[Limited Early Access] Set Up Policies to Prevent Missed Account Deletions for Offboarded Employees

Overview

Set up policies to automate account deletion for target apps triggered by user status changes such as offboarding or suspension. In addition to automated deletion, you can combine approvals and manual tasks to prevent missed account deletions.
Previous help page: How to Create Workflows Using the Offboarding Automation Template

Configuration Steps

1. Start Creating an Offboarding Policy

1. Go to Policies in the side menu.
2. Click the Policy button at the top.
   
3. Select Employee Offboarding as the policy type.
   

2. Configure Triggers

1. By default, "On-Demand" is added. This trigger allows you to select users and manually launch Workflows.
   To automatically trigger Workflows based on changes to user attributes, add additional triggers.
   *All displayed triggers are executed using "OR" logic.
   
2. Select Based on User's Departure Date or When User is Offboarded, Deleted, or Suspended.
   
3. If you select Based on Departure Date, you can select Departure Date, N Days Before Departure Date, or N Days After Departure Date. You can also specify the time.
4. If you select When User is Offboarded, Deleted, or Suspended, choose the target statuses. Options are [Deleted], [Suspended], and [Offboarded].
5. Click Next at the bottom right.

3. Specify Target Users and Apps

1. Under user conditions, select the scope from All Users / User Groups / Custom Conditions.
   
2. Under app conditions, select the target apps and integrations, then confirm the number of selected items.
   

4. Choose Confirmation and Approval Settings

Enable Access confirmation as needed.
If you do not create this step, app accounts will be deleted immediately upon triggering.
When created, you can send a confirmation to designated reviewers or the user themselves asking "whether the account may be deleted" after the trigger occurs.

With admin consent, you can also set up an approver for responses from the reviewer or user.
For example, if an employee does not agree to account deletion, you can create a step requiring manager approval.

Choose whether to bypass approval or execute actions only after an admin grants consent in the Action Centre. Configure this according to your scope of automated deletion and organizational approval rules.

5. Configure Actions

1. Select an action from [Add Action].
   Refer to this guide for available actions: About Actions Available in Workflows
   If Access confirmation is set up, you can configure actions based on the responses to the questions.
   
2. Verify the deletion action for each target app.
3. Select [Execute Immediately] or [Specify Execution Date]. For scheduled execution, set the timeframe.
4. If supported by the app, choose whether to transfer data from the deleted user to another user.

6. Configure Failure Handling and Apply to Existing Events

Configure follow-up methods for failures using options such as manual tasks, Service Requests, HTTP requests, or email. Available options and input fields may vary depending on your environment.

Enabling [Execute for Existing Events] may process past events. Please review the scope and impact before enabling this setting.

7. Review and Save Settings

Before saving, review triggers, target users and apps, deletion timing, data transfer, approvals, failure handling, and application to existing events. Also check the activation status of the policy after saving.

Important Notes

• Account deletion affects accounts and data within the app. Carefully review target users, apps, execution dates, and data transfers.
• When specifying execution dates, do not rely solely on default timeframe values displayed on screen. Verify them against departure dates and data retention rules.
• For apps that do not support deletion actions, consider assigning handovers to responsible personnel using manual tasks or other methods.