Automatic passivation of users (logins)
Published 5.4.24
Roles, that can do this: Unit supervisors, Management and Admin -users
Automatic passivation of users is an add-on service to QualityDesk-software that allows to define when unused logins are to be passivated.
This add-on service is a good way to take care of GDPR guidelines for the retention of employee data and passivate inactive logins. This also allows you to keep inactive users from the billing as the passive logins will not be billable. The service is priced at €150 per month. By taking automatic passivation together with Automatic data deletion, you get both for €200 / month. The minimum contract period for this service is 12 months.
The service can be found in the Company settings, that you find by clicking your name in the top right corner of the application (continues after the picture).
Select the Automatic passivation of users tab.
If you already have the add-on, you can go to the Setting up instructions here.
If you don't have the add-on and would like to enable it, you can indicate your interest by clicking on Activate.
That will send a message to the QualityDesk support team, who will handle any agreement and the service will then be made available.
The service can be found in Company settings, under the Automatic passivation of users tab.
1) Click on the Edit button.
2) Select how long the credentials must be inactive before passivation. The minimum time is 3 months.
3) Next, select whether you want to use the pre-generated email reminders that will alert a user who has not logged into the application within the specified time. NOTE! Reminders will start after the specified time has elapsed. Thus, the passivation itself occurs after two weeks after the specified time.
4) If you want to send information about passivated users to parties other than just Admin users, specify emails here. Admin users will receive the message about passivated automatically, so there is no need to add them separately.
5) Finally Save
When you have done the settings and save, the automatic passivation is on. QualityDesk-software will check the activity of all users on Sunday of each week and will send reminder messages to the users who have been inactive if the messages are enabled and passivate users if they are not enabled or if two reminders have already been sent (see below for a description of email reminders).
If you choose to use the application's email notifications, they work as follows.
The first reminder message will be sent from the moment the passive period is full. If the user logs into the application, the passivation process will end and the user can continue using QualityDesk normally.
If the user does not log in to QualityDesk, a second message is sent one week after the first reminder.
If the user does not log in within one week of the last message, the login will be passivated and a passivation message will be sent to Admin users, as well as to any specially defined recipients.
Passivated logins and the data behind them will remain in the profile of the passivated user.
Passivated user's results are not shown in reports.
The passivated user cannot log in to the application after passivation (Excluding AD integration users).
The passivated user can be reactivated for use.
The passivated profile can be manually deleted, or enable automatic deletion of data, which allows deletions to be made at the desired intervals.
Roles, that can do this: Unit supervisors, Management and Admin -users
Automatic passivation of users is an add-on service to QualityDesk-software that allows to define when unused logins are to be passivated.
This add-on service is a good way to take care of GDPR guidelines for the retention of employee data and passivate inactive logins. This also allows you to keep inactive users from the billing as the passive logins will not be billable. The service is priced at €150 per month. By taking automatic passivation together with Automatic data deletion, you get both for €200 / month. The minimum contract period for this service is 12 months.
The service can be found in the Company settings, that you find by clicking your name in the top right corner of the application (continues after the picture).
Subscribing the service
Select the Automatic passivation of users tab.
If you already have the add-on, you can go to the Setting up instructions here.
If you don't have the add-on and would like to enable it, you can indicate your interest by clicking on Activate.
That will send a message to the QualityDesk support team, who will handle any agreement and the service will then be made available.
Setting up the automatic passivation
The service can be found in Company settings, under the Automatic passivation of users tab.
1) Click on the Edit button.
2) Select how long the credentials must be inactive before passivation. The minimum time is 3 months.
3) Next, select whether you want to use the pre-generated email reminders that will alert a user who has not logged into the application within the specified time. NOTE! Reminders will start after the specified time has elapsed. Thus, the passivation itself occurs after two weeks after the specified time.
4) If you want to send information about passivated users to parties other than just Admin users, specify emails here. Admin users will receive the message about passivated automatically, so there is no need to add them separately.
5) Finally Save
When you have done the settings and save, the automatic passivation is on. QualityDesk-software will check the activity of all users on Sunday of each week and will send reminder messages to the users who have been inactive if the messages are enabled and passivate users if they are not enabled or if two reminders have already been sent (see below for a description of email reminders).
Email reminders
If you choose to use the application's email notifications, they work as follows.
The first reminder message will be sent from the moment the passive period is full. If the user logs into the application, the passivation process will end and the user can continue using QualityDesk normally.
If the user does not log in to QualityDesk, a second message is sent one week after the first reminder.
If the user does not log in within one week of the last message, the login will be passivated and a passivation message will be sent to Admin users, as well as to any specially defined recipients.
What passivation means in practice
Passivated logins and the data behind them will remain in the profile of the passivated user.
Passivated user's results are not shown in reports.
The passivated user cannot log in to the application after passivation (Excluding AD integration users).
The passivated user can be reactivated for use.
The passivated profile can be manually deleted, or enable automatic deletion of data, which allows deletions to be made at the desired intervals.
Updated on: 15/04/2024
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