Feature / Auto Lifecycle

Stop waiting to hear that someone left.

When someone leaves a distributor, the manufacturer doesn't hear about it. Tactna finds IDs that fell idle from usage, locks them, and deletes them after confirmation. Accounts in connected apps disappear too, and licenses are released.

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  • Auto-lock after inactivity
  • Staged deletion unless released
  • Connected apps and licenses released too
admin.tactna.example

Users

Last Active ▾
NameTeamLast ActiveStatus
TMisaki TanakaACME Salesjust nowActive
YTaro YamadaACME Sales2 min agoActive
SHanako SatoACME Sales120 days agoLocked · auto
KMegumi KimuraTakada Logi131 days agoLocked · auto
Hanako Sato auto-locked · 30 days inactive · Team Admin notifiedReactivate
Delete user×

Hanako Sato has been locked for 60 days with no reactivation. Deleting removes the account from Tactna and every connected application.

  • Ordering systemAccount removed
  • Price listAccount removed
  • OutSystems (billing)1 seat released
iThis action is recorded in the Activity Log with the rule and the approver.
CancelDelete

Problem

Gone, but still able to get in.

30%unused distributor IDs (case study)

When a distributor rep leaves, nobody is obliged to tell the manufacturer. No notice comes, and the leaver's account stays open. At one customer, 30% of distributor IDs were unused "zombie IDs."

A zombie ID is both a way in for a breach and a wasted seat license. Even if the yearly review catches it, it has been open for the eleven months before.

Where things stand today

  1. LeftA distributor rep leaves
  2. NoticeNo one tells you
  3. IDThe ID stays active
  4. Until the reviewAnyone can get in for up to a year, until the next review

Mechanism

Judge by usage, not by notice.

Tactna doesn't wait for someone to say a person left. It looks only at whether they log in, and closes the ID in stages.

  1. Auto-lock Policy

    Save
    Lock after30 days inactive
    Delete after60 days locked
    NotifyTeam Admin + Tenant Admin
    ScopeLock afterDelete afterExceptions
    Default (all teams)30 days60 days—
    Team · Kitakanto Setsubi60 days90 days—
    Role · Service90 days120 days2 users
    01Manufacturer

    Set the rules

    Decide how many days of inactivity trigger a lock, and how many days after locking an ID is deleted. For example, lock at 30 days and delete 60 days later. Rules can also differ per distributor or role.

  2. Users

    Last Active ▾
    NameTeamLast ActiveStatus
    TMisaki TanakaACME Salesjust nowActive
    YTaro YamadaACME Sales2 min agoActive
    SHanako SatoACME Sales120 days agoLocked · auto
    KMegumi KimuraTakada Logi131 days agoLocked · auto
    Hanako Sato auto-locked · 30 days inactive · Team Admin notifiedReactivate
    02Tactna

    Check daily, lock

    Every day Tactna checks the last login of every user. IDs that reach the rule are locked automatically, and the distributor's admin and the manufacturer's admin are notified. If the person is still there, the distributor admin can release it on the spot.

    If the person is still there, an admin releases it on the spot and the ID goes back to active.

  3. Delete user×

    Hanako Sato has been locked for 60 days with no reactivation. Deleting removes the account from Tactna and every connected application.

    • Ordering systemAccount removed
    • Price listAccount removed
    • OutSystems (billing)1 seat released
    iThis action is recorded in the Activity Log with the rule and the approver.
    CancelDelete
    03Tactna

    Delete, and propagate to connected apps

    An ID that passes the deadline without release is deleted. The deletion propagates automatically to connected apps, releasing the account and seat license there too.

States

Active, locked, deleted. The way back ends at locked.

StatesWhat happensWho can act
ActiveWorks as usual—
Locked (automatic)Cannot log in. Shown as "Locked · auto" in the admin console and Tactna Portal, and a notice is sentDistributor admins and manufacturer admins can release it
DeletedThe account disappears from Tactna and connected apps and the license is released. The record remainsCannot be restored
admin.tactna.example

Users

Add User
NameTeamLast ActiveStatus
TMisaki TanakaACME Salesjust nowActive
YTaro YamadaACME Sales2 min agoActive
SHanako SatoACME Sales120 days agoLocked · auto
KMegumi KimuraTakada Logi131 days agoLocked · auto
Delete user×

Hanako Sato has been locked for 60 days with no reactivation. Deleting removes the account from Tactna and every connected application.

  • Ordering systemAccount removed
  • Price listAccount removed
  • OutSystems (billing)1 seat released
iThis action is recorded in the Activity Log with the rule and the approver.
CancelDelete

Features

Find it, stop it, remove it, give the seat back.

  • Inactivity detection

    Idle IDs are detected automatically every day from the days since last login.

  • Auto-lock

    IDs that hit the threshold are locked and can no longer log in.

  • Staged deletion

    Deleted after a set period locked with no release. A grace period always guards against wrong deletions.

  • Notice and release

    Distributor and manufacturer admins are notified at lock time. If the person is still there, an admin can release it.

  • Propagation to connected apps

    Deletion propagates automatically to connected apps (for example, apps built on OutSystems).

  • License release

    Deletion releases that app's seat license at the same time.

  • Different rules per scope

    Thresholds can differ per distributor or role.

  • Exempt users

    Users expected to be away for a long time can be exempted from the check.

  • List of idle IDs

    Lists such as "Inactive Users (90 days)" can be exported at any time.

Impact

30% to zero.

  • 30% → 0Unused distributor IDs
  • 12,000+zombie IDs detected to date (across Tactna)
MetricBeforeAfter
How long a zombie ID stays openUp to a year (until the next review)Only the threshold days
Licenses of people who leftPaid for indefinitelyReleased automatically

Case study

At valve maker KITZ, 30% of distributor IDs were zombie IDs. Since adopting Tactna, inactive IDs are locked automatically, deleted unless released, and the accounts and licenses in the OutSystems-built distributor app are released automatically. Zombie IDs are gone and user-management effort is down 70%.

Read the case study

FAQ

Frequently asked questions

Could it delete the ID of someone who still works there?

A lock stage always comes before deletion. The distributor admin is notified at lock time and can release it on the spot if the person is still there. Only IDs that pass the grace period without release are deleted.

What about people on long assignments or parental leave?

Exempt them from the check, or set a longer threshold for that distributor or role. Even if locked, releasing restores the ID.

Does deletion reach apps that aren't connected?

It propagates automatically to apps connected to Tactna. For apps that aren't connected, you act on the deletion notice by hand.

How is this different from IGA access reviews?

An IGA access review asks managers "is this person still needed?" and collects answers. If no answer comes back, the ID stays. Tactna decides automatically from usage, so it doesn't wait for answers. No reply and no use means the ID is closed.

Is a record of the deletion kept?

Yes. When it was deleted, under which rule, and with whose approval (or automatically) is recorded and available for audits.

Can the thresholds be changed later?

Yes. Adjust them as you operate, to fit how your distributors actually work.

Related features

From the day they join to the day they leave.

Partner Self-Service Distributor admins add and approve their reps, ready the day they join. Learn more→ Authentication (Auth0 / Cognito) One ID for the apps they need. Authentication comes built into Tactna. Learn more→ Lifecycle Record Every action, including locks and deletions, stays on a timeline you can hand straight to auditors. Learn more→

What share of your distributor IDs is no longer in use?

Tell us how many distributor users you have and when you last ran a review. In the demo you'll see lock and deletion rules designed for your operation, and the actual detection screens.

Request a demo