Set a Schedulable User inactive to free up a license

When you need this

Every active user of type Schedulable User uses one AyaNova license. To give a license to a new technician, you can set a Schedulable User who no longer needs it inactive. You may see one of these messages when you try:

There are not enough available licenses to continue this operation
This object can not be deleted because it is linked to one or more related objects
The user must be active as it has open schedule items

They mean the user is still selected somewhere that prevents the change. The steps below find those places.

Delete or set inactive?

You cannot delete a Schedulable User who has been selected in any service workorder, quote, preventive maintenance (PM) order or template. The link keeps the history of the service that user performed.

You can set the user inactive once the user is:

selected only in service workorders that are all Closed,
not selected in any quote,
not selected in any PM,
not selected in any service workorder, quote or PM template.

Closed means the Closed checkbox on the workorder is checked. It is not the same as the Workorder Status. Service Completed must be checked before Closed can be checked.

Steps

1. Check open service workorders

Open the Service navigation pane and view the Scheduled Users grid.
Filter the Scheduled User column on the user's name.
Filter the Closed column to show only blanks, so only workorders that are not Closed are listed.
For each workorder listed, either select a different user (or no user) in that workorder, or set the workorder to Closed.
Repeat for every grid where a user can be selected in a service workorder, such as the Labor and Travel grids.

If the Closed checkbox is greyed out, the user you are logged in as may not have the rights to close workorders (check the security group rights for Object.Workorder and Object.Workorder.Close), or log in as the AyaNova Administrator.

2. Check quotes

In the Quotes navigation pane, filter the grids the same way and remove the user from every quote where it is selected. Quotes cannot be Closed, so the user has to be removed.

3. Check preventive maintenance

In the Preventive Maintenance navigation pane, filter the grids the same way and remove the user from every PM where it is selected.

4. Check templates

Open each template in the Service Workorder Templates, Quote Templates and Preventive Maintenance Templates grids. Check every section of each template (Scheduled Users, Labor and so on) and remove the user wherever it is selected.

5. Set the user inactive

Open the user's entry screen, uncheck Active and save. AyaNova then sends the Administrator account a memo listing that user's Follow Ups with a stop date in the future, so they can be assigned to another Schedulable User.

You can now create the new Schedulable User with the freed license.

Don't rename the old user to the new technician's name instead. Every past workorder would then show the new technician as having done the work.

Alternative: buy another license

If you would rather not close workorders or change quotes, PMs and templates, purchase an additional Schedulable User license from the purchase page.

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