Managing Account Status

Description

Account status relays the current condition of a user account and controls whether or not the user can access the system. There are a number of different status levels that can be manually and/or automatically assigned, as described below.

 

Status Levels

Active

This status is the one assigned to users in normal course of operation and means that the user is current and approved for access. Note there are several possible reasons why a user may not be able to access the LogicNets application, even though their account status is active, including if their password or account has expired in the past 24 hours, and the cron job has not yet run to set their account to Password Expired or Account Expired. See below for further information.

When a user in Active status successfully logs into the system, the system takes them to the Modules page. If the user has been assigned to a single package the system opens directly to that package.

Troubleshooting Tip: If a user logs into the system but sees a message like "No modules have been assigned to this account",  the User Administrator needs to assign packages to the user's account or assign the user to the appropriate group, where access is controlled at the group level.

Inactive

This status is one that is only assigned to users manually by a User Administrator and insures there is no way for the user to access the system. This status is recommended for users who have, in the past, been able to access the system but should not be granted access currently due to change in job role or because they have left the client organization. LogicNets does not recommended deleting users who have left the organization in case that user's data is required in future.

Password Expired

The system assigns this status automatically after running a cron job once every 24 hours, usually overnight, to review all account password expiry dates and setting to Password Expired status any accounts where the password has expired. The system sends these users a one-time automated email to confirm their password has expired. The content of the email can be set within the System Configuration package. Note also that the cron job issues two reminder emails prior to the password expiring. The number of days before expiry and content of the reminder emails can also be customized within the System Configuration package.

After a password has expired, the user can still generate a new temporary password as long as their account is active by going to the application Logon screen, clicking on Forgot Details, and submitting their email address. Alternatively, an Administrator can generate a new temporary password by navigating to the main user list, finding and clicking on the user, and clicking Reset Password. In both cases, the system sends to the email address on file for the user an automated email that contains a password that expires according to the parameter set in the System Configuration package. For security, it is not possible for any Administrator to generate a password on screen or manually create a password for any user.

Once the user attempts to login with the temporary password, the system prompts them to change the password and, if successful, changes their status back to Active.

Account Expired

The system assigns this status automatically after running a cron job once every 24 hours, usually overnight, to review all account expiry dates and accounts where the account expiry date is prior to the current date and time. The system sends these users a one-time automated email to confirm their account has expired. The content of the email can be set within the System Configuration package. Only a User Administrator can reset the status of an expired account to Active.

Pending/Blocked

The system sets to Pending status those accounts that are waiting for approval by a User Administrator when someone uses the Request Access option. If a User Administrator rejects a user's access request the system sets the user's account status to Blocked.

For reference, any users who complete the Request Access form accessible from the logon page receive an email confirming their request. In addition, a User Administrator also receives an email prompting them to process the request. A list of pending requests displays at the bottom of the main User Management screen, including when access was requested. The User Administrator can check one or more users in the list and process them as Accepted or Rejected and the system sends an email confirming the User Administrator's decision. The emails use templates that can be customized in the System Configuration package.