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This feature must be switched on by Commerce Vision. Requirements: version 2022.3. |
Overview
Inactive User Management helps website user maintenance by a one-off or scheduled clearning up of dormant user accounts. The automated process deactivates website is an automated task that helps you keep your user records current. It helps clean out users who might have abandoned their accounts. First, the task finds users who have not logged into their accounts for a set amount of time. Before deactivation, the user receives a first warning via email, and can click the 'remain active' link to stop the process, If this is not done, a final warning is sent. If the link in this second email is not clicked, the user account will be deactivated.
in for a period your business sets, e.g., 365 days, and sends them up to two warning emails. Then, if there is no response after the second warning, the user account is deactivated and a 'user deactivation' email sent.
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disabled and deactivated are different statuses even though users with either status will not be able to login to their account.
A user can be both disabled and deactivated at the same time. NOTE - A deactivated user's record remains in the database, and their account can be reactivated from the Edit User's page. To remove a user from the database, see: Delete a Website User.) |
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Set an automated task to deactivate inactive user accounts. |
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On this page:
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Inactive User Management Settings
CMS administrators can
set:
number of days of inactivity before a user is marked as 'inactive' and sent the 'keep me active' email (default: 365 days)
number of days after the first
email to send the final
email if user does not respond (default: 60 days)
number of hours the
'keep me active' link in an email is valid (default: 48 hours)
number of days of no response after the final warning to
Once deactivated, the
mark user account
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Set the system to auto-deactivate inactive user accounts. |
On this page:
tocas deactivated and send deactivated email (default: 30 days)
the date and time to start the inactive user management task.
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An inactive user cannot be deactivated if they meet one of two conditions:
Such inactive users are automatically added to the'deactivation suspended' list and the account remains active. You can check this list and move a user to the 'deactivate user' list manually. But deactivation will be re-suspended if either condition still applies. |
Step-by-step
Guideguide
Configure Inactive User Management
1. Configure inactive user management settings
Set time periods for the task to check for deactivated users and to send email notifications.
- In the CMS, go to Settings → Settings → Feature Management → User → User Accounts.
- Ensure User Accounts is enabled, then click Configure.
- Go Scroll down to Inactive User Management.
- Toggle ON Enable Inactive User Management. This enables turns on the feature on your website.
- Inactive User Activation Link Expiry in Hours: hours after a warning email is sent for the link to Set Expiry for Email Link (hours): number of hours before the 'keep me active' links in email notifications expire. Default: 48 hours
- Inactive Set Send First Warning Email in Days(days): number of days a user is inactive has not logged in before first warning email is sent. Default: 365 days
- Inactive Set Send Reminder Email in Days(days): (only if user did does not click on activation the 'keep me active' link in first warning email or failed to log in) number of days after first warning before to send final warning email is sent. Default: 60 days
- Deactivate Email in DaysSet User to Deactivated (days): (only if user did does not click on activation 'the keep me active' link in final warning email or failed to log in) number of days after final warning email is sent for account to be send deactivated notification. Default: 30 days
- Click Save.
Configure Scheduled Task
Set how often the inactive users check is done.
In Task Options, click Edit.
Is Active: toggle ON to turn on the scheduled task.
Occurrence: run the task one time or repeat after a specific period
Start: start date and time
Prestored Procedure: do not change without Commerce Vision instruction
Poststored Procedure: do not change without Commerce Vision instruction
Configure Approver Management
Check? dormant users who cannot be deactivated because they are the only approver on an account or have orders awaiting their approval.
Edit Page and Email Templates
The landing page after a 'remain active' link is clicked and the deactivation email messages can be edited. Just click on the button under each field to go to each email template.
(1) Inactive User Landing Page template:
(2) First warning email template: inactive user warning widget
(3) Reminder warning email template: inactive user reminder email widget
(4) Deactivation final email template: deactivation final email widget
- NOTE - If the task schedule has not been set, do that before saving.
2. Set schedule for daily task
This scheduled task checks user records for inactive users, sends the warning emails, deactivates users, and adds inactive approvers who cannot be deleted to the 'suspend deactivation' list.
Enter the date the daily task is to begin and the time each day it will run.
- Scroll down to Scheduled Task Settings.
- Date
- click icon to set date the task will first run.
- Clock
- click icon to set the time each day the task will run.
- Click Save.
3. Manage Inactive Approver Users (optional)
Inactive approvers who are the only approver on a customer account or have orders awaiting their approval cannot be deactivated. Instead the system will add them to the Deactivation Suspended list. The user account remains active.
You can manually set an approver on the Deactivation Suspended list to Reschedule Deactivation. However, they cannot be deactivated if either condition still applies to them.
To view and edit inactive approver users found by the system:
- On the Inactive User Management page, scroll down to Approver User Management.
- Click the View Inactive Approver Users button.
- Use Search to find all inactive Approver Users found by the task.
- To move a user to/from the Deactivation Rescheduled and Deactivation Suspended lists, toggle ON the user, then click Reschedule Deactivation or Suspend Deactivation.
4. Edit 'Keep me active' landing page & email templates (optional)
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You can also access these templates in Pages & Templates via the navigation menu.
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While in Inactive User Management feature settings, just click the button to go directly to the template you want.
- Inactive User Login Status Template:edit messages displayed to the user when they click the 'keep me active' link (i) when it is active, and (ii) when it has expired. See: Inactive User Link Widget
- First Warning Email Template: edit the first inactive user warning email message: See: Inactive User Warning Widget
- Reminder Warning Email Template: edit the final warning email message. See: Inactive User Reminder Email Widget
- User Deactivated Email Template: edit the deactivated user email message. See: User Deactivated Notification Email Content Widget
In the CMS, apply the Deactivated filter to the Website Users search to find all deactivated users. 
- Go to E-Commerce → Users → Website Users
- In Website User Maintenance, all active users are listed by default.
- Click the filter icon
next to the User Status column.
- Click in the empty field, select 'Deactivated' from the dropdown, and click Filter.
- All 'Deactivated' users have the Deactivated icon
in the User Status column.
Reactivate Deactivated User
Available only when the Inactive User Management task is enabled. TIP - You can also manually deactivate/reactivate a deactivated user.
Deactivated users, e.g., those found by the inactive user deactivation task, can be reactivated manually in CMS Website User Maintenance. NOTE - A reactivated user cannot be deactivated again manually in the CMS.
To reactivate a deactivated user:
- In the CMS, use the Website User Search in Website User Maintenance to find the deactivated user.
- Click Edit to view the user's details.
- In the Edit User page, toggle OFF User Deactivated. NOTE - This toggle displays only for a deactivated user.
- Confirm you want to reactivate this user.
- To save this change, click Save & Exit.
Manually Reactivate/Deactivate User
Account administrators can manually deactivate or reactivate a user. This function can also be accessed in the CMS if the Advanced User Maintenance page has been added.
IMPORTANT - Deactivated users are called 'Permanently Inactive Users' in this function.
Use Advanced User Maintenance
- While logged into your website or in the CMS, go to Users → Advanced User Maintenance.
- In Search, enter part or all of a user's name or id. NOTE - Search results will show not only deactivated (permanently inactive users) but all users that match the search criteria.
- Tick Show Permanently Inactive Users.
- Click Search.
- To view a user's details, click the radio button next to the user.
- The user's record is displayed. Check the user's 'Is Permanently Inactive' status.
Manually reactivate a deactivated user
- To reactivate the user, click Modify and untick the checkbox.
- To save the change, click OK.
Additional Information
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Minimum Version Requirements |
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| Self Configurable |
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| BPD Only? |
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| B2B/B2C/Both |
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