Summary:
Section titled “Summary:”WI to terminate access when Offboarding request is submitted
Who is this KB written for?:
Section titled “Who is this KB written for?:”Service Desk
When should this KB be referenced?:
Section titled “When should this KB be referenced?:”User Offboarding or Termination request is made
Section titled “User Offboarding or Termination request is made”-
Review Offboarding Form and confirm if we are doing a Standard Termination or Archiving
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Standard: Follow Steps below
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Archiving: Skip to Archiving Section
STANDARD TERMINATION STEPS
Section titled “STANDARD TERMINATION STEPS”Reset User Password
Section titled “Reset User Password”- In Google Admin Console, go to Users.
- Find the requested user and click on their name
- Select Reset Password then use an approved password generator (need for later).
Revoke Active Sessions
Section titled “Revoke Active Sessions”- Still on user’s profile in Admin Console, go to Security.
- Click Edit on Sign in cookies and Reset to sign user out of all active sessions and force reauth.
Remove/Reset MFA (2-Step Verification)
Section titled “Remove/Reset MFA (2-Step Verification)”- On user’s profile → Security > 2-step verification.
- Turn Off, then Save.
Delegate Mailbox Access
Section titled “Delegate Mailbox Access”(If requested)
- Log in to Gmail as the terminated user (using the new password).
- Go to Settings > See all settings > Accounts and Import.
- In “Grant access to your account,” click Add another account, and enter the POC’s email address.
- Notify POC to accept the access invitation in their inbox.
Set Up Email Forwarding
Section titled “Set Up Email Forwarding”(If requested)
- In same Gmail account, go to Settings > Forwarding and POP/IMAP.
- Click Add a forwarding address and enter the POC’s email.
- The POC will get a confirmation link—ask them to approve.
- Once confirmed, set automated forwarding to ON. (Optional: Set to delete forwarded messages in original inbox.)
Set Up Auto-Reply
Section titled “Set Up Auto-Reply”(If requested)
- Reset the user’s password and log in as the user.
- Go to Gmail > Settings (gear icon) > See all settings > General > Vacation responder.
- Set the auto-reply message, dates, and options as needed.
- Save changes.
Transfer Google Drive Files
Section titled “Transfer Google Drive Files”(If requested)
- In Admin Console (as super/admin):
- Go to Apps > Google Workspace > Drive and Docs.
- Click Transfer ownership.
- From user: enter departing user’s email.
- To user: enter POC’s email.
- Click Transfer files.
Transfer Calendar Ownership
Section titled “Transfer Calendar Ownership”(If requested)
- Open Google Calendar in user’s account.
- Select requested event.
- At the top right of the event, click Options More and then Change owner.
- Enter a new owner and a message to send them.
- Click Change owner.
Notify POC for Validation
Section titled “Notify POC for Validation”• Submitted public notes of work done.
Section titled “• Submitted public notes of work done.”ARCHIVE USER STEPS
Section titled “ARCHIVE USER STEPS”-
In Admin Console > Users, select the user
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Change license to “Archived User”:
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Go to the license section and select Archived User (AU) license
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Save settings
- Account is now “Archived”:
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The user cannot log in, send, or receive mail.
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All data (mail, Drive, etc.) is preserved “in place” and remains accessible for Vault/compliance purposes.
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License cost decreases to AU price (much lower than ordinary user license).
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Data can be restored or accessed for audits.
REFERENCES
Section titled “REFERENCES”- See attached Offboarding Form is client needs it