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Question

Question

Tasks assigning to disabled/unlicensed accounts

Forms Version 11
Updated January 13
asked on January 13

Wondering if this is a bug, or if this is the intended behavior? 

We're on Forms 11, Update 5 (11.0.2311.50556).

Here's the scenario:

A form is submitted. The initiator then exits our organization, their account is disabled, and they are marked as "No" in the License column on the Participants tab under System Security. Then... at a later step in the process, the form is returned to "Initiator" for correction. At this point, we would expect the instance to suspend, since the account tied to "Initiator" is no longer active, but that's not happening. Instead, the task assigns to that user, despite them no longer working here. We only notice it at some point later by chance.

We reached out to our VAR for support, and it was recommended we give approvers an option to "Reject and Cancel" in addition to just rejecting, leaving it to them to know if the initiator has exited. We could do that, of course, if the system is truly working as intended.

Can anyone confirm?

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Answer

SELECTED ANSWER
replied on January 13 • Show version history

This could be intended behavior then depending on how you have /FormsConfig set up. Up until recently you had to specify a group or groups from LFDS to determine who has access to Laserfiche Forms. If the user is still a member of one of those groups, then their account should still be getting synched to Forms, even if it is disabled and/or unlicensed. Even if you remove the user from the group the user will still show in Forms as Invalid, but you can click the X next to the Invalid status and remove them from Forms.

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Replies

replied on January 13

Jennifer, are you using Laserfiche Server or LFDS authentication with Forms?

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View 2 previous replies
replied on January 13

LFDS

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SELECTED ANSWER
replied on January 13 • Show version history

This could be intended behavior then depending on how you have /FormsConfig set up. Up until recently you had to specify a group or groups from LFDS to determine who has access to Laserfiche Forms. If the user is still a member of one of those groups, then their account should still be getting synched to Forms, even if it is disabled and/or unlicensed. Even if you remove the user from the group the user will still show in Forms as Invalid, but you can click the X next to the Invalid status and remove them from Forms.

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replied on January 13 • Show version history

We've been disabling them in AD, which marks them as unlicensed in LF, but we haven't been removing them from the group. We'll give that a try and see if it corrects the issue. THANK YOU!

Edit: I will "Mark as Answer" after we've had an opportunity to test and confirm.

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replied on January 13

Might want to also verify the amount of time between when an AD account is disabled and when it is removed from AD.  I see accounts in LFDS that have been disabled from AD, so they have no license, but they're there until they've been removed from AD.  

Once that happens, they are removed from LFDS as well. 

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replied on January 13

Yep, that's what I just confirmed. Our organization's policy is to keep AD accounts for 3 full years, so I guess we're out of luck. 

I appreciate you both weighing in, and we'll start looking for a workaround.

Thank you!

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