Help with the user deactivation automation for 90 days inactivity

Question

Hi team,

I’m trying to implement an automation to manage inactive users in our instance and wanted to check if my approach is correct or if there’s a better way to do this.

The requirement is to check the users activity, if they accessed the product or not

* If a user is inactive for 83 days → create a Jira ticket for tracking

* If inactivity reaches 89 days → add a reminder comment on the same ticket

* If inactivity crosses 90 days → remove the user’s product access (Jira, Confluence, etc.) it was only checking with individual product and the api call i am trying to check the details is

"  https://api.atlassian.com/admin/v1/orgs/ORG_ID/directory/groups/GROUP_ID/members?limit=100 "

For this, I’m currently using the Admin API to fetch users and checking the last_active_at field to calculate inactivity.

My questions are:

* Is last_active_at reliable enough for this kind of inactivity tracking?

* Does it truly represent user activity across all Atlassian products?

* Is there any better or recommended way to track inactivity at org level before removing access?

Any guidance or best practices would be really helpful.

Thanks!

James - Seats Management · Answer

Hi @Hari Krishna ,
The challenge with this approach is that Jira Automation rules don't have native access to user login activity data. They operate on issue events and field changes - not the user management layer. So while you can create tickets on a schedule, the "check if user is inactive for X days" part can't be done natively within Jira Automation.

Two approaches that work:
Option A: Script it externally - Use the Atlassian Admin REST API to pull user last-login data, then trigger your ticket creation and deactivation from a scheduled script. Full control, but you own the maintenance.

Option B: Marketplace app - Full disclosure - I work on User Management Automation for Jira & Confluence. It handles inactivity monitoring, configurable thresholds, and automatic deactivation across both Jira, Confluence and all Atlassian's products. Runs on Forge (data stays in Atlassian), supports email notifications to users who are about to lose access, both managed and unmanaged accounts, and is SCIM-compatible.

If you want to stick with Jira Automation, you'd need an external webhook providing the inactivity data - doable but adds complexity.

Marc -Devoteam- · Answer

Hi @Hari Krishna

That depends if you have multiple Atlassian apps, based on the user there is last_active_date set for each of these apps, if the user can access those.

This can work if you have made sure different groups are used for app access, so you have different groups for JSM, Jira, Confluence etc..

But make sure to have good governance in place so no other admin might use these groups in multiple apps, then this could go horribly wrong.

Hari Krishna · Answer

Hi @Marc -Devoteam- ,

Thanks for the quick response, I want to work based on the last access date like you mentioned and what I am trying to achieve here is I am using the group id which the product access is given once the user is not logged in to 90 days the user is removed from the group, same goes for the confluence.

Will it gonna be working or not that's the case here