Creating Automated Tasks

Automated Tasks in User Management & License Optimizer transform manual user management into scheduled, intelligent automation. By leveraging saved filters from the User Browser, administrators can create powerful automation rules that execute bulk operations on a defined schedule, ensuring consistent user governance while dramatically reducing administrative overhead.

What Makes Automated Tasks Powerful?

Automated Tasks are essentially scheduled bulk operations that execute based on dynamic user filters. Unlike one-time bulk operations, automated tasks:

1. Run on a schedule - Daily, weekly, or at custom intervals

2. Use dynamic filters - Always process the current set of users matching your criteria

3. Execute without intervention - Once configured, they run automatically

4. Provide detailed logging - Every execution is tracked and auditable

5. Can be paused/resumed - Maintain control over automation

Accessing Automated Tasks

Navigate to Automated Tasks through:

1. Click Automated Tasks in the main navigation menu

2. The page displays all existing automated tasks in a table format

Task List View

The automated tasks table shows:

• Job Name - The descriptive name you assigned to the task

• Updated By - Admin who last modified the task (shown with avatar)

• Actions - The operations performed by the task

• Schedule - When and how often the task runs

• Schedule Active - Toggle to enable/disable the task

• Last Run - Timestamp of the most recent execution

• Next Run - When the task will execute next

Automated Tasks

Automated Tasks help you manage your users more efficiently by applying saved filters from the User Browser and running predefined actions on a schedule. Use them for onboarding, license cleanup, compliance enforcement, and more with full traceability.

This feature runs on top of your saved filters and executes bulk actions based on your criteria.

Key Benefits

• Reduce manual work with automation

• Apply rules consistently across users

• Schedule once, run automatically

• Full execution logs and audit trail

How It Works

1. Create a Saved Filter in the User Browser that defines your user criteria

2. Use that filter to create an Automated Task

3. Configure one or more actions (e.g., add to group, suspend user)

4. Define the execution schedule (manual or recurring)

5. Monitor execution results and adjust as needed

Creating a New Automated Task

Step 1: Add New Task

Go to Automated Tasks from the top navigation.
Click Add New Task to open the task modal.

Step 2: Configure Basic Settings

Task name
Use a descriptive name that explains the purpose.
Examples:
Add Customer Group to Inactive Jira Users
Remove Stale Confluence Access
Monthly License Cleanup

Saved filter
The filter defines which users your task will update.

• Choose from your saved filters in the User Browser

• The filter is re-evaluated every time the task runs

• Make sure your filter captures the right criteria

Examples:
Jira only — Users with Jira access only
Inactive 90 days — Users not active in the last 90 days
External contractors — Users with contractor email domains

Step 3: Define the Schedule

You can run tasks manually or set them to run on a recurring schedule.

Manual Execution

• Task is saved but does not run automatically

• Trigger manually via the actions menu (⋮)

• Useful for:

  • Occasional cleanup tasks

  • Tasks requiring review before execution

  • Template tasks for different scenarios

Weekly Schedule

• Select one or more weekdays

• Choose the execution time (hourly slots)

• Useful for regular cleanup or reviews

Interval Schedule

• Run the task every X days/weeks/months

• Set a start date and time

• Ideal for monthly compliance routines

Time and Date Settings

• Use your site’s timezone

• Set the start date using the calendar picker

• Choose off-peak hours for large tasks

• The schedule toggle must be active for scheduled tasks to run

Scheduling Examples

Daily Inactive User Processing

• Weekly schedule with all days selected

• Run at 03:00 AM to minimize impact

• Processes users inactive > 30 days

Weekly License Review

• Weekly schedule, Monday only

• Run at 10:00 AM for management visibility

• Reviews and optimizes license allocation

Monthly Compliance Check

• Interval schedule, every 1 month

• Run on the 1st at 09:00 AM

• Ensures access compliance

Step 4: Select Actions

Pick one or more operations to run on the filtered users.

• Add to Groups: Search and select one or more groups

• Remove from Groups: Clean up outdated memberships

• Remove App Access: Remove user access to selected apps

• Suspend User: Block access without deleting data

Actions are executed in the order they’re selected.

Example Sequence
First: Remove from admin group
Then: Add to “customer” group
Finally: Remove Jira and Confluence access

Step 5: Review and Save

Before saving:

• Double-check the task name, filter, and actions

• Review the schedule and timing

Click Save or Update Task to finish setup.

Managing Tasks

Task Overview

The task list shows:

• Name and description

• Status (Active/Inactive)

• Last and next execution times

• Actions menu (⋮)

Actions Available

• Run Now: Execute immediately

• Edit: Modify the task

• Remove: Delete the task

• Show Results: View execution logs

Monitoring Execution

Execution History

Click Show Results for a task to view:

• Execution date and duration

• Success, failure, or partial status

• Number of users affected

• Logs for each action

Click Download Result to export logs as JSON for auditing.

System-Wide Monitoring

Click Show Last Runs to view results across all tasks.

Best Practices

Task Naming

• Use clear names that explain what the task does

• Example: Weekly License Cleanup – Inactive 90d

Filter Design

• Test filters in the User Browser before using them in automation

• Start with small scopes and expand gradually

Scheduling

• Start with manual execution if unsure

• Avoid overlap between similar tasks

• Use early morning slots to reduce system load

Action Planning

• Start with non-destructive actions

• Review execution results after the first few runs

Common Use Cases

License Optimization
Filter: Users inactive > 180 days
Action: Remove app access
Schedule: Monthly

Automatic Customer Conversion
Filter: Jira users inactive > 30 days
Action: Add to “customer” group
Schedule: Weekly

New User Onboarding
Filter: New users not yet in onboarding groups
Action: Add to standard and training groups
Schedule: Daily

Security Compliance
Filter: Users inactive > 180 days
Action: Suspend user
Schedule: Daily

Troubleshooting

Task Not Running

• Check if schedule toggle is active

• Make sure the start date is in the past

• Confirm filter returns users

No Users Affected

• Re-test filter in User Browser

• Check user status and criteria

• Users may already be processed

Partial Failures

• Review logs for errors

• Check group availability

• Protected users like org admins cannot be modified

Security and Control

• Audit logs: Every execution is stored

• Org Admin Protection: They cannot be changed via automation

• Permissions: Only authorized admins can create/edit tasks

• Manual Overrides: All automated actions can be reversed via bulk operations

Integration with the User Browser

• Saved filters are shared between User Browser and automation

• Task changes reflect immediately in user views

• Manual and automated workflows work hand-in-hand