On-Offboarding - Offboarding Processes

Processes for offboarding are a process of optional steps. Offboarding processes are performed after a person’s deactivation date. In the process, it is possible to define steps that are automatically performed as part of the offboarding at specific days and times.

The offboarding process can perform timed steps that must occur after a person’s deactivation date - for example, closing an account, removing licenses, etc. The process can also perform steps to be completed before a person’s deactivation date. For example, it could be sending out an email notification a week before the person’s user account is deactivated.

It is important to note that changes can be made in active offboarding processes and that individuals will remain in an ongoing offboarding process even if they lose the role that provides access to it. If the person - as a consequence of an offboarding step that is before the deactivation date - loses the role associated with the offboarding process, the person will not be removed from the process.

Here, you can find offboarding processes in the Compliance Suite

You will find and create offboarding processes in the Compliance Suite under the area Connectors > On-Offboarding.

Offboarding processes consist of steps that must be performed when a person stops in the company. There can be different offboarding processes depending on whether it is an internal or external employee.

Active offboarding processes

Under the menu item "Offboarding Processes" you get an overview of all active offboarding processes defined in the Compliance Suite at present:

An offboarding process can look like this:

How to create a new offboarding process:

To create a new offboarding process, click on +New in the menu bar.
Name, Priority and Target Field are mandatory fields. You have to fill them in.
Target Field can have the following values:
- Deactivate On
- Employment End
Click Save to create your process.
Afterwards you have the possible to define the process steps for the current offboarding process.

How to create an offboarding step:

To create a step, click on + New Offboarding Step.

You fill in the fields as follows:

Field Name	Type	Description
Name	Text field	The name of the offboarding step.
Offboarding Process	Lookup Field	Indicates which offboarding process the step is associated with. A step can only be associated with one process.
Custom ID	Numeric Field	Step ID (used for sorting).
Category	Lookup Field	Step category.
Description	Multi-line Text Field	Description of what the step is about.
Days after deactivation or leave return date	Numeric Field	Number of days after “Deactivation” or “Leave Return Date” that the step is to be performed.
Time of Day	Lookup Field	Time of execution.
Step Type	Lookup Field	Indicates the type of step in question.

Field Name

Type

Description

Name

Text field

The name of the offboarding step.

Offboarding Process

Lookup Field

Indicates which offboarding process the step is associated with. A step can only be associated with one process.

Custom ID

Numeric Field

Step ID (used for sorting).

Category

Lookup Field

Step category.

Description

Multi-line Text Field

Description of what the step is about.

Days after deactivation or leave return date

Numeric Field

Number of days after “Deactivation” or “Leave Return Date” that the step is to be performed.

Time of Day

Lookup Field

Time of execution.

Step Type

Lookup Field

Indicates the type of step in question.

The different step types:

Step type

Description

Clear activate date

Removes the "Activate On" date from person.

Clear deactivate date

Removes the "Deactivate On" date from person.

Clear leave return date

Removes the "Leave Return Date" date from person.

Delete user

Deletes the user.

Delete user and release initials

Deletes the user and releases the initials.

Delete person and delete history

Deletes the respective person and the corresponding history.

Disable user

Disables the user.

Disable user and stop all accesses

Disables the user and stops all user accesses.

Enable user

Enables the user.

Litigation Hold

Sets the user’s mailbox on Litigation Hold.

Remove Private Field Data

Removes the user’s personal information.

Request Access

Requests access to an application.

Reset Phone Number

Resets the user’s telephone number.

Restart offboarded-stopped accesses dynamic

Reactivates all accesses that have the stopping reason Stopped by offboarding when reboarding an inactive person.

Accesses that were stopped manually cannot be reactivated with this step.

Send Custom Notification

Sends and email with to the defined persons with the defined notification.

Set Person Status

Selects the person status of the user.

Stop Access

Stops an access.

You can add as many steps to the off boarding process as you want.

Some offboarding steps need to be linked to roles in order to work. This applies, for example, to a step type such as "Stop Access". The step type "Send Custom Notification", on the other hand, must be linked to an email notification to work.

You do this directly on the offboarding step in the section "Step Type and Parameters":

How to link the offboarding process to a role:

In order for people in your organization to be incorporated into the offboarding process, the process must be linked to a role that people who need to be offboarded must be assigned.

You do this by adding the role under the "Roles" tab.