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Offboarding with approval and verification
An offboarding case connects a confirmed departure date with handovers, equipment and access. Automation prepares actions and tracks their outcome. Responsible people decide when access is removed and how business data is handled.
When this workflow helps
This supporting HR workflow helps when personal accounts, shared access and equipment returns are tracked separately. Accounts outside the main identity system and accounts used by other processes deserve particular attention. The example therefore starts with an inventory and ends by checking the actual effect of approved actions.
The workflow, step by step
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Confirm the departure
Record date, time where needed, employee identity and responsible people from an authorised source.
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Build the inventory
Collect personal accounts, shared access, equipment, licences and open work for review.
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Prepare the handover
Name new owners for work and data, arrange equipment return and identify technical dependencies.
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Approve the actions
ApprovalResponsible people confirm access changes, timing and data handling. Deletion requires a separate decision.
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Remove approved access
Execute only approved changes in the agreed window and record responses from the target systems.
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Verify completion
Check account status, remaining permissions, handovers and equipment. Unresolved items stay open.
Data, systems and people involved
- A confirmed departure with date, time where relevant, and a unique employee identifier.
- An inventory of personal and shared accounts, group permissions, external invitations, equipment and business responsibilities.
- HR and the line manager confirm the departure; IT and application owners assess access and technical consequences.
- Retention, handover and permitted access for data, mailboxes and records are agreed with the responsible business and, where needed, legal specialists.
What runs automatically and who decides
Inventory checks, task assignments, return reminders and approved access changes can be automated. People decide handover recipients, suspension timing, forwarding and data treatment. Sending a suspension request does not prove that the account is suspended. The case records the requested state separately from the verified state.
Exceptions, errors and stopping points
- A shared account or technical service is affected: Check dependencies and arrange continued access for authorised users. Do not blindly disable an account that keeps other operations running.
- The departure date changes or the request is withdrawn: Stop pending actions and present completed changes for a decision.
- A system reports an error or equipment is missing: Keep a separate outstanding item with an owner. Completed subtasks do not make the entire case complete.
A useful first scope and acceptance check
Start with a complete account inventory for one role. Acceptance covers a regular departure, a shared account and a failed suspension. Each access change must link to an approval, and verification must reveal any missing confirmation. Data deletion is not built in as a default action.
Related workflows and implementation
Frequently asked questions
Does offboarding automatically delete employee data?
Deletion is not a default step in this example. Handover, required records and applicable retention requirements are established first. Any deletion needs a separately confirmed scope and explicit approval.
How are shared accounts handled?
They are flagged for separate review. Owners determine who still needs access and which dependencies exist. This may lead to targeted permission changes or a controlled change of shared credentials.
Is disabling the central user account enough?
Only if all relevant access actually depends on it. Separate SaaS accounts, external shares and shared logins must also be checked against the inventory.
When is offboarding complete?
When agreed actions are confirmed, equipment and handovers have been checked, and remaining exceptions have a documented decision. A technical request that was merely sent is not enough.
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