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  1. This workflow claims account stores where CleanUpEnabled is set to true and gets the following SetGroup GUIDS from Resource System Config Settings in order to process those groups:

    • AccountTerminationBeforeProcessingSetGroupGUID — This setting specifies the GUID of the SetGroup containing all people needing to receive notification of a pending move and disabling of a user account.

    • AccountTerminationNotProcessedSetGroupGUID — This setting specifies the GUID of the SetGroup containing all user accounts to be be moved and disabled.

    • AccountTerminationProcessedSetGroupGUID — This setting specifies the GUID of the SetGroup containing all user accounts to be terminated. The workflow processes one account store at a time.

  2. The workflow then checks to see if the CleanUpReportModeOnly setting is set to true on the account store. If the setting is true, all the account processing steps are ignored and the account’s AccountOrganizationStatusID is set to 3 (TerminationPending). This logs everything that the workflow would do if Report Only Mode was turned off.

  3. If CleanUpReportModeOnly is turned off, the workflow checks to see if the OU specified by the CleanUpStaleAccountOU has a valid external OrgZone (where applicable, such as Active Directory account stores). If the CleanUpStaleAccountOU setting on the account store is not valid, user accounts will not be moved to a stale out before being disabled and marked for termination.

  4. If the number of accounts in the account store reaches the specified threshold set on the ThresholdOnAccounts Resource System Config Setting value, the SubmitAccTerminationsApproval workflow is invoked; othewiseotherwise, the accounts are moved to the OU specified by the CleanUpStaleAccountOU setting on the account store (where applicable).

  5. If the DisabledAccountOnMove setting on the Workflow parameters is set to true, the accounts are disabled when moved.

  6. If an account is moved, the AccountOrganizationStatusID is set to 5 (Transfer) and the TransferDate is set to current date and time on the account.

  7. Emails are sent to manager and admin after the account is moved. EmailTemplateManagerMoveNotification and EmailTemplateAdminMoveNotification are used as templates to send emails. The AdminManagementRoleGuids workflow parameter determines which admin users should receive the email notification.

  8. Once the emails are sent, an AssigneeNotification is inserted for that account so that it will not be claimed again to send notifications before moving accounts.

  9. The accounts claimed earlier for termination will be processed by invoking the Terminate Account Advanced workflow.

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