Automatically deleting end users

Purpose

When someone leaves the company, the user usually disappears from the CUCM through LDAP synchronization. Phones, softphones, lines and the voicemail mailbox remain, however, and occupy numbers and licenses. With this feature, EasyUC cleans them up.

The regular user scan detects which end users have been deleted in the CUCM since the last scan and collects them in a daily group. The group is not processed immediately, but only after midnight by the background job run-task (default: every eleven minutes). EasyUC then uses the phone number of the deleted user to find the user's devices and lines. Devices are deleted or marked as spare devices, lines are deleted. If the connection has voicemail, EasyUC also deletes the mailbox.

Several safeguards prevent wrong deletions. If the user is back in the CUCM or is currently being restored, EasyUC deletes nothing. The same applies if the user had no phone number or an active user uses the number. A device is kept if it is assigned to another user or shares a line with another device. EasyUC stops groups that have been waiting for more than two days and does not process them retroactively.

Prerequisites

• License with the cucm module and the provisioning feature. Without provisioning, the entry is missing from the Actions menu.
• EasyUC account with the ROLE_APP_ADMIN role. Only administrators see the Administration menu.
• The CUCM connection has been created and enabled. For a disabled connection, Actions shows only Enable Connection.
• The background jobs newusers-scan and run-task are active under Administration → System & Operations → Background Jobs.
• The users have a phone number in the CUCM. EasyUC uses it to find devices and lines.
• For e-mails: SMTP delivery is set up.
• For checking: ROLE_APP_VIEW_AUTO_DELETE_TASK_PAGE role for Reporting → Automatisierung & Änderungen → Auto Delete Tasks (the menu group Automatisierung & Änderungen, “automation and changes”, has a German label in the interface).

Step by step

1. In the header, select the EasyUC Cisco workspace.
2. In the menu, open Administration → CUCM & Provisioning → CUCM Connections. The Manage CUCM Connections page lists all connections.
3. In the row of the connection you want, click Actions. The Menu popover opens.
4. Click Auto Delete Endusers. The Automatic end-user deletion dialog opens.
5. Switch on Enable. Three areas appear.
6. In the Stop Process Automatically area, switch on the switch and enter the upper limit under Maximum deleted endusers in a day, for example 10.
7. If hardware phones are to remain in the CUCM, switch on the switch in the Set Devices as Spare area and enter the new description under Spare Devices Description, for example Spare device free.
8. In the Send Emails area, switch on the switch, type an address under Add email addresses (type an e-mail address and press enter) and press Enter.
9. Click Save. The dialog closes and EasyUC shows a success message (“Success”).
10. If the dialog stays open and shows Stopped auto delete groups, EasyUC has stopped older pending groups when the feature was switched on again. Click Open Auto Delete Tasks to check them, or click Close.
11. On the day after the first detected deletion, check the group under Reporting → Automatisierung & Änderungen → Auto Delete Tasks.

Step by step: checking and restarting a stopped group

1. Open Reporting → Automatisierung & Änderungen → Auto Delete Tasks.
2. Open the stopped group and go through the list of users. Devices, lines and voicemail of these users are deleted.
3. Restart the group if all entries are correct. A group from an earlier day runs with the next run-task. A group from today runs only after midnight.

Fields and options

Check the result and narrow down errors

• Success: Under Auto Delete Tasks, there is one group per day with one task per deleted user. The task states which devices, lines and mailboxes were removed or spared.
• Note in the dialog “Auto Delete was switched on again. Pending groups from earlier days were stopped so that they are not processed retroactively.”: The setting has been saved. Check the stopped groups and restart them if required.
• Message “Please add at least one e-mail address”: Delivery is switched on, but no recipient has been entered.
• Log entry “Enduser is back in CUCM or being restored (Deleted Users), nothing deleted”: The user exists again. EasyUC has deleted nothing.
• Log entry “Deleted Enduser has no telephone number” or “Telephone Number is used by an active Enduser”: EasyUC could not assign the devices reliably and has deleted nothing.
• Log entry “Device … is used by another Enduser” or “… is used by another Device”: The device is kept because it is still needed.
• A group has the status stopped: The upper limit was exceeded, the group was older than two days, or it comes from a catch-up scan after a longer outage. Check it as described above.
• A deletion cannot be undone by switching off the feature. For deleted phones, see the chapter on restoring.