Power Tools User Management allows you to schedule User deactivations and update related data using configurable User Data Management Templates.
User Data Management Templates
User Data Management Template allows you to create reusable templates to query and update data related to the deactivation of Users.
Create a New User Data Management Template
From the User Data Management Template Tab, click on New.
Complete the User Data Management Template Information section
Name: the Name of the User Data Management Template
Status: Active (available to use) or Draft (not available to use)
Description: Meaningful description to describe what the User Management Data Template is updating
Complete the Select an Object and User Lookup Field section
Object: the Object to update User Data on
User Reference Field: Lists all User Reference fields from the selected Object. At a minimum this will normally include the OwnerId. This field will be updated with a User nominated to replace the deactivated user as shown in the instructions below.
Add a Filter to the Records to Update
Optional Step: You can add a Filter to limit the records that this template will update. Without a Filter, all records where the user being deactivated is listed in the selected User Reference Field will be updated.
Click on the Add Filter button
Select the relevant field from the Object selected and enter the Operator and Value
You can add and remove filters by clicking on the + button and remove link
Add a Filter Logic
The default Filter Logic is AND for all Filters. You can change this by clicking on Add Filter Logic
You can remove the entered Filter Logic by clicking the Remove Filter Logic button
Validate the Query and Save
Once the Filters are configured you can:
Validate your query by clicking on Quick Save and Refresh Query; or
Save the User Data Management Template record by clicking Quick Save or Save
User Management Records
User Management Records allow you to schedule the deactivation of a user and optionally assign User Data Management Template's to update specific data related to that user.
Create a New User Management Record
From the User Management Records Tab, click on New.
Enter the User Management Record Information
Complete the User Management Record Information Section:
User: the User to deactive
User Deactivation Date/Time: the Date and Time to deactive the User. As this is executed by a Scheduled Salesforce Job, the actual deactivation may be delayed based on Salesforce service availability (although this is not normally longer than a few mins).
Active: the User Management Record must be active to run
Note: This is all that is required to deactivate the User and not update any data related to that User.
Enter the User Data Management Selections (optional)
The User Data Management Selections allows you to select a predefined User Data Management Template and nominate the new User.
Click on Add User Management Selection
Select an Active UDM Template
Enter the User in Change to User that will replace the deactivated user in the records the User Data Management Template returns
Note: You can also create a new User Data Management Template by clicking on the Create New User Data Management Template link. This will open up a new User Data Management Template in a new tab. Once you have created and saved the new record it will be available to select in your User Data Management Selections list as long as it has been set to Active.
You can add and remove any number of User Data Management Selections by clicking on the + button and remove link.
Save the User Management Record
Once you have completed the User Management Record and optionally added any User Management Selections, click on the Save or Quick Save buttons to save the record.
The Active User Management Record will run at the nominated deactivation Date and Time. As this is executed by a Scheduled Salesforce Job, the actual deactivation may may be delayed based on Salesforce service availability (thought this is not normally longer than a few mins).
Results of data updates
The results of any data updates will be:
Emailed to the Owner of the User Management Record and;
Stored against the User Management Selection record; accessible by clicking the UDMS Number in the User Data Management Selections related list
The results will be visible in the Results field on the User Data Management Selection page.