Staff-AD-email-disabler/Update-StaffAD.ps1

# Update-StaffAD.ps1
# Reads Staff_Extract.csv and updates AD email addresses and account status.
# Matches users by sAMAccountName (PAYROLL_REC_NO column).
# If duplicate entries exist, ACTV takes priority over INAC/LEFT.
# Creates new AD accounts for ACTV users not found in AD.
# Applies changes automatically and appends results to a log file.
#
# Usage:
#   .\Update-StaffAD.ps1           - Run normally, apply all changes
#   .\Update-StaffAD.ps1 -DryRun   - Preview only, no changes made

param(
    [switch]$DryRun
)

# --- Configuration ---
$CsvPath         = "C:\Scripts\Staff_Extract.csv"
$LogFile         = "C:\Scripts\Logs\StaffAD_Changes.log"
$NewUserOU       = "OU=Staff,DC=school,DC=vic,DC=edu,DC=au"     # Update this
$DefaultPassword = ConvertTo-SecureString "P@ssword123!" -AsPlainText -Force  # Update this

# --- Setup ---
if (-not (Test-Path $CsvPath)) {
    Write-Error "CSV not found: $CsvPath"
    exit 1
}

$LogDir = Split-Path $LogFile
if (-not (Test-Path $LogDir)) {
    New-Item -ItemType Directory -Path $LogDir | Out-Null
}

$Staff = Import-Csv -Path $CsvPath
$DisableStatuses = @("INAC", "LEFT")
$RunHeader = "=" * 60
$Timestamp = Get-Date -Format "yyyy-MM-dd HH:mm:ss"

function Write-Log {
    param([string]$Message, [string]$Color = "White")
    Write-Host $Message -ForegroundColor $Color
    if (-not $DryRun) {
        Add-Content -Path $LogFile -Value $Message
    }
}

# --- Deduplicate: ACTV wins over INAC/LEFT ---
$Deduped = @{}
foreach ($entry in $Staff) {
    $key = $entry.PAYROLL_REC_NO.Trim()
    if (-not $Deduped.ContainsKey($key)) {
        $Deduped[$key] = $entry
    } elseif ($entry.STAFF_STATUS.Trim() -eq "ACTV") {
        $Deduped[$key] = $entry
    }
}

# --- Run Header ---
if ($DryRun) {
    Write-Host ""
    Write-Host $RunHeader -ForegroundColor Magenta
    Write-Host "  DRY RUN - NO CHANGES WILL BE MADE" -ForegroundColor Magenta
    Write-Host "  $Timestamp" -ForegroundColor Magenta
    Write-Host $RunHeader -ForegroundColor Magenta
} else {
    Write-Log ""
    Write-Log $RunHeader
    Write-Log "  RUN: $Timestamp"
    Write-Log $RunHeader
}

$emailUpdates = 0
$disables     = 0
$noChanges    = 0
$notFound     = 0
$created      = 0
$notFoundList = @()

foreach ($entry in $Deduped.Values) {
    $samAccount = $entry.PAYROLL_REC_NO.Trim()
    $status     = $entry.STAFF_STATUS.Trim()
    $email      = $entry.E_MAIL.Trim()

    # Parse name from email
    $firstName = "Unknown"
    $lastName  = "Unknown"
    if ($email -match "^([^.]+)\.([^@]+)@") {
        $firstName = $Matches[1]
        $lastName  = $Matches[2]
    }
    $displayName = "$firstName $lastName"

    # Find user in AD by sAMAccountName
    try {
        $adUser = Get-ADUser -Identity $samAccount `
                             -Properties EmailAddress, Enabled, DisplayName `
                             -ErrorAction Stop
    } catch {
        # Not found in AD - create if ACTV, otherwise log and skip
        if ($status -ne "ACTV") {
            $notFound++
            $notFoundList += "$samAccount, $displayName (skipped - status: $status)"
            continue
        }

        Write-Log ""
        Write-Log "  User    : $displayName ($samAccount)"
        Write-Log "  Status  : $status"

        if ($DryRun) {
            Write-Log "  Account : WOULD BE CREATED in $NewUserOU" "Magenta"
            Write-Log "  Email   : $email  [WOULD BE SET]" "Magenta"
        } else {
            try {
                New-ADUser `
                    -SamAccountName    $samAccount `
                    -UserPrincipalName $email `
                    -GivenName         $firstName `
                    -Surname           $lastName `
                    -DisplayName       $displayName `
                    -Name              $displayName `
                    -EmailAddress      $email `
                    -AccountPassword   $DefaultPassword `
                    -Enabled           $true `
                    -Path              $NewUserOU

                Write-Log "  Account : CREATED in $NewUserOU  [CREATED]" "Green"
                Write-Log "  Email   : $email  [SET]" "Green"
                $created++
            } catch {
                Write-Log "  Account : FAILED to create - $_" "Red"
            }
        }
        $created++
        continue
    }

    $willDisable     = ($status -in $DisableStatuses) -and $adUser.Enabled
    $willUpdateEmail = ($adUser.EmailAddress -ne $email)

    if (-not $willDisable -and -not $willUpdateEmail) {
        $noChanges++
        continue
    }

    Write-Log ""
    Write-Log "  User    : $($adUser.DisplayName) ($samAccount)"
    Write-Log "  Status  : $status"

    # Update email
    if ($willUpdateEmail) {
        if ($DryRun) {
            Write-Log "  Email   : $($adUser.EmailAddress) --> $email  [WOULD UPDATE]" "Magenta"
        } else {
            try {
                Set-ADUser -Identity $samAccount -EmailAddress $email
                Write-Log "  Email   : $($adUser.EmailAddress) --> $email  [UPDATED]" "Green"
                $emailUpdates++
            } catch {
                Write-Log "  Email   : FAILED to update - $_" "Red"
            }
        }
        $emailUpdates++
    }

    # Disable account
    if ($willDisable) {
        if ($DryRun) {
            Write-Log "  Account : WOULD BE DISABLED (status: $status)" "Magenta"
        } else {
            try {
                Disable-ADAccount -Identity $samAccount
                Write-Log "  Account : DISABLED (status: $status)  [UPDATED]" "Green"
                $disables++
            } catch {
                Write-Log "  Account : FAILED to disable - $_" "Red"
            }
        }
        $disables++
    }
}

# --- Summary ---
Write-Log ""
Write-Log "  --- Summary $(if ($DryRun) { '(DRY RUN)' }) ---"

if ($emailUpdates -eq 0 -and $disables -eq 0 -and $created -eq 0) {
    Write-Log "  No changes $(if ($DryRun) { 'would be' } else { 'were' }) made on this run." "Cyan"
}

Write-Log "  Accounts $(if ($DryRun) { 'to create' } else { 'created' })    : $created"
Write-Log "  Email updates       : $emailUpdates"
Write-Log "  Accounts disabled   : $disables"
Write-Log "  No changes needed   : $noChanges"
Write-Log "  Not found in AD     : $notFound"
if ($notFoundList.Count -gt 0) {
    foreach ($missing in $notFoundList) {
        Write-Log "    - $missing" "Yellow"
    }
}
Write-Log $RunHeader
Write-Log ""