Actions Available when OffBoarding Users #
Using GAT Flow allows the admin to use multiple Actions when offboarding a user. Those actions can all be added and used simultaneously alongside removing the user(s).
Below are the steps required for OffBoarding a user and a list of all the additional actions that can be taken.
Open GAT+ and select Flow
A new Flow tab will be opened on your browser.
Create Workflow Type #
From the menu on the left click on Create workflow.
Create workflow window will be displayed.
- Name – enter a name for the workflow
- Type – select the workflow type
- Offboarding – Offboard users
- IMPORTANT: This action cannot be undone, selected accounts will be deleted
- All emails and files once removed can be restored within 20 days using the Google Workspace Admin console otherwise they will be gone forever
- Next – click on the button to proceed
Search For A User #
In ‘Search for a user’ pick any of the option
- Search for a user – select individual users
- Search for a group – select a group of users
- Search for an OU – select Org. Unit of users
- Proceed to actions – click to proceed further
When the users are added click on Proceed to actions.
Under Choose actions you will see a list of different actions that can be taken for the Offboarding workflow.
Fill in the details if additional steps are required
For Example:
- Delete user from all groups
- Delete User calendar events
List of Offboard actions #
The list of actions that can be taken while offboarding is as follows:
- Email – actions for Google Email
- Apply Gmail label
- Clear user email filters
- Create email filter
- Migrate emails
- Move email delegation
- Remove email delegation
- Remove email forwarding
- Remove gmail labels
- Send email
- Calendar – actions for Google Calendar
- Add user to calendars
- Delete user calendar events
- Remove user from calendars
- Transfer calendar events
- Unshare user calendar
- Wipe user calendar
- User – actions for users
- Archive user
- Change global directory visibility
- Change user email
- Change user organizational unit
- Change user password
- Clear recovery data
- Clear user aliases
- Clear user email Send as
- Delete 2-step verification backup codes
- Delete app-specific passwords
- Delete user profile picture
- Disable 2-Step Verification
- Force sign out
- Google application data transfer
- Make YouTube videos unlisted
- Migrate Google Keep
- Remove suspended users from contacts
- Remove user access to files and folders
- Remove user from all calendars
- Remove user from google sites
- Remove user role
- Revoke apps tokens
- Set as super admin
- Set email signature
- Set user custom attribute
- Suspend or unsuspend user
- Unshare owned files
- Group – actions for groups
- Add user to groups
- Change group member subscription
- Delete user from Google groups
- Delete from all groups
- Delete from all groups with some exclusions (‘Don’t remove from’)
- Delete only from specific groups
- Delete user from groups
- Classroom – actions for Google classrooms
- Change Classrooms owner
- Remove student(s) from all Google Classrooms
- Remove teacher(s) from all Google Classrooms
- Devices – actions for devices
- Change chrome OS device status
- Change google license assignment
- Wipe mobile devices – Choose the action that will be done on user’s mobile devices:
- Delete – Removes a mobile device.
- Block – Blocks access to G Suite data (mail, calendar, and contacts) on the device. The user can still access their mail, calendar, and contacts from a desktop computer or mobile browser.
- Remote wipe – Remotely wipes all data on the device. See the administration help center for more information.
- Wipe account – Remotely wipes only G Suite data from the device. See the administration help center for more information.
- Wipe devices
- Vault – take actions for Gogle Vault
- Create Google Vault export
- Remove user from hold
- Set Google Vault hold
- Actions – actions for workflow
- Broadcast flow event – an action that allows workflows connection
- Delay workflow – delay actions for the workflow to run the way an Admin arranges it timewise; this option is to be used when the jobs set don’t have to or shouldn’t run at the same time
- Chats – actions for Google Chat Spaces
When the actions are selected and filled in, click on Send approval request below the action list.
A pop-up warning message will be displayed.
The request will be sent to the Security officer for approval.
From the menu on the left click the Workflow tab to see details.
Result #
Workflow details
The status of the request can be
- Requested – send to Security officer for approval
- Approved – the Security Officer has approved the request
- Job status – will show the status of the current workflow job
- Scheduled – when is set to run
- Done – when the workflow has been completed
- Partially done – when completed partially
- Eye icon – click on the eye icon to view more details
- Eye icon – the purple icon on the right side will show all details for the Flow request
- Save as action set – save the Workflow as an action set for easy later use
- Edit – edit the workflow and apply changes
Workflow – view the state of the workflow and the details of the actual job that has happened.
The Result as the example above:
- Delete user calendar events – if the users had calendar events set up – they will be deleted
- Delete users from groups – if users were members of a Google group they will be deleted
- Remove user – the last action will be the actual deletion of the account
- Can be restored from the Google Admin console within 20 days
