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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 mark user account as deactivated and send deactivated email (default: 30 days)
  

• the date and time to start the inactive user management task. 

Step-by-step guide

1. Configure inactive user management settings

Set when the warning emails and permanent deactivation will be triggertime periods for the task to check for deactivated users and to send email notifications.

1. In the CMS, go to Settings → Settings → Feature Management → User → User Accounts.
   
   
2. Ensure User Accounts is enabled, then click Configure.
   
   
3. Scroll down to Inactive User Management.
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4. Toggle ON Enable Inactive User Management. This enables turns on the feature on your website.
   
   
5. Inactive User Activation Link Expiry in HoursSet Expiry for Email Link (hours): number of hours after a warning email is sent before the link expiresbefore the 'keep me active' links in email notifications expire. Default: 48 hours
   
   
6. Inactive Set Send First Warning Email in Days(days): number of days a user has not logged in before first warning email is sent. Default: 365 days
   
   
7. Inactive Set Send Reminder Email in Days(days): (only if a user does not click on the 'remain keep me active' link in first warning email or has not since logged into their accountfailed to log in) number of days after first warning before to send final warning email is sent. Default: 60 days
   
   
8. Deactivate Email in DaysSet User to Deactivated (days): (only if a user does not click on activation 'the keep me active' link in final warning email or logs into their accountfailed to log in) number of days after final warning email is sent for account to be send deactivated notification. Default: 30 days
   
   
9. Click Save. NOTE - If the task schedule has not been set, do that before saving.

2. Set schedule for daily task

The This scheduled task checks user records for inactive users, sends the warning emails, deactivates users, and adds inactive approvers who cannot be deleted onto the approver management to the 'suspend deactivation' list.

Enter the date the daily task is to begin and the time each day it will run.

1. Scroll down to Scheduled Task Settings. 
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2. Date- click icon to set date the task will first run. 
   
   
3. Clock- click icon to set the time each day the task will run. 
   
   
4. Click Save.

3. Manage Inactive Approver Users (optional)

Inactive users who failed to login within the set period or respond to the warning emails but are an account's only approver approvers who are the only approver on a customer account or have orders awaiting their approval cannot be deactivated. Instead the system adds will add them to the Inactive Approver Users list with deactivation suspended. This means the user's account is still active and they can login to the websiteDeactivation Suspended list. The user account remains active.

You can manually flag set an approver on this the Deactivation Suspended list to be deactivated the next time the task is run. (Reschedule Deactivation. However, they will only cannot be deactivated if the conditions preventing deactivation no longer apply.)either condition still applies to them.

To view and edit inactive approver users found by the system:

1. On the Inactive User Management page, scroll down to Approver User Management. 
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2. Click the View Inactive Approver User ManagementUsers button.
   
   
3. Click Use Search to find all inactive Approver Users who cannot be deactivated. Any new users on this list will have deactivation suspended.
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   To switch to/from marking a user to be deactivatedfound by the task. 
   
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4. To move a user to/from the Deactivation Rescheduled and Deactivation Suspended lists, toggle ON the user, then click Add to Reschedule List or Deactivation or Suspend Deactivation. 
   Here, the user has been rescheduled for deactivation.
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with changes

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Edit landing page and email templates

4. Edit 'Keep me active' landing page & email templates (optional)

While in Inactive User Management feature settings, just click the button to go directly to the template you want to edit.

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• Inactive User Landing Page Login Status Template:edit message messages displayed to the user when they click the 'keep me active' link was clicked (i) before when it expiredis active, and (ii) after when it has expired. See: Activate Inactive User Link Widget
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• First Warning Email Template: edit the first inactive user warning email message to inactive user: See: Inactive User Warning Widget
  
  
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• Reminder Warning Email Template: edit the final warning email message to inactive user. See: Inactive User Reminder Email Widget
  
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• Deactivation Final User Deactivated Email Template: edit the deactivated user templateemail message. See: Deactivation Final User Deactivated Notification Email Content Widget
  
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Search Permanently Inactive Users

Use the CMS Website Users search or Advanced User Maintenance on the website or in the CMS (if available) to find permanently inactive users. If you want to make an reactivate an inactive user, use the Advanced User Maintenance option. 

CMS Website User Search 

(For versions 4.38+ only)