previously been denied from seeing that technician's work orders will now see them, and any technicians who had limited rights to that technician's work orders will then have full control to them. For that reason, you can also consider keeping the tech in the database, removing their username so nobody can login with the account, and making sure that almost all other technicians have no access to that tech. That way, they won't see them in the drop downs anymore when creating work orders. That also means, however, that any work orders previously assigned to that tech, which your technicians do need to see, won't be visible.

That is a really good point Chris. I forgot about the security aspect of removing the technicians. I was only thinking about the "is it ok to remove them" question. While technically speaking its ok to remove them, there are some ramifications of doing so. I like your approach of removing their login ID and disabling the account.

Does removing their login ID and disabling the account free up the Technician license for re-use?

Yes it does Dennis.

Outstanding, that is a great suggestion then; I think that is how we will do it.

Thanks,

-Dennis.

Hi

I've just attempted to have a clean up of technicians for the same reasons described above. Most deleted without any problem, however 2 technicians couldn't be deleted and threw the following error:

Why the difference? Is there something I need to disconnect or clean up before deleting them?

FYI: I'm using Trackit 11.1

As the message suggests, there could be linked record(s) to the two users whom you are trying to delete. We might have to check the modules to find out the linked records and clean them up before we attempt to working on the technicians.

One quick way to validate is to have a SQL query check for the linked records. As soon as I connect to my instance of Track-It!, I can send in few sample SQL queries which can help you narrow down to the records that are linked.

-Sridhar

Do those Tech's have an asset (pc, laptop) assigned to their user?

I would suggest looking at any Skill Routing Policies to see if the technician is defined in any of those. I can't think of any other Policies in Track-It that you define a default assinged technician. I may be wrong about that and you may need to look around beyond just the Skill Routing Policies.

Just found another area where a default technician is defined:  Work Order Schedules. You can assign scheduled work orders to a specific technician. You'll want to review all of those as well.

As well as skill routing policies and possibly templates as well.  A SQL query would still be the simplest way of finding out though...

Hi all

Thanks for your suggestions.

We don't use skill routing policies or work order schedules, nothing I can see refers to these techs.

I'm a bit confused about Kyle's comment about the assets. How do you assign assets to a tech? As far as i'm aware the technicians and users are separate identities. So if that person is both a user and a tech. I should be able to delete the tech without deleting the user. correct?