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OVERVIEW

Would you like to be able to pre-schedule times for login access to expire for certain users? The Auto-expire Access bundle give you the ability to remove all access from a user on a given date or to just remove specific roles from that user.

These capabilities are controlled by two new date fields available on the Access subtab of the employee record:1. Expire All Access On

2. Expiration Date (on the Access > Roles subtab)

Here is what they do and what they are for:

Expire All Access OnWhat it Does

Each morning at 12:30a, an automated process looks for any employee with a “Expire All Access On” date in the past. For each such employee that it finds, it removes all access for that employee, making it impossible for them to log in.

Optionally, the script can be configured to send an e-mail notification, letting you know that the system has removed all access for the employee in question.

Why You’d Use It

Typically done for contractors and temporary hires who are known to have a last day of employment in advance (although it can be done for regular employees as well). By setting the Expire All Access On date in advance, you protect yourself from a manager that forgets to give notice that a contract/temp employee has been terminated.

Expiration DateWhat it Does

Each morning at 12:30a, an automated process looks for any employee roles with an “Expiration Date” in the past. For each such employee role that it finds, it removes that specific role from the employee, making it impossible for them to log in using that role. They may still log in using any remaining roles they retain.

An automated e-mail is not sent in this instance, because this method should never be used to remove an employee’s last role; the above method should be used in that case.

Why You’d Use It

This is typically done for employees, contractors or temporary hires who have been given a specific role for a known period of time, i.e. to perform some special task that is not part of their normal job duties.

Additionally, this technique may be used when an employee is transitioning between departments. There is typically a transition period where an employee is expected to support the new and the old positions. The roles of the position being left behind should have an Expiration Date set.

INSTALLATION

The bundle is published to the SuiteBundle repository under the name “NSCorp: Auto-Expire Access” with ID 601 and public access, so any admin can install it into their account.

1. Enable the feature “Install bundles with SuiteBundler” under:

Setup > Enable Features > Customizations and Integration

2. Install the bundle

Setup > Customization > Install Bundle
Check the radio button following “SuiteSource Repository”
In the field “Filter by Bundle ID”, type in 601 and you should see the bundle
Click on the “Install” link, seen on the far right, and you’re done!

Complete details can be found in the SuiteBundle’s documentation file.
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