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The 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:
TerminationNotProcessedSetGroupGUID TerminationBeforeProcessingSetGroupGUID — To notify before Move and DisableTerminationBeforeProcessingSetGroupGUID
TerminationNotProcessedSetGroupGUID — To notify before Move and Disable
TerminationProcessedSetGroupGUID — To Terminate. Processes one account store at a time, claiming all accounts in an account store that is in the SetGroup
The workflow checks if CleanUpReportModeOnly is turned off and whether CleanUpStaleAccountOU has a valid External OrgZone.
If the CleanUpStaleAccountOU setting on the account store is not valid, the account store is ignored. No accounts will be disabled and moved.
If number of accounts of the account store is under the ThresholdOnAccounts Resource System Config Setting value, EmpowerID moves the accounts to the OU specified by the CleanUpStaleAccountOU setting.
When an account is moved, the AccountOrganizationStatusID is set to 5 (Transfer) and the TransferDate is set to current date and time on the account.
If the DisabledAccountOnMove setting on the Workflow parameters is set to true, the accounts are disabled when moved.
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.
When number of accounts in the account store reaches the specified threshold, the workflow creates a task for all people belonging to the Management Role specified by ApprovalApproverManagementRoleGUID setting to select and approve each account to be terminated. This is done by Invoking SubmitAccTerminationsApproval workflow.
Once a task is created for a AccountStore, “TaskApprovalPendingStatus” ResourceSystemConfigSetting is set to true. This prevents from creating task again and again.
If the task is approved, all the accounts selected from the Task Approval Form are disabled, moved and “TaskApprovalPendingStatus” setting is set to false.
Accounts that needs to be notified before moving will be processed one by one to send email notifications to Admin and Manager. “EmailTemplateManagerPreMoveNotification”, “EmailTemplateAdminPreMoveNotification” are used as templates to send emails.
Once the emails are sent, an AssigneeNotification is inserted for that Account and will not be claimed again to send notifications before moving accounts.
The Accounts that we claimed earlier to Terminate will be processed by Invoking TerminateAccountAdvanced Workflow for each Account to Terminate.
If CleanUpReportModeOnly is set to true, all the above 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.
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