Anonymizing all references to the user

Per the European General Data Protection Regulation (GDPR), users have the right to request an accounting of their personal data.

When users leave a company, they can request that their personal information be erased from their employer's databases. The Anonymize User Wizard enables Optiva administrators to retain user information in the database, but make that data anonymous. For example, Optiva administrators can change all references to JSMITH to a randomly generated value.

Note: Only inactive users can be anonymized. System administrators, such as @DFLT, ADMIN and AUTOIMPORT, cannot be made anonymous.

To add the wizard to the Optiva Home page:

  1. Click Edit Wizard.
  2. Select the AnonymizeUser action set. This action set is available in the seed database in the Lookup by Sets lookup.
  3. Click OK.

To launch the wizard from the Home page:

  1. Click the Anonymize User link in the Wizards section.
  2. Select the user whom you want to anonymize. Only inactive users are displayed in the list.
  3. Click Next.
  4. Specify your User Name and Password. An e-signature is required for the anonymization process. Then, click Save.
  5. Click Complete. A message indicates that the user was successfully anonymized.
  6. Click OK and click Close.

In the User form, a randomly generated number is displayed for the User Code and Description.

  • This id is no longer visible to other Optiva users.
  • The personal information is erased.
  • A period displays in the First Name and Last Name fields.
  • An @symbol displays in the Office Phone and Home Phone fields.
  • The Email Address and Windows ID fields are blank.