Add Automated Inactive User Cleanup Scheduled Job (#2580)

* Code for Moveworks bot messages for Flow to include url links

* Create script.js

* Create readme.md

* Delete Moveworks messages html for Flow

Author: Suri123789

Server-Side Components/Scheduled Jobs/Clean up Inactive User access/readme.md

@@ -0,0 +1,82 @@
+🧹 Inactive User Cleanup — ServiceNow Scheduled Job
+📌 Overview
+
+This script automates daily cleanup of access and assignments for inactive users in ServiceNow.
+It removes orphaned access, ensures task accountability, and sends an email summary upon completion.
+
+✅ Features Included
+🔹 Inactive Group Membership Cleanup
+
+Searches User Group Member table (sys_user_grmember)
+Identifies inactive users (excluding Web Service Access Only accounts)
+Removes them from all associated groups
+Logs each removal in system logs
+Adds removal details to the summary email
+
+🔹 Direct Role Revocation
+
+Searches User Has Role table (sys_user_has_role)
+Removes roles not inherited via group membership
+Prevents unauthorized access after deactivation
+Logs each role removed
+Included in daily summary email
+
+🔹 Task Ownership Cleanup
+
+Searches Task table (task)
+Finds active tasks assigned to inactive users
+Clears the Assigned To field without triggering workflow
+Adds work notes for audit traceability
+Logs entries + email reporting
+All actions skip users where: web_service_access_only = true
+
+🛠 Script Placement & Configuration
+Field	Value
+Script Type	✅ Scheduled Script Execution
+Location	Run this script section
+
+Before using in your instance, update the following in script:
+
+Line	Update Required
+Line 56	Replace sender email in email.setFrom('xyz@service-now.com');
+Line 44	Replace system property name in gs.getProperty('glide.xyz.admin.email.recipients');
+🔍 System Property Required
+
+Create or update the System Property to store email recipients:
+
+Name (example)	Value (example)
+glide.xyz.admin.email.recipients	admin@example.com,user@example.com
+
+Supports single or comma-separated recipients ✅
+
+✉️ Email Summary Includes
+
+Users removed from groups
+Direct roles removed
+Active tasks unassigned
+Timestamped logs for auditing
+
+📝 Work Notes Added
+
+For tasks reassigned:
+System Administrator removed "Assigned to" value as the user is no longer active.
+
+⚠️ Best Practices
+
+Run in sub-prod first
+Ensure proper backups/audit compliance
+Schedule at low-traffic hours
+Monitor logs initially for data impact
+
+🧩 Extendability Ideas
+
+You can easily modify:
+Email template (HTML formatting)
+Query filters for additional cleanup criteria
+Logging to include sys_id values
+Scheduling frequency (default recommended: Daily)
+
+🧑‍💻 Maintainers
+
+Feel free to update script name, System Property naming, and sender email for your organization.
+Pull requests & suggestions welcome! 🙌

Server-Side Components/Scheduled Jobs/Clean up Inactive User access/script.js

@@ -0,0 +1,59 @@
+///This is a Scheduled Job Script to be added in "Run this script" 
+//replace the email in line 56- 'email.setFrom('xyz@service-now.com');'
+//replace the property name in line 44 'var recipientList = gs.getProperty('glide.xyz.admin.email.recipients');'
+
+var emailBody = 'Daily Inactive User Group/Role/Task Clean-up Completed: \n<br><br>';
+
+//REMOVE INACTIVE USERS FROM GROUPS
+var queryString = "user.active=false^user.web_service_access_only=false^user.sourceSTARTSWITHldap:"; //query to find inactive members belonging to groups and ignores any users with "web service access only" = TRUE.
+var recGrp = new GlideRecord('sys_user_grmember'); //searches the User Group Member table
+recGrp.addEncodedQuery(queryString);
+recGrp.query();
+while (recGrp.next()) {
+    emailBody += 'Inactive User, ' + recGrp.user.getDisplayValue() + ', member of Group: ' + recGrp.group.getDisplayValue() + ' was removed from Group.\n<br>';
+    gs.log('Inactive User, ' + recGrp.user.getDisplayValue() + ', member of Group: ' + recGrp.group.getDisplayValue() + ' was removed from Group.');
+    recGrp.deleteRecord(); //deletes group membership record from inactive user
+}
+
+//REMOVE ROLES FROM INACTIVE USERS THAT WERE NOT ADDED BY GROUP MEMBERSHIP
+var recRole = new GlideRecord('sys_user_has_role'); // search view User Has Role table
+var queryString2 = "user.active=false^user.web_service_access_only=false^user.sourceSTARTSWITHldap:^inherited=false";
+recRole.addEncodedQuery(queryString2); // find inactive users that have a role assigned and ignores any users with "web service access only" = TRUE.
+recRole.query();
+while (recRole.next()) {
+    emailBody += 'Inactive User, ' + recRole.user.name + ' found - Role: ' + recRole.role.getDisplayValue() + ', was removed.\n<br>';
+    gs.log('Inactive User, ' + recRole.user.name + ' found - Role: ' + recRole.role.getDisplayValue() + ', was removed.'); // add info message to system log about what user was inactive and role was removed
+    recRole.deleteRecord(); //deletes role record from inactive user
+}
+
+//CLEARS ASSIGNED TO ON ACTIVE TASKS ASSIGNED TO INACTIVE USERS
+var recTask = new GlideRecord('task'); // search task table
+var queryString3 = "assigned_to.active=false^assigned_to.web_service_access_only=false^active=true";
+recTask.addEncodedQuery(queryString3); // find inactive users that have active tasks assigned to them and ignores any users with "web service access only" = TRUE.
+recTask.query();
+while (recTask.next()) {
+    emailBody += 'Removed task from Inactive User: ' + recTask.assigned_to.getDisplayValue() + ' ' + recTask.number + '.\n<br>';
+    gs.log('Removed task from Inactive User: ' + recTask.assigned_to.getDisplayValue() + ' ' + recTask.number); // add message about what user was inactive tasks removed
+    recTask.work_notes = 'System Administrator removed "Assigned to" value as the user is no longer active.'; //add work note explanation without workflow
+    recTask.update();
+    recTask.assigned_to = '';
+    recTask.setWorkflow(false); //removes assigned_to value without workflow
+    recTask.update();
+}
+
+var recipientList = gs.getProperty('glide.xyz.admin.email.recipients');
+var email = new GlideEmailOutbound();
+email.setSubject('Daily Inactive User Group/Role/Task Clean-up Completed');
+email.setBody(emailBody);
+if (recipientList.includes(',')) {
+    var recipients = recipientList.split(",");
+    for (var i = 0; i < recipients.length; i++) {
+        email.addRecipient(recipients[i]); // Add recipients from system property
+    }
+} else {
+    email.addRecipient(recipientList); // Add single recipient from system property
+}
+email.setFrom('xyz@service-now.com');
+email.save();
+
+gs.log('Daily Inactive User Group/Role/Task Clean-up Completed: \n\n' + emailBody);