Business Challenge
Managing active user licenses in large enterprises poses unique challenges when user access needs to be dynamically adjusted. Enterprises face three key hurdles:
- Manual User Deactivation: Inactive users that have remained in the system due to the lack of an automated deactivation mechanism, causing license sprawl and inefficient usage.
- License Group Bloat: Users who no longer needed access are continuing to occupy licensed groups, increasing costs and complicating audits.
- Lack of Exportable, Filtered Data: User data reporting was limited. There was no easy way to export filtered lists based on activity, group membership, or exceptions for analysis and compliance.
Solution Overview
The miniOrange Crowd Automated User Management App automates key parts of user lifecycle management to optimize license usage and boost operational efficiency.
Key features of the solution included:
- Automated User Deactivation: Inactive users are automatically deactivated after a specified period of inactivity, removing the need for constant admin oversight.
- Smart Licensed Group Cleanup: Inactive users are removed from licensed groups unless they’re tagged as exceptions—ensuring that only actively engaged users consume licenses.
- Filtered User Data Export: Easily export user lists based on filters like activity status or group membership, making it simple to audit user access and inform decision-making.
How It Works
Here’s how the Crowd Automated User Management app makes the solution work:
- Configure Inactivity Threshold: Set a time-based scheduler that can automatically identify users who haven’t logged in over a defined period (e.g., 60 days).
- Tag Exceptions: Mark critical users (e.g., service accounts or execs) as exceptions to exclude them from automated cleanup actions.
- Enable Group Removal Logic: Select which license groups to monitor. Inactive users are automatically removed from these unless they are on the exception list.
- Export Data for Audits: Use built-in export tools to pull real-time reports on active vs. inactive users, group membership, and license utilization.
Key Benefits
The solution provides the following key benefits:
Optimized License Management
Frees up unnecessary license usage by automatically cleaning up dormant accounts.
Operational Efficiency
Removes the manual burden of regularly checking user activity and updating group memberships.
Enhanced Visibility & Reporting
Filtered user exports enable better data analysis and license planning.
Conclusion
Managing Atlassian licenses at scale doesn’t have to be complex or manual. With the miniOrange Crowd Automated User Management app, enterprises can take a proactive approach to user access—automating deactivation, cleaning up licensed groups, and exporting meaningful user data with ease. The result? Reduced license costs, improved compliance, and more time for admins to focus on what matters.
