Removing users from MLS

Discussions around using and interfacing with the Church MLS program.
bballrob
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Removing users from MLS

Postby bballrob » Fri Mar 27, 2015 7:21 pm

I'm trying to clean up some things in MLS, such as removing old users who have either been released or even moved out of our ward.

I am receiving the following message on a couple of them. It reads as follows:

User ______ is referenced in one of the database records and cannot be deleted. For now, _____ is flagged as inactive.

Is there anything that can be done to remove these people?

russellhltn
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Re: Removing users from MLS

Postby russellhltn » Fri Mar 27, 2015 7:28 pm

No, and don't worry about it. Their names are attached to finance records. They will be purged when those records are purged. By marking them inactive, it removes them from most places where they'd be visible. So it's not a problem.
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snowb79
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Re: Removing users from MLS

Postby snowb79 » Sun Aug 21, 2016 4:13 pm

I am in the same boat as bballrob. Some of the users have been inactive for some time, moved away, and one is even deceased (a few years ago). How long do they stay on the list even if they are inactive? Thanks for the help.

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sbradshaw
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Re: Removing users from MLS

Postby sbradshaw » Sun Aug 21, 2016 4:17 pm

I believe it's 3 years (the amount of time financial records are required to be kept, at least in the United States).
Samuel Bradshaw • Interested in church apps and sites, creative recordkeeping, clerk support, YSA wards and stakes, LDS music, Vineyard at BYU, and online service.

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aebrown
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Re: Removing users from MLS

Postby aebrown » Sun Aug 21, 2016 4:23 pm

sbradshaw wrote:I believe it's 3 years (the amount of time financial records are required to be kept, at least in the United States).

In the US, deactivated MLS users are finally deleted at the year-end that is at least three years after the last transaction that user was involved in. So it could be nearly four years. And some countries have retention periods that are 5 or even 7 years, so it could be almost 8 years before some users would finally be removed.

But as long as a user has been deactivated, they will cease to appear anywhere in user lists in MLS except for the user list in System Options. Every other place where you see lists of users (login, authorizing a financial batch, etc.) they will not appear. So even if you have a long list of inactive users, it really should not be a burden; just deactivate users who no longer need access and stop worrying about them.

russellhltn
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Re: Removing users from MLS

Postby russellhltn » Sun Aug 21, 2016 6:02 pm

I've run into this with my stake. The user in question moved away in 2010, so after 5+ years they shouldn't be associated with anything in the database. When I called CHQ, they told me it was "timed" rather than based on the actual data in the database. I'm not sure if I completely believe it, but clearly it's not working as I had expected.
Have you searched the Wiki?

Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.


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