Deactivate Inactive Users and Notify Managers (#2576)

* Create Readme.md

Deactivate Inactive Users and Notify Managers

* Scheduled job script code snippet

Deactivate Inactive Users and Notify Managers

* Create Readme.md

Notify Manager on User Deactivation

* Script action code snippet

Notify Manager on User Deactivation

Author: keshava-palisetti

Server-Side Components/Scheduled Jobs/Deactivate Inactive Users and Notify Managers/Readme.md

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+Scheduled Job: Deactivate Inactive Users and Notify Managers
+
+Overview
+This scheduled job automatically deactivates inactive users based on their last login time and creation date, and sends an email notification to their active manager using the ServiceNow event framework (gs.eventQueue()).
+
+The entire process is divided into three components:
+1.Scheduled Job Script — Finds inactive users and fires an event.
+2.Event Registration — Registers user.deactivation.notify_manager in the Event Registry.
+3.Script Action — Sends an email to the manager dynamically.
+
+1. Scheduled Job Script
+
+Purpose
+This script runs on a schedule (e.g., daily or weekly) and:
+Finds users who haven’t logged in for a specific number of days.
+Checks their account creation date.
+Deactivates those users.
+Fires an event to notify their manager if the manager is active.
+
+Logic Summary
+Calculates a cutoff date (e.g., 90 days of inactivity).
+Queries sys_user for users:
+Whose last_login_time is older than the cutoff date OR is empty.
+Whose sys_created_on is older than the cutoff date.
+Who are currently active.
+For each matching user:
+    Finds their manager record.
+    Checks if the manager is active.
+    Deactivates the user.
+
+Sends an event with:
+    parm1: User name
+    parm2: Manager’s email
+
+2. Event Registration:
+
+Name: user.deactivation.notify_manager
+Table: sys_user
+Description: “Triggered when a user is deactivated due to inactivity.”
+
+3. Script Action Setup
+
+Name: Notify Manager on User Deactivation
+Event name: user.deactivation.notify_manager

Server-Side Components/Scheduled Jobs/Deactivate Inactive Users and Notify Managers/auto_deactivate_inactive_users.js

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+(function() {
+    var inactiveDays = 90;
+    var cutoffDate = new GlideDateTime();
+    cutoffDate.addDaysUTC(-inactiveDays);
+
+    var userGR = new GlideRecord('sys_user');
+    userGR.addActiveQuery(); // Only active users
+    userGR.addQuery('sys_created_on', '<', cutoffDate); // Old accounts
+
+    // Using encoded query: users with last login before cutoff OR never logged in
+    userGR.addEncodedQuery('last_login_time<' + cutoffDate.getValue() + '^ORlast_login_timeISEMPTY');
+    userGR.query();
+
+    while (userGR.next()) {
+        var wasActive = userGR.active;
+        var managerSysId = userGR.manager;
+
+        // Deactivate the user
+        userGR.active = false;
+        userGR.update();
+
+        // Notify only if manager exists and is active
+        if (wasActive && managerSysId) {
+            var mgrGR = new GlideRecord('sys_user');
+            mgrGR.addQuery('sys_id', managerSysId);
+            mgrGR.addQuery('active', true);
+            mgrGR.query();
+
+            if (mgrGR.next()) {
+                gs.eventQueue(
+                    'user.deactivation.notify_manager',  // Event name
+                    userGR,                              // Current user record
+                    userGR.name.toString(),              // parm1: user's name
+                    mgrGR.email.toString()               // parm2: manager's email
+                );
+            }
+        }
+    }
+
+    gs.info('Inactive or never-logged users deactivated; active managers notified.');
+})();
+

Server-Side Components/Script Actions/Deactivate Inactive Users and Notify Managers/Readme.md

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+Script Action: Notify Manager on User Deactivation
+
+Overview
+This Script Action is triggered when the event user.deactivation.notify_manager is fired by a background or scheduled job.
+It dynamically sends an email notification to the manager of the deactivated user using the GlideEmailOutbound API.
+
+Purpose
+Automatically inform a user’s manager when their account has been deactivated due to inactivity.
+Use event-driven notification — no direct email sending in the scheduled job script.
+Keep manager email addresses dynamic, using event parameters (parm1, parm2).
+
+Event and Parameters
+The Script Action listens for this event:
+Event name: user.deactivation.notify_manager
+
+Explanation
+parm1 and parm2 are populated dynamically by the job that fired the event.
+parm1 → user’s name
+parm2 → manager’s email
+GlideEmailOutbound is used to send emails programmatically without needing a Notification record.
+The message body is kept simple and readable, but can be formatted in HTML if needed.

Server-Side Components/Script Actions/Deactivate Inactive Users and Notify Managers/user_deactivation_notify_manager_script_action.js

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+(function(current, event, parm1, parm2) {
+    var userName = parm1;
+    var managerEmail = parm2;
+
+    var subject = 'User Deactivated: ' + userName;
+    var body = 'Hello,\n\n' +
+               'The user "' + userName + '" has been deactivated due to inactivity.\n\n' +
+               'Regards,\nSystem Administrator';
+
+    // Send the email using GlideEmailOutbound (manual way)
+    var mail = new GlideEmailOutbound();
+    mail.setSubject(subject);
+    mail.setBody(body);
+    mail.setTo(managerEmail);
+    mail.send();
+})(current, event, parm1, parm2);
+