Inactive Employees: Agent Monitoring and Asset Management
The Inactive Employees agent helps you stay on top of employee lifecycle gaps by automatically detecting users in your Identity Provider (IdP) who have gone inactive beyond a threshold you define. When the agent triggers, it creates a support ticket and attaches a full report of company-owned assets still linked to those inactive employees - giving your IT team everything they need to act quickly and avoid operational or security risks.
This page covers how the agent works, how to configure it, and what to expect when it runs.
How It Works
The Inactive Employees agent runs on a recurring schedule and monitors your connected IdP for employees whose last activity exceeds your configured inactivity threshold. When the threshold is met, the agent takes action automatically without requiring manual intervention.
Here is what happens when the agent triggers:
A support ticket is created automatically, defaulting to the IT desk at Medium priority
A CSV report is generated and attached to the ticket, listing all company-owned assets linked to the inactive employees
The report includes owner details, asset type, and all available asset information for each record
This gives your IT team a single, consolidated view of potential asset recovery actions the moment an inactive employee is detected.
Configuring the Agent
Before the agent can run, you need to configure a few key settings that control when and how it triggers.
Inactivity Threshold
The inactivity threshold determines how many days of inactivity must pass before an employee is flagged. Employees inactive for longer than this number of days are included in the generated report and the resulting ticket.
To set the threshold:
Navigate to Autonomous Agents in your Harmony portal
Select the Inactive Employees with Assets agent
Enter the number of inactive days that should trigger the workflow
Save your configuration
You can adjust this value at any time to match your organization's offboarding or access review policies.
Schedule
The agent runs on a recurring schedule. You can configure the frequency to align with how often you want inactivity checks to run - for example, daily or weekly depending on your team's operational rhythm.
Ticket Settings
When the agent triggers, it creates a ticket with the following defaults:
Assigned Desk
IT Desk
Priority
Medium
Both the assigned desk and priority can be adjusted during configuration to match your internal workflow and escalation policies.
The Asset Report
When the agent creates a ticket, it attaches a CSV file containing all company-owned assets linked to the inactive employees it detected. Each row in the report includes:
Owner - the inactive employee associated with the asset
Asset Type - the category or type of the asset
Asset Details - all available metadata for that asset record
This report gives your IT or operations team the context they need to prioritize asset recovery, update ownership records, or take any other necessary follow-up steps - all from within the ticket.
Use Cases
The Inactive Employees agent is particularly useful for teams managing:
Offboarding gaps - catch cases where an employee has gone inactive but assets have not yet been reassigned or recovered
License and hardware audits - identify software licenses or physical devices still assigned to users who are no longer active
Access and compliance reviews - surface inactive accounts that still have associated resources, supporting regular access reviews
Prerequisites
Before enabling this agent, make sure the following are in place:
Your Identity Provider (IdP) is connected to Harmony
Asset records are being tracked and linked to employee profiles in your environment
You have the appropriate permissions to configure and activate Autonomous Agents
Enabling the Agent
Go to Autonomous Agents in your Harmony portal
Locate the Inactive Employees with Assets agent under the Employee Lifecycle section
Configure the inactivity threshold, schedule, and ticket settings
Activate the agent
Once active, the agent will run automatically on your chosen schedule. You do not need to trigger it manually.
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