“Archiving” users refers to removing them from the system so they no longer have access and do not appear throughout the system on future dates. Historical data is retained with the user record and displayed in the system for dates the user was active. In addition, if the user record is returned (or “unarchived”), the historical data will be reinstated in the system.
There are two ways that users can be archived in Flex: auto-archiving and manual archiving. Each is described below in more detail. It is also important to understand more about the “Prevent From Archiving” (PFA) option on a user’s record in Flex. Please see the details below.
Prevent From Archiving (PFA)
The PFA button, which is located on the “Add/Update User” window (shown below), is an ‘override’ button that can be used to prevent users from being “auto-archived” when your school is using multiple provisioning methods to add users to Flex.
**Toggle “on” **- If you do not want the user to be archived when they are not included in a 3rd party sync or a user file upload. (ie - If you don't want Admins/Staff, who are not being shared, to be archived when the 3rd party sync happens.)
Toggle “off” - If the user will be included in future 3rd party syncs or a user file upload. This will allow them to be auto-archived through that source in the future. (ie - Adding a student to Flex before they’ve been added to the 3rd party source.)
- When a user is originally added to Flex via 3rd party sync or file upload, the PFA toggle defaults to “off”, so that the user can be auto-archived when they are removed from the sync/file.
- When a user is originally added to Flex manually by an Admin via the system interface, the PFA toggle defaults to “on”, so that the user is NOT auto-archived when a 3rd party sync or file upload takes place.
.png)