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The below image shows the Directory Cleanup Settings on an example account store. |
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▪ ApprovalApproverManagementRoleGUID — – This setting specifies the GUID of the Management Role containing people who should receive notification that they need to approve the deletion of the stale accounts selected for termination. ▪ SubmitAccountTerminationsApprovalInitiatorPersonID — – This setting specifies the PersonID of the EmpowerID Person used to approve account terminations. As a best practice, the Person account you use should not belong to an actual EmpowerID user. ▪ TaskApprovalPendingStatus — – This setting is a Boolean that specifies whether a task for the account store is pending approval. The value is set by the Submit Account Terminations workflow when a task has been submitted for approval. This prevents the task from being created more than one time. ▪ TerminationAccountAdvancedInitiatorPersonID — – This setting specifies the PersonID of the EmpowerID Person used to initiate the TerminateAccountAdvanced workflow. This workflow is used by the EmpowerID system to terminate all people submitted to it. As a best practice, the Person account you use should not belong to an actual EmpowerID user.
▪ TerminationNotProcessedSetGroupGUID — – This setting specifies the GUID of the SetGroup containing all user accounts to be moved and disabled. ▪ TerminationBeforeProcessingSetGroupGUID — – 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. ▪ TerminationProcessedSetGroupGUID — – This setting specifies the GUID of the SetGroup containing all user accounts to be terminated. Claims the accounts of one account store at at time belonging to the respective SetGroup. ▪ ThresholdOnAccounts — – This setting specifies the maximum number of user accounts that can be processed at a given time. The below image shows the Configuration Parameters for the resource system associated with an example account store. |
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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.
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.
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.
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).
If the DisabledAccountOnMove setting on the Workflow parameters is set to true, the accounts are disabled when moved.
If an account is moved, the AccountOrganizationStatusID is set to 5 (Transfer) and the TransferDate is set to the current date and time on the account.
Emails are sent to the 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.
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.
The accounts claimed earlier for termination will be processed by invoking the Terminate Account Advanced workflow.
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This workflow claims all accounts approved for termination, moves, and terminates each one, setting the AccountOrganizationStatusID = 2 (Terminated).
Once an account is terminated, the workflow checks whether the NotifyManager and the NotifyAdminManagementRole parameters are set to true.
If NotifyManager and NotifyAdminManagementRole are set to true, the workflow checks the EmailTemplateManagerDeletionNotification and the EmailTemplateAdminDeletionNotification parameters for the email template that is to be used to send emails to the managers of each terminated user, as well as all admin users belonging to the Management Role specified by the AdminManagementRoleGuids parameter.
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Next Steps
Configure automated directory cleanup
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