Marketing managers want salespeople, distributors, regional marketers, vendors and others to have ready access to their brand assets. Many leading marketers use our RevBase marketing asset management platform to provide easy yet secure access to their brand assets across global operations.
Launching accounts.
In RevBase, access is provided via an account. Typically users request an account so they can access the brand assets and product information within the RevBase application – and an administrator or designated marketer approves or denies the request using the RevBase account request function. In addition, accounts are often created in batches in the event of a new sales channel, vendor, or other groups of users.
Over time, the number of accounts grows and grows. This is a good thing, because the marketing department is serving many audiences from a single, unified system, which helps ensure brand integrity and streamline marketing operations. But with time the system accumulates hundreds or thousands of accounts — each of which has access rights to marketing assets.
Marketing managers may wonder: Is each account still active, needed or even appropriate? A marketer wouldn’t want an ex-employee or former distributor to have access, but in many cases the marketer doesn’t know the status of each user. And they certainly don’t have the time to follow up on each account.
Disabling accounts.
One of our customers asked that we add an account management feature to address this issue. (The best ideas for new functionality come from customers, of course.) She said she wanted the system to automatically disable any account that hadn’t been used in 60 days. We interviewed her and other customers, and came up with the design for our new RevBase feature: Account Auto Disable.
Here’s how it works.
As a RevBase administrator, you specify the number of days with no login by the account before that account is disabled. Let’s say you choose 60 days. In addition, you can set an optional number of warning days – this is the number of days the account owner has to log in once they’re warned that their account hasn’t been used in 60 days. Let’s say you choose 10 days for this.
Every night, the system evaluates all accounts to see if they’ve been used in the past 60 days. If an account hasn’t been used, the system sends an email to the account owner, letting them know the account will be disabled in 10 days if they don’t log in. If the account owner logs in during the 10-day warning period, that’s good: they’re active and want access! But if they don’t log in, the account is disabled after the 10 days and an email is sent to the account owner stating this. The administrator can specify the subject and message of both emails (“Account warning” and “Account is disabled”) and set different numbers of days for inactivity and warning for different groups of users. This provides flexibility.
Best of all, this happens automatically – the system does the work. The marketing manager doesn’t need to worry about stale accounts. If someone leaves the company, their account will be disabled. And infrequent users get a reminder/nudge to log in and see what new assets are available for them.
So there’s one less thing for a busy marketing manager to think about.