WORKFLOWS

Automate high-risk Google Workspace offboarding

Replace manual leaver processes with controlled workflows that handle access, data, ownership and licences in the right order.

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WHY AUTOMATED OFFBOARDING MATTER

Manual admin creates risk, cost and missed steps

Offboarding gaps

When leavers are handled manually, access can stay active, data can remain exposed and license actions can be missed.

Inconsistent user changes

Role, team and permission changes are easy to apply differently when admins rely on tickets, checklists or scripts.

Hidden license waste

Licenses can stay assigned longer than needed when offboarding isn’t connected to automated actions.
WORKFLOW CAPABILITIES

Close the gaps when employees leave

Offboarding is one of the highest-risk admin moments in Google Workspace. Automate & Protect gives you repeatable workflows, so access, data and license actions happen in the right order.

  • Revoke access consistently when users leave
  • Archive data before licenses are removed
  • Transfer ownership of files and folders
  • Remove licenses to reduce unnecessary spend
calculate SAVINGS

Save time by automating leaver offboarding

Drag to match your team’s size

%
Estimated annual savings
$32,311

1,000 IT hours saved per year in user offboarding

View your full breakdown
WORKFLOW CAPABILITIES

Automate every part of Google Workspace offboarding

Build workflows from a broad library of 30+ pre-built actions covering access, devices, data, ownership, communications and account cleanup.

Access and security

Suspend access, change passwords and revoke tokens, 2-Step Verification and delegated access.

Devices

Remotely wipe mobile and ChromeOS devices as part of offboarding.

Data retention

Archive user and Vault data, apply retention rules and purge backup data when required.

Ownership and handover

Transfer documents, Shared Drives, groups, contacts, calendars and Looker Studio reports.

Email and communications

Set out-of-office messages, manage forwarding, aliases and delegated Gmail access.

Licences and accounts

Unassign licenses, apply an Archived User licence or delete the user when appropriate.
“Flawless Offboarding Automation with Clear ROI and an Intuitive UI”
Vertified G2 reviewer
Enterprise (> 1000 emp.)
PART OF AUTOMATE & PROTECT

Connect workflows to backup, archive and signatures

Workflows sit inside Automate & Protect, so user lifecycle actions can trigger backup, archive, signature and license tasks from one platform.
Explore Automate & Protect
Back up data
Retain records for less
Reclaim licenses
WORKFLOWS

FAQs

  • Workflow setup & actions
  • Offboarding risk & compliance
  • Archive and data retention
How do workflows reduce offboarding risk?
Workflows help teams apply the same access, data and license actions every time someone leaves. This reduces gaps such as forgotten access, missed data transfers or licenses being removed before data is protected.
How do workflows support compliance?
Workflows help standardize offboarding activity and create a clearer record of what happened. Teams can use workflow history and audit logs to evidence access, backup, archive and license actions during reviews.
Do workflows require coding?
No. Workflows are built using pre-built actions and configurable rules, so IT teams can automate common offboarding steps without writing code.
What actions are available in an offboarding workflow?
Workflows can include actions to control access, protect data, transfer ownership and clean up licenses. Available workflow steps include:

Request offboarding approval
Suspend user access
Change password
Revoke 2-Step Verification
Remove recovery methods
Revoke application-specific passwords
Revoke OAuth tokens
Wipe mobile devices
Wipe ChromeOS devices
Set an out-of-office message
Remove email forwarding settings
Revoke delegated Gmail access
Delegate Gmail access to another user
Move the user to another organizational unit
Hide the user from the Global Address List
Rename the user
Assign an alias
Archive user data
Archive Vault data
Purge backup data after a set number of days
Transfer document ownership
Transfer group ownership
Transfer contacts
Transfer Shared Drives
Transfer Looker Studio reports
Migrate calendar events
Migrate emails
Remove the user from groups
Unassign licenses
Apply a Google Archived User (AU) license
Delete user
How are workflow actions ordered?
Some workflow steps must run at the beginning or end of the workflow, while others can be placed in between.

Beginning workflow steps:
Request offboarding approval
Suspend user access

End workflow steps:
Unassign licenses
Apply Google Archived User (AU) license
Delete user

Most other steps are flexible, so teams can build an offboarding sequence that matches their security, data retention and operational requirements.
Can Automate & Protect transfer ownership during offboarding?
Yes. CloudM can transfer ownership of documents, groups, contacts, Shared Drives and Looker Studio reports. It can also migrate calendar events and emails, delegate Gmail access or assign an alias to another user.
Which workflow steps are irreversible?
Delete User is irreversible. It permanently deletes the user profile from CloudM Automate and the Google Workspace domain, so it can only run at the end of a workflow.
Can workflow steps be reused more than once?
Some steps can be used more than once in the same workflow, including changing a password, delegating access, moving a user and renaming a user. Most other steps can only be used once per workflow.
Can workflows archive user data during offboarding?
Yes. An offboarding workflow can include an Archive step, so a leaving user’s Gmail, Drive and Chat data is archived to your cloud storage before the account is deleted or licenses are removed.
How does Archive help reduce Google Workspace license costs?
Archive can help reduce reliance on Google Archived User licenses by moving leaver data out of Google Workspace and into your own cloud storage.

Once the right archive and retention steps are complete, teams can remove or reassign licenses