User deactivation interval

[ClaudiusMann]

Dear Community members,

which interval did you chose for user deactivation in the manager and what has been the reasons for your choice?

Thanks for your insights.

Best regards,

Claudius

[DirkManuel · Accepted solution]

12 months, working on the assumption that there could be users (consumers) that only need to refer to material for infrequently-executed tasks, and most business tasks are carried out at least once a year (year-end close, etc.). If a user hasn't accessed SAP Enable Now in a year, they probably don't need it. So far I haven't had anyone contact me to say their ID has expired, although there have been several...

But we have plenty of user licenses to spare - I understand that some clients may choose to expire sooner, to keep license counts down. It's a play-off between how frequently you want to disable them vs. how often you'll need to reactivate.

Last time I tested this (which was a while ago, so it may have changed...), you can reactivate a user easy enough, but then that user MUST log on again THE SAME DAY, or else the batch job will identify them as inactive again (because they still haven't logged on since they were automatically inactivated) and deactivate their ID again. You setting them to Active doesn't automatically reset the 'last accessed' date - which is what is used to determine if they should be inactivated. And I don't believe they can 'reactivate' themselves just by logging on again (otherwise you could just set the inactivation period to 1 day and your license count would just show the number of users in any given day - which is clearly 'not in the spirit of licensing'). That's something to bear in mind when you're weighing how much effort it is to reactivate users.

[jbernal2022]

I would say I see most customer use 6 months or 12 months. I would not set it too low or you are going to have issues with users getting deactivated all the time. What I would focus on more is why are people not using my training content. If your usage is low after a go live and you see the need to remove users the question should be on why are people not using what we built.

Hope that helps

Jesse

[ClaudiusMann]

Hi Jesse, totally agree with you on the later point. I asked the question from a background that a customer has more than 20,000 licenses and assumes that around 10% of users left already the company or employees changes roles where they don't need to access the training content anymore. The aim would be always not to deactivate learners who should still have access (e.g. somebody goes on a sabbatical hence is inactive for 6 months and gets deactivated but actually should stay active). I hope that these cases are very rare when you set 12 months.

Thanks for your response, it definitely helps.

All the best,

Claudius