In this mornings deployment, we released a new status that can be assigned to preparers at your site(s). In addition to “Active” and “Inactive”, you now have the option to mark preparers as “Archived”. The intent for this new status is reserved for use on volunteers that will never return to your site. For example, volunteers that are no longer able to volunteer, quit the program, moved to a different state/city, etc., the site administrator would want to mark them as archived. When a volunteer is archived, the account is no longer visible/accessible from the main Preparer Setup list. This will greatly reduce the list of “inactive” users to filter through as your sites continue to operator each tax season.
- Note: You can view archived accounts by selecting “View Archived” from the bottom of the Preparer Setup menu.
How would I use this at my site?
The benefit to archiving volunteers that will no longer be returning to your site, is to allow the site administrator more flexibility to mark all users active/inactive (except themselves) when the site is not open, without having to individually review the inactive list of users to choose who needs to be active. “Archived” accounts are no longer visible in the main Preparer Setup list and will not be marked active when using the “Flip Active Status” button. This gives an extra layer of security to ensure volunteers are not accessing the site outside of site hours.
Who can archive a user?
Any user with a security template that allows adding or editing of preparers is able to archive users. Only “inactive” users can be archived. This is accomplished within Preparer Setup for the individual login. At the bottom of the page, the checkbox to archive a user is available. The Username Report has also been updated to include archived accounts. This will still allow visibility into which accounts, if any, have been archived.
