Remove User Account

Remove User Account

Removing a user account from the Practice Protect Portal can involve one of five different processes, depending on your organization’s deployment type. It is important to follow the correct process to ensure the user is deprovisioned properly and to avoid any unintended access or synchronization issues.

The five deployment types are listed below, along with links to the appropriate user removal instructions for each.

Important: All secured items or Land & Catch applications will be deleted and not retrievable. To retain these secured items, you must first share the item with another user and then follow the steps in the following guide: Transfer Ownership of Secured Items.

Account Types

Please see details below on the four account types and details regarding the removal process for each.

Please note that removal of accounts from any 3rd party applications after the Practice Protect account is removed, is the responsibility of the client and the IT Provider, if relevant. (E.g.. Individual Xero accounts)

• Cloud Directory User Account – This is the standard deployment option where you log in directly and Practice Protect is not integrated with your email system.
  • Removing this account will only remove the account from Practice Protect – not your email system. Removing this account from your email system is the responsibility of your System admin or IT Provider.
  • All saved application passwords under this account will be removed and will not be retrievable after deletion. (If these applications are shared and other users have access, it will not affect this).
  • All saved secured items will be deleted and not retrievable. To retain access with secured notes, see Transfer Ownership of Secured Items
• Entra ID (Microsoft 365) SAML Account – This deployment option uses Microsoft Entra ID as the identity provider for Practice Protect. When users sign in to Practice Protect, they are redirected to Microsoft 365 for authentication via SAML. Any authentication requirements configured in Microsoft Entra ID, such as Multi-Factor Authentication (MFA), Conditional Access policies, location restrictions, or device compliance policies, are enforced during sign-in.
  
  
  • Deleting the user in Practice Protect does not remove their assignment to the Practice Protect SAML Enterprise Application. If your organization uses Microsoft Entra ID SAML with provisioning enabled, an IT administrator or a user with Microsoft 365 administrative access must also remove the user from the Practice Protect SAML Enterprise Application or the Microsoft Entra ID – Practice Protect Users group (if group-based assignment is used). This prevents the user from being reprovisioned and ensures they can no longer access Practice Protect.
  • Removing this account will only remove the account from Practice Protect – not in your email system. Removing this account from your email system is the responsibility of your System admin or IT Provider.
  • All saved application passwords under this account will be removed and will not be retrievable after deletion. (If these applications are shared and other users have access, it will not affect this).
  • All saved secured items will be deleted and not retrievable. To retain access with secured notes, see Transfer Ownership of Secured Items.
  • Please review Remove User Options with Entra ID (Microsoft 365) Accounts before proceeding.
• Microsoft 365 Email Integrated/Federated Account – This is the standard deployment option where Practice Protect is integrated with your email system – in this case, it’s Microsoft 365. You will be redirected to Practice Protect to log in and your email will be covered under Practice Protect access policies for your security.
  • Removing this account will only remove the account from Practice Protect.
  • The Microsoft 365 Account will not be deleted, nor the license be removed. This action will need to be completed by whoever manages your Microsoft 365 environment, as it can result in data loss of Emails/OneDrive. Most companies retain email data as shared mailboxes and hide the contact from the address book. If you do need assistance in managing this, we can help, please head here to book a time with our dedicated Cyber Security Consultants to discuss how we can assist.
  • All saved application passwords under this account will be removed and will not be retrievable after deletion. (If these applications are shared and other users have access, it will not affect this).
  • All saved secured items will be deleted and not retrievable. To retain access with secured notes, see Transfer Ownership of Secured Items
  • Please review Options and Considerations for Microsoft 365 Account removals before proceeding below.

• Active Directory Linked Account – This is the standard deployment option where you log in directly and Practice Protect is not integrated with your email system. However, all account data syncs from your Active Directory.
  • Removing this account will only remove the account from Practice Protect – not your email system. Removing this account from your email system is the responsibility of your System admin or IT Provider.
  • All saved application passwords under this account will be removed and will not be retrievable after deletion. (If these applications are shared and other users have access, it will not affect this).
  • All saved secured items will be deleted and not retrievable. To retain access with secured notes, see Transfer Ownership of Secured Items

• Google Workspace Email Integrated Account – This is the standard deployment option where Practice Protect is integrated with your email system – in this case it’s Google Workspace. You will be redirected to Practice Protect to login and your email will be covered under Practice Protects access policies for your security.
  • Removing this account will remove the user from Practice Protect and automatically suspend the corresponding user account in Google Workspace.
  • Google Workspace Account and Licensing will not be removed. This action will need to be completed by whoever manages your Google environment.
  • All saved application passwords under this account will be removed and will not be retrievable after deletion. (If these applications are shared and other users have access, it will not affect this).
  • All saved secured items will be deleted and not retrievable. To retain access with secured notes, see Transfer Ownership of Secured Items

Instructions

If you would like to remove the user account yourself, follow the steps below. Otherwise, please our supper team here, and we can complete the process for you.

1. Sign in to your  Practice Protect.
2. From the Access space, click the navigation menu on the left-hand side of the screen, then select Manage.
3. In the left-hand navigation menu, click Inventory to expand the available options, then select Identity > Users.
4. Locate the user account you want to remove, then tick the checkbox next to the user’s username to select it. Note: You can select and delete multiple user accounts at the same time; however, ensure that you have selected the correct accounts before proceeding.
5. Click the three-dot menu, then select Delete from the dropdown menu.
6. Click Yes to confirm the deletion. Before proceeding, ensure you have read and understood the information displayed in the confirmation message.

7. Once the deletion is complete, the user will be removed from Practice Protect.