Scheduled job ServiceNow code snippet

Auto deactivate inactive users

Author: keshava-palisetti

Server-Side Components/Scheduled Jobs/Auto deactivate the inactive users/auto_cleanup_inactive_users.js

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+(function executeAutoUserCleanup() {
+
+    /***************************************************************
+     * AUTO CLEANUP INACTIVE USERS - MONTHLY JOB
+     * ------------------------------------------------------------
+     * This script automatically deactivates users who have not
+     * logged in for a defined number of months. It can also send
+     * notifications to both the user and their manager.
+     *
+     * SAFETY: Use DRY_RUN = true first to test (no updates).
+     ***************************************************************/
+
+    // === CONFIGURATION ===
+    var MONTHS_THRESHOLD = 3;    // Inactive period threshold (in months)
+    var DRY_RUN = true;          // true = test mode, no database updates
+    var BATCH_LIMIT = 1000;      // Max records per execution
+    var FROM_EMAIL = 'no-reply@yourcompany.com'; // sender email address
+
+    // === STEP 1: Calculate cutoff date ===
+    var cutoffDate = new GlideDateTime();
+    cutoffDate.addMonths(-MONTHS_THRESHOLD);
+
+    gs.info('[UserCleanup] Job started. Cutoff date: ' + cutoffDate.getDisplayValue() +
+            ' | DRY_RUN: ' + DRY_RUN + ' | Threshold: ' + MONTHS_THRESHOLD + ' months');
+
+    // === STEP 2: Query eligible users ===
+    var userGr = new GlideRecord('sys_user');
+    userGr.addQuery('active', true);                           // only active users
+    userGr.addQuery('sys_created_on', '<=', cutoffDate);       // created before cutoff
+    userGr.addQuery('last_login_time', '<=', cutoffDate);      // no recent login
+    userGr.setLimit(BATCH_LIMIT);                              // safety limit
+    userGr.query();
+
+    var totalFound = 0;
+    var totalDeactivated = 0;
+
+    // === STEP 3: Loop through each user ===
+    while (userGr.next()) {
+        totalFound++;
+
+        var userName = userGr.name.toString();
+        var userEmail = userGr.email.toString();
+        var lastLogin = userGr.last_login_time ? userGr.last_login_time.getDisplayValue() : 'Never';
+        var managerEmail = (userGr.manager && userGr.manager.email) ? userGr.manager.email.toString() : null;
+
+        gs.info('[UserCleanup] Found user: ' + userName + 
+                ' | Email: ' + userEmail + 
+                ' | Last Login: ' + lastLogin + 
+                ' | Manager: ' + (managerEmail || 'None'));
+
+        if (!DRY_RUN) {
+
+            // === STEP 4: Deactivate the user ===
+            userGr.active = false;
+            userGr.update();
+            totalDeactivated++;
+
+            // === STEP 5: Send notification to user ===
+            if (userEmail) {
+                var subjectUser = 'Your ServiceNow account has been deactivated due to inactivity';
+                var bodyUser = 
+                    'Hello ' + userName + ',\n\n' +
+                    'Your ServiceNow account has been automatically deactivated because there has been no login activity ' +
+                    'for over ' + MONTHS_THRESHOLD + ' months.\n\n' +
+                    'If you believe this is a mistake or require access, please contact the IT Service Desk.\n\n' +
+                    'Regards,\nIT Service Management Team';
+
+                gs.email(FROM_EMAIL, userEmail, subjectUser, bodyUser);
+                gs.info('[UserCleanup] Email sent to user: ' + userEmail);
+            }
+
+            // === STEP 6: Send notification to manager ===
+            if (managerEmail) {
+                var subjectMgr = 'User under your management has been deactivated';
+                var bodyMgr =
+                    'Hello,\n\n' +
+                    'The following user under your management has been deactivated due to inactivity:\n\n' +
+                    'User: ' + userName + '\n' +
+                    'Last Login: ' + lastLogin + '\n\n' +
+                    'If this account is still required, please raise a ServiceNow access request.\n\n' +
+                    'Regards,\nIT Service Management Team';
+
+                gs.email(FROM_EMAIL, managerEmail, subjectMgr, bodyMgr);
+                gs.info('[UserCleanup] Email sent to manager: ' + managerEmail);
+            }
+        }
+    }
+
+    // === STEP 7: Log summary ===
+    gs.info('[UserCleanup] Total users found: ' + totalFound);
+    gs.info('[UserCleanup] Total users deactivated: ' + totalDeactivated + 
+            (DRY_RUN ? ' (Dry Run - no records updated)' : ''));
+
+})();
+