Actions Available when OffBoarding Users

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
  • Clear user email filters
  • Migrate emails
  • Create email filter
  • Remove email forwarding
  • Remove email delegation
  • 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 password
  • Clear recovery data
  • 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
  • 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
  • Delete user from Google groups 
    • Delete from all groups
    • Delete only from specific groups
  • Change group member subscription
• Classroom – actions for Google classrooms
  • Remove students from all Google Classrooms
  • Remove teachers from all Google Classrooms
  • Change Classrooms owner
• Devices – actions for devices
  • Wipe mobile devices
  • Change chrome OS device status
  • Change google license assignment
• Actions – actions for workflow
  • 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
    • Add Delay For New And Existing Workflows In GAT Flow

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