User statuses on the intranet

When managing users in your intranet, it's crucial to understand what user statuses mean. There are different user statuses, are defined as such: 

• Active - An active user is one who has a valid license and has full access to the intranet, enabling them to utilize all available features and functionalities.
  • The user has been provisioned and is activated immediately
  • If your intranet uses SSO-only, all users become active upon provisioning
• Inactive - The user has been deactivated. They lose their license and, consequently, cannot log in or access the intranet. Inactive users do not take up a user license, even though they still appear on the user list.
• Frozen - The user has a license but cannot log in and use the intranet.

How do changes in user status affect analytics? 

When an active user becomes inactive/frozen, the following items related to them are removed from analytics, but are retained if/when that user becomes active again:

• Followers/following
• Likes on content
• Audiences/subscriptions
• Site membership (both via subscription and manual adding)

Removing 'Pending activation' status

Background

In the past, users provisioned via CSV or manual processes were in 'Pending activation' status and transitioned to 'Active' only after their first login. This flow had several issues:

• Users in 'Pending activation' consumed a license but did not appear or get selected anywhere on the platform.

• Users in 'Pending activation' could not receive notifications.

• Users in 'Pending activation' did not appear in Analytics, causing discrepancies in the data like adoption.

Users provisioned via SSO and external sources were always created in 'Active' status. That flows remains unchanged.

Feature enhancement

As part of this feature enhancement, the 'Pending activation' status has been eliminated. Users will now be created with 'Active' status by default, ensuring they are immediately active and can be selected in various features of the intranet.

Key updates

Provisioning users in 'Active' status

• Users provisioned via CSV SFTP, CSV bulk upload, or individually from the UI will be created with an 'Active' status.

• This is not related to the login identifier used and applies to all types of users.

Login flow/ registration

• When a first-time user enters the login identifier and continues, they will either verify themselves through a one-time code or through account verification questions.

• Once the account verification questions are successfully answered, they will be presented with a screen to set their password.

• After setting their password, the user will be able to log in, and their first-time login information will be saved

Removing 'Pending activation' status

Since all the users would be in 'Active' status, we have eliminated the 'Pending activation' status everywhere

• Manage users > Status information

• Manager users > Filters

• Manage users > Update status

• People tab

Introducing 'First login' filter

• We are introducing a new filter on Manage users page. This allows app manager or user manager to check the users who have not completed their first login.

• If the app manager or user manager selects 'Status' filter as "Active" and "First login" filter as "Pending", they would be able to fetch the users

Impact on other areas

When users are converted in Active status, they will be reflected at multiple places in the platform

• Audiences

  • Users will be added to the audiences

• Newsletter

  • User will start receiving newsletters

• Tiles and People pages like People tab, Org chart

  • Users would be shown up in all people listing areas and other features across the app

• Notifications

  • Users can now receive the notifications

  • If notifications need to be restricted during the implementation phase of the tenant, admin should disable Simpplr emails under Manage > Application> Set up > Email

  • User provisioning notifications like Welcome email are controlled separately for CSV SFTP and manual UI flow

• Analytics

  • Users will now be reflected correctly on Analytics data under tabs like Overview, Adoption and People.

FAQs

Q: What happens to the users already in 'Pending activation' status?

A: We will run a script to convert all existing 'Pending activation' users to 'Active' status.

Q: If all users will be Active now, how can an admin extract a report of users who have not logged in even once?

A: The admin user can go to the Manage > Users page and filter users by 'Status' as 'Active' and 'First login' as 'Pending.'

Q: How can we stop these users from receiving emails until the tenant is fully live?

A: Disable Simpplr emails under Manage > Application> Set up > Email