Overview

Process done at least twice year. Usually summer break (June) and winter break (December).

Charlie also had some discussions with Seth Cater about doing this cleanup as frequently as every 2 months. We may implement that during the 2023-2024 academic year so we have more accurate license counts leading into our contract renewal at the end of 2024. 

Work with IT to find users who are no longer eligible for Zoom accounts (no longer a student or employee). We can also limit this to those who are ineligible and have not logged in for more than 1 year. 

Resource accounts should be excluded from this process.
IT Contacts: Seth Cater. He will work with Rexroy Scott to run and return the list.

Data Gathering and Prep

1. Export lists of users from Zoom - one for regular account, one for protected

   1. Open Zoom in a browser and go to User Management > Users

   2. Select Export from the buttons on the right side of the screen and select "All Users in the Table"

   3. Wait for the report to generate and download

   4. Update the file name and save

   5. Move to the Protected subaccount and repeat the process

2. Email those lists to Seth, requesting that they add 3 columns

   1. Employee Eligibility - categorized as 1 for active/eligible or 0 for ineligible

   2. Student Eligibility - categorized as 1 for active/eligible or 0 for ineligible 

   3. Non-Person (Resource) - categorized as 1 for active or NULL for a person account

3.  Once the list is returned, review the list to ensure the number of rows matches up and the overall logic of the list appears to work.

4. Filter the list for Student 0, Employee 0, and NULL for non-person accounts. Review the number of rows left in the file to determine how many users will be deactivated.

   1. Optional: Filter the list to remove Basic Users

   2. Optional: Filter the list by Last Login Date to exclude those who have logged in within the past year

5. Spot-check accounts to ensure that employee accounts are deprovisioned in AIMS and that student accounts are no longer showing any enrolled flags. You can also compare their accounts with Canvas to see if they exist there.

Change Management

1. After reviewing the returned list, create a ticket with Change Management by visiting https://cherwell.umsystem.edu/CherwellClient/ and creating a Change Management ticket. This should be done at least 1 week prior to the deactivation date. We typically prefer scheduling this for a Wednesday morning.

2. Review Change Management Ticket #8074 As an example 

3. Attend the Change Management meeting to review the ticket and answer any questions from the group.

Deactivation

Note: This process must be done from the Owner ([email protected]) account on Zoom. 

1. To deactivate the accounts, return to Zoom in a browser and open User Management > Users. Then select Import.

2. From that pop-up window, select Update Users and then choose Deactivate Users from the dropdown menu.

3. Download the CSV sample from that pop-up window. This file includes an Email column only. 

4. Pull the filtered list into the CSV sample format.
   Note: The file can be no longer than 9999 rows. If you have more users to remove than that, you will need to split the list into multiple files and complete the process in batches. 

5. Save the updated version of the file.

6. Select Upload CSV file and select the file to upload.

7. Zoom will process the file and will provide a notification once the users have been deactivated. 

Follow Up

1. Post a notice to the Slack #zoomworkinggroup letting the team know that you are deactivating accounts. You can also remind them how to reactivate if needed (see instructions below).
2. Return to Change Management and mark the ticket as Completed, per plan 
   1. If something goes wrong or needed to be adjusted, use another appropriate status in Change Management and add notes to the Post-Change Details if needed. These will be reviewed in Change Management. 

Re-activation

1.  Log in to Zoom as an admin/support User Management > Users. 
2. Search the user by their primary email, click "Activate"
3. Click on "Edit" and change the User Type to "Licensed", and Save.