Notify Users About Stale Devices Scheduled

Notify primary users about their stale devices via email

Description

Identifies devices that haven't been active for a specified number of days and sends personalized email notifications to the primary users of those devices. The email contains device information and action steps for the user. Optionally filter users by including or excluding specific groups.

Setup regarding email sending

This runbook sends emails using the Microsoft Graph API. To send emails via Graph API, you need to configure an existing email address in the runbook customization.

This process is described in detail in the Setup Email Reporting documentation.

Mail Template Language Selection

This runbook supports three email template options:

1. EN (English - Default): Uses the built-in English template

2. DE (German): Uses the built-in German template

3. Custom: Uses a custom template from Runbook Customizations

Using Custom Mail Templates

To use a custom mail template (e.g., in Dutch, Spanish, or any other language), you need to configure the template text in the Runbook Customizations. If any custom template parameter is missing, the runbook will automatically fall back to the English template.

Example: Custom Template

{
    "Runbooks": {
        "rjgit-org_devices_notify-users-about-stale-devices_scheduled": {
            "Parameters": {
                "CustomMailTemplateSubject": {
                    "Default": "This is a custom subject - Action Required: Inactive Devices"
                },
                "CustomMailTemplateBeforeDeviceDetails": {
                    "Default": "**This is above the Device Details.** \n\nDear user ..."
                },
                "CustomMailTemplateAfterDeviceDetails": {
                    "Default": "**This is below the Device Details.** \n\n## What you should do..."
                }
            }
        }
    }
}

Important Notes:

• Use \n for line breaks in the JSON configuration

• Markdown formatting (##, ###, **, -) is supported in the template text

• All three custom template parameters (Subject, BeforeDeviceDetails, AfterDeviceDetails) should be configured

• If any parameter is missing, the runbook automatically falls back to the English (EN) template

• When using the custom template, select "Custom - Use Template from Runbook Customizations" in the Mail Template dropdown

Location

Organization → Devices → Notify Users About Stale Devices (Scheduled)

Full Runbook name

rjgit-org_devices_notify-users-about-stale-devices_scheduled

Permissions

Application permissions

• Type: Microsoft Graph

  • DeviceManagementManagedDevices.Read.All

  • Directory.Read.All

  • Device.Read.All

  • Group.Read.All

  • Mail.Send

Parameters

Days

Number of days without activity to be considered stale (minimum threshold).

Property	Value
Required	false
Default Value	30
Type	Int32

MaxDays

Optional maximum number of days without activity. If set, only devices inactive between Days and MaxDays will be included.

Property	Value
Required	false
Default Value
Type	Int32

Windows

Include Windows devices in the results.

Property	Value
Required	false
Default Value	True
Type	Boolean

MacOS

Include macOS devices in the results.

Property	Value
Required	false
Default Value	True
Type	Boolean

iOS

Include iOS devices in the results.

Property	Value
Required	false
Default Value	True
Type	Boolean

Android

Include Android devices in the results.

Property	Value
Required	false
Default Value	True
Type	Boolean

EmailFrom

The sender email address. This needs to be configured in the runbook customization.

Property	Value
Required	false
Default Value
Type	String

ServiceDeskDisplayName

Service Desk display name for user contact information (optional).

Property	Value
Required	false
Default Value
Type	String

ServiceDeskEmail

Service Desk email address for user contact information (optional).

Property	Value
Required	false
Default Value
Type	String

ServiceDeskPhone

Service Desk phone number for user contact information (optional).

Property	Value
Required	false
Default Value
Type	String

UseUserScope

Enable user scope filtering to include or exclude users based on group membership.

Property	Value
Required	false
Default Value	False
Type	Boolean

IncludeUserGroup

Only send emails to users who are members of this group. Requires UseUserScope to be enabled.

Property	Value
Required	false
Default Value
Type	String

ExcludeUserGroup

Do not send emails to users who are members of this group. Requires UseUserScope to be enabled.

Property	Value
Required	false
Default Value
Type	String

OverrideEmailRecipient

Optional: Email address(es) to send all notifications to instead of end users. Can be comma-separated for multiple recipients. Perfect for testing, piloting, or sending to ticket systems. If left empty, emails will be sent to the actual end users.

Property	Value
Required	false
Default Value
Type	String

MailTemplateLanguage

Select which email template to use: EN (English, default), DE (German), or Custom (from Runbook Customizations).

Property	Value
Required	false
Default Value	EN
Type	String

CustomMailTemplateSubject

Custom email subject line (only used when MailTemplateLanguage is set to 'Custom').

Property	Value
Required	false
Default Value
Type	String

CustomMailTemplateBeforeDeviceDetails

Custom text to display before the device list (only used when MailTemplateLanguage is set to 'Custom'). Supports Markdown formatting.

Property	Value
Required	false
Default Value
Type	String

CustomMailTemplateAfterDeviceDetails

Custom text to display after the device list (only used when MailTemplateLanguage is set to 'Custom'). Supports Markdown formatting.

Property	Value
Required	false
Default Value
Type	String

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