Onboarding and offboarding users in GuardREC® Compliance involves multiple steps, both when onboarding a new user and when off boarding an existing user. The steps involved in each process are detailed below.
To manage users, you must have the Manage User permission. If you do not have this permission, please contact your system administrator.
Onboarding a User
Onboarding a user to GuardREC® Compliance involves several steps, including setting up recording for that user, adding their roles, granting them access to recordings, activating recording, and verifying the setup. Here's a step-by-step guide:
Steps 3 and 5 below can be disregarded when adding users who won't be recorded, such as compliance users or system administrators.
Step 1: Add a New User
Begin by adding a new user to GuardREC® Compliance. This process involves filling out user details.
Step 2: Assign Roles to the User
After creating the user, assign the appropriate roles to them. Roles determine the actions a user can perform and what they can access within the system.
Step 3: Add Devices
Once the roles have been assigned, add the devices that will be associated with this user. This is a crucial step as it ensures recordings from these devices are properly stored under this user.
Step 4: Grant Access to Recordings
Depending on the type of user (e.g. Recorded User, Compliance User, System Admin, etc.) and your company's policy, you might need to grant the user access to recordings associated with certain devices, users or user groups. This step is optional and can be performed based on the user's role and your organization's requirements.
Step 5: Activate Recording on the User in the External Source
Activate recording for the user within the external source that will be recorded. The process of activating recording in the external source will depend on the source itself. For instance, with Teams recording, your system admin needs to assign a recording policy to the user in your organization's Teams tenant. If you're unsure how to perform this step, please reach out to GuardREC for guidance.
Step 6: Verify Setup and Recording
Finally, it's important to verify that the setup is correct and that recording is functioning properly. Send a couple of test messages/calls to the user's devices and confirm that these recordings are received.
Offboarding a User
Disabling a Recorded User in GuardREC® Compliance is another multi-step procedure. The process ensures that no further recordings are made for the user, but their data remains stored as per your retention policy.
Steps 1 and 3 below can be disregarded when disabling users who won't be recorded, such as compliance users or system administrators.
Step 1: Deactivate Recording on the User in the External Source
First, deactivate recording for the user within the external source that was previously set up for recording. If the user was being recorded on Teams, the system admin should remove the recording policy for the user in your organization's Teams tenant. Similar to activation, the deactivation process depends on the source. If you are unsure about this step, don't hesitate to contact GuardREC.
Step 2: Disable the User
Next, the user's account on GuardREC® Compliance needs to be disabled. Disabling the user account does not delete any data or the account itself.
Step 3: Deactivate Devices
In this step, devices associated with the user need to be deactivated. The system will stop recording any data from these devices.
Step 4: Verify User is Disabled
Finally, confirm that the user is indeed disabled and that no new recordings are being made.
Each step in both processes is vital and contributes to your organization's overall compliance and data management goals. Following these procedures carefully will help ensure your organization remains compliant while effectively managing your data storage and access. For more detailed guidance on each step, refer to the specific how-to guides available in our Help Center.