In systems where Action Tracking is configured it is important to consider how the UAT system will be managed, particularly when refreshing the UAT database from the Production database.

Where Action Tracking jobs are turned on in UAT and users have email addresses assigned to them, they will receive notifications, reminders and rejections based on the current state of the UAT data.  In practice this means that they will get reminders and notifications from UAT about Actions in Production that they’ve either completed or which no longer match the relevant criteria.

There are a couple of ways to manage this situation:

1. You can turn off the email notification jobs in UAT
2. You can remove (or selectively remove) email addresses from Staff and Contacts

In both cases the notification emails no longer get sent out.

Option 1 is easier, but you lose the ability to do testing with email notifications in UAT.

Option 2 is complicated because there’s a dependency on how you do authentication:

• If you use Windows authentication you can remove all email addresses. This can be done easily via a database script as part of the database refresh process
• If you use username/password, or SSO via SAML2, then you need to retain the email addresses of application administrators so that they can continue to log in. This can also be scripted, but needs more work as it’s necessary to specify those users

Further information on this process is available from the linked document below.

Ideagen Internal Audit (Aura):  Restoring a database into the application environment