Deactivate Users Documentation

Initial App setup

For the initial setup of the app, you need to provide your email ID and obtain an API token from the following link:https://id.atlassian.com/manage-profile/security/api-tokens

Upon submission, these details will undergo authentication and be securely stored in the backend of your Jira instance.

Note: Ensure that the provided user credentials have administrative access to your instance.

Why is Email and API token required

The requirement for your email ID and API token during the initial setup serves a crucial purpose related to the functionality of Deactivate Users App . The integration utilizes an API to fetch details of groups that have access to a specific product within your Jira instance. The email ID and API token are jointly utilized for authentication purposes, ensuring a secure and authorized connection between the app and your Jira instance.

What is Deactivate Users App

The Deactivate Users Application is designed to assist Jira administrators in keeping their Jira Software and Jira Service Desk license counts in check by identifying and managing inactive users

CSV Dashboard

API Dashboard

How to Use Deactivate Users App

1.Uploading CSV Data

Select either Jira Software or Jira Service Desk.
Click on Upload CSV
Choose the Exported CSV file and Upload it
Define the period of inactivity (e.g., a month, year, or custom number of days) and Click on Submit
Select the users you want to remove product access for.
Execute the removal process by Clicking on Deactivate Users/Bulk Deactivate Users.

Select either Jira software or Jira Service Desk

Click on Upload CSV

Choose the Exported CSV file and Upload it

Define the period of inactivity (e.g., a month, year, or custom number of days) and Click on Submit

Select the users you want to remove product access for.

Execute the removal process by Clicking on Deactivate Users/Bulk Deactivate Users.

You have the ability to verify the removal status of individual users.

2.Admin API Token

Select either Jira Software or Jira Service Desk.
Define the period of inactivity (e.g., a month, year, or custom number of days).
Select the users you want to remove product access for.
Execute the removal process by Clicking on Deactivate Users/Bulk Deactivate Users.

Select either Jira Software or Jira Service Desk.

Define the period of inactivity (e.g., a month, year, or custom number of days).

Select the users you want to remove product access for.

Execute the removal process by Clicking on Deactivate Users/Bulk Deactivate Users.

You have the ability to verify the removal status of individual users.

How does the Application identify Inactive users

The application determines inactive users by analyzing their last active date within the selected Jira product. According to official specifications from Atlassian Administration:

Active status is defined as viewing a product's page for a minimum of 2 seconds.
The data for the last activity may be delayed by up to 24 hours.
If the user has not accessed a product, the product_access response field will be empty.

In summary, users are considered inactive if they haven't viewed a product's page for at least 2 seconds within the specified time frame, and the application accounts for potential delays in updating last activity data, up to 24 hours.

What is “More than” Drop Down

It refers to the date and time when a user was last actively engaged with the Jira Software or Jira Service Desk. It represents the most recent point in time when the user interacted with the application by performing actions such as logging in, accessing project data, creating or updating issues, or any other form of user activity. The "more than" data is crucial for identifying and managing inactive users, as it helps determine which users have not engaged with the application within a specified timeframe, allowing administrators to make informed decisions about their product access.

How to get Exported-Users CSV data file

To retrieve CSV data, follow these steps:

Navigate to the "Settings" menu.
Click on "User Management."
In the submenu, select "Export Users."

Navigate to the “Settings” menu.

Click on “User Management”

In the submenu , select “Export Users”

Configure the export options as depicted in the images below.

How to get Admin API token

Make sure you are Org Admin of the Instance and Instance Domain is verified

Click on settings > Click on User management > Click on settings(top menu) > Click on API keys (left menu)

Please follow below images for reference

How to configure the App with Admin API token

To configure Admin API token in the App , please follow below steps

Click on Mange Apps

Click on Configure

Input your Admin API token and proceed with the submission. Upon successful authentication of the token's validity, it will be securely stored within your instance.

Why is Admin API token required

When attempting to retrieve users' last seen information without utilizing a CSV file, the exclusive method is through an API that necessitates the use of an Organization Admin API token. This token will be securely stored within your Jira instance.