Managing and Accessing Archived Employee Accounts and Records in Atlas
Archiving an employee’s account in Atlas significantly modifies their accessibility and your ability to perform certain actions related to that account. Below, you'll find an overview of archiving functionality, its impacts, and steps for accessing and managing archived employee data.
What Happens When an Employee Is Archived?
Login Credentials are Disabled: When a user’s account is archived, they lose access to login with their credentials. Archiving effectively disables the account from user-initiated access.
Data Is Retained: The archived status ensures that the employee’s records are preserved and can be accessed by users with the necessary permissions.
Retrieving an Archived Employee Record
It is important to note that reinstating an archived employee record cannot be performed through the standard user interface. Instead, reinstatement requires internal or administrative intervention. For assistance, you may need to contact the Atlas support team.
This contrasts with marking an employee as a leaver, which allows for easier reinstatement without requiring internal administrative steps.
Best Practice to Avoid Complications
If you anticipate needing to reinstate an employee in the future, consider marking the employee as a "Leaver" instead of archiving their account. This allows you to reinstate them easily without requiring any internal administrative steps.
Implications of Marking an Employee as a Leaver
Access Revocation Timing: When an employee is marked as a leaver, their Atlas account is set to inactive. However, this inactivation takes effect at the close of the day they are marked as a leaver. For example, if you mark them as a leaver today, they will retain access for the remainder of today and lose access starting tomorrow.
Retention of Records: Marking an employee as a leaver retains their record in the system, allowing for potential reinstatement in the future.
Steps to Mark an Employee as a Leaver
Navigate to the employee's profile in Atlas.
Select the option to mark the employee as a leaver.
Confirm the action to apply the leaver status.
Accessing Archived Employee Data
If you need to view records for an archived employee, you can use the archive filter in the employee management section. Follow these steps:
Navigate to Employees/Workers > Manage.
Apply the filter to show archived employee records.
Locate the archived employee and click the corresponding "View" icon next to their name.
From the employee profile, open the "Timeline" to review all retained records, including training records maintained during the retention period.
Related Topics
Managing Employee Data
User Permissions and Account Management
Employee Offboarding Best Practices
Managing User Access in Atlas
Reinstating Former Employees in Atlas
If you have any further questions or need technical assistance, contact Atlas support.