Inactive User Management

Step-by-step guide

1. Configure inactive user management settings

Set when the warning emails and permanent deactivation will be trigger.

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.
   
   
   
4. Toggle ON Enable Inactive User Management. This enables the feature on your website.
   
   
5. Inactive User Activation Link Expiry in Hours: number of hours after a warning email is sent before the link expires. Default: 48 hours
   
   
6. Inactive Warning Email in Days: number of days a user has not logged in before first warning email is sent. Default: 365 days
   
   
7. Inactive Reminder Email in Days: (if a user does not click on the 'remain active' link in first warning email or has not since logged into their account) number of days after first warning before final warning email is sent. Default: 60 days
   
   
8. Deactivate Email in Days: (if a user does not click on activation link in final warning email or logs into their account) number of days after final warning email is sent for account to be deactivated. 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 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 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. 
   
   
   
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 or have orders awaiting their approval cannot be deactivated. Instead the system adds 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 website.

You can manually flag an approver on this list to be deactivated the next time the task is run. (However, they will only be deactivated if the conditions preventing deactivation no longer apply.)

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

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

Edit landing 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 directly to the template you want to edit.

• Inactive User Landing Page Template: edit message to the user when the link was clicked (i) before it expired, and (ii) after it has expired. See: Activate Inactive User Widget
  
  
  
  
• First Warning Email Template: edit the first warning message to inactive user: See: Inactive User Warning Widget
  
  
  
• Reminder Warning Email Template: edit the final warning message to inactive user. See: Inactive User Reminder Email Widget
  
  
  
• Deactivation Final Email Template: edit the deactivated user template. See: Deactivation Final Email Widget
  

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)

1. Go to E-Commerce → Users → Website Users
   
   
2. In Website User Maintenance, toggle ON Show Permanently Inactive Users.
   
   
3. Click Search.  
   
   
   
4. Click Edit to view the user's details.  
   
   

Advanced User Maintenance Search

You must have be enabled as Account Administrator to access this function.

1. On your website or in the CMS, go to Users → Advanced User Maintenance. 
   
   
   
2. In Search, enter part or all of a user's name or id. NOTE - Search results will show not only permanently inactive users but all users that match the search criteria.
   
   
3. Tick Show Permanently Inactive Users. 
   
   
   
4. Click Search.
   
   
5. To view a user's details, click the radio button next to the user.
   
   
   
   
6. The user's record is displayed. Check the  user's 'Is Permanently Inactive' status.
   
   
   

   Reactivate a permanently inactive user

7. To reactivate the user, click Modify and untick the checkbox.
   
   
   
8. To save the change, click OK.
   
   

Additional Information

Related help