Disable Inactive users in adobe campaign standard and its impact.

[shubhamborse]

Hi ,

We have some users left the organization or inactive currently in Adobe campaign Standard. We need to disable or delete them from user group. On disabling the user, workflows created by the user failed and to restart the workflows we have to stop them unconditionally and restart. 

We have large number of workflows in our instance, so is there any better way than to manually check on every such workflow and restart. We also have noticed if any workflows are modified and restarted by disable user then also workflow failed ? So, what could be better solution to avoid such cases.

Also what could be other impacts on disabling or deleting such users?

Thank You!

[Craig_Thonis]

Hi Shubhamborse,

When workflows are created, their access to the data depends on the operator's permissions that last modified the workflow. This means that a dependency is created, which requires a workflow to have an active user to function.

The only way to handle this in bulk would be to create a workflow that queries for all workflows last modified by the soon-to-be-deactivated operator. Once identified, you can use an update activity to associate the workflows with an active user by making them the last modified user.

To your other question, there shouldn't be any other impact with disabling or deleting other operators.

Regards,

Craig

[shubhamborse_tcs]

Hello @Craig_Thonis ,

Thank you for your solution, we tried updating the modifiedBy or createdBy field, but we are not able to update it. May be limitation in ACS but here is what all options we tried to update those fields

1. By querying on workflow schema, bringing modifiedby and createdBy field in additional data and putting a hardcoded value in update activity.
2. By enriching on output of queries, where primary set (query 1) is of workflow data with additional data as modifiedBy or createdBy and other dimension (query 2) of existing active user details. We tried it with 1 cardinality simple link.

        After that Update activity included with updating dimension as “workflow”

1. tried updating label of the user
2. tried updating emailId of the user
3. tried updating AdobeId of the user

We are not able to update the dimension with this efforts.

Do you know what value is it requiring in createdBy or modifiedBy field of a workflow data schema?

Thanks,

Shubham

[TristanBerthon]

hi @shubhamborse @shubhamborse_tcs ,

this is because the user is a "linked" resource to the workflow.

To make it happen, I attached a screenshot and the details below:

- In one query: you select the workflows to update (from the Workflow resource/table). In the additional data, you need to add the "createdby" link

- In a second query: you select the user that will replace the inactive one.

- Add an enrichment activity (the 2 queries need to be connected to it): In advanced relations, you create a new element (1 cardinality simple link). In additional data, add the "createdby" link from the previous query

- Add a update activity: select the Workflows resource (not Profiles). In the source, use the additional data from the previous enrichment. In the destination, select the "createdby" link (not the field) - it should be at the bottom.

By running it, it should work fine. You may have to consider updating the Orgunit of the workflow in the same approach before (if the new user is not in the same Orgunit of the inactive user) as this may create conflict

[shubhamborse]

Hello Tristan,

Thanks for the solution. We do have some questions though highlighted below..

- In one query: you select the workflows to update (from the Workflow resource/table). In the additional data, you need to add the "createdby" link
Lets Say the WKF name is 'ABC' which I want to update and the createdBy link addition means I am bringing the createdBy name of existing user who created ABC, lets say 'Tom'

- In a second query: you select the user that will replace the inactive one.

Lets say the user I want to replace Tom with is 'Jerry' So I query on user schema and bring 'Jerry' profile

- Add an enrichment activity (the 2 queries need to be connected to it): In advanced relations, you create a new element (1 cardinality simple link). In additional data, add the "createdby" link from the previous query

After adding the additional data, the createdby link will again bring 'Tom'

- Add a update activity: select the Workflows resource (not Profiles). In the source, use the additional data from the previous enrichment. In the destination, select the "createdby" link (not the field) - it should be at the bottom.

This means Source = Tom  (Additional data)

                    Destination  =  CreatedBy link of the workflow ABC

So it is trying to update the same createdBy user link again.

Is my understanding wrong?????? Or is there anything I am missing???

Thanks,

shubham

[shubhamborse]

Hi,

We are now able to update the createdBy and ModifiedBy field from disabled user to existing active user. 

We successfully ran a worklfow to update createdBy and modifiedBy of scheduled workflows. But the scheduled workflows created by disabled user still failed at scheduled time, showing the same error as follows:

"Unable to connect with login 'Email ID'. Make sure that the login is correct and that the account is not disabled. If you wish to stop the workflow, use the unconditional stop."

"XSV-350046 User 'Email ID' has no organizational unit. Unable to connect."

createdBy and modifiedBy field clearly shows active user and still workflows failed for same error. There is still some link between the workflows and disabled user, What more options we should explore to find that link. please suggest.

Regards,

Shubham

[TristanBerthon]

Hey,

It says "XSV-350046 User 'Email ID' has no organizational unit. Unable to connect". Did you check that the new user has an orgunit (it should be the case). Is the new user has the same orgUnit than the workflow? 

[shubhamborse]

Hi @TristanBerthon ,

The "orgUnit" is definitely not the issue. Because we made sure the orgUnit of the workflow and the new admin user are exactly same. And also to restart the workflow manually new user has to "immediately stop" the workflow and then only can restart it. To directly restart the workflow is also not possible even manually.

Regards,

Shubham