Summary

This workflow identifies all PSA configurations tied to offboarded clients, lists them for review, and sets them to inactive. It streamlines client offboarding by ensuring configuration data is properly deactivated, reducing clutter and preventing billing or management errors. The workflow supports manual, scheduled, and event-driven execution and includes safeguards such as dry runs and approval steps.

Usage

Prerequisites

Before using this workflow, ensure the following requirements are met:

1. PSA Integration: Configure your PSA system integration (ConnectWise Manage, Autotask, HaloPSA, etc.) with permissions to read and update configurations.
2. Offboarding Criteria: Define what qualifies a client as offboarded (status, tag, contract end date, etc.).
3. Audit Policy: Decide whether to log deactivation details or require approvals before changes.

Configuration Steps

1. Import the workflow into your Rewst environment.
2. Configure the PSA integration credentials and base URL.
3. Define offboarding filters (status, tags, or contract conditions).
4. Configure any optional safeguards (approval step, dry-run, or partial scope).
5. Test against a single offboarded client before enabling broad execution.

Workflow Inputs

The workflow accepts the following input parameters:

Parameter	Type	Required	Description
client_id	String	Conditional	PSA client/company ID to process (required if client_name not provided)
client_name	String	Conditional	PSA client/company name to process (required if client_id not provided)
offboarded_statuses	Array	No	Client statuses treated as offboarded
dry_run	Boolean	No	Preview changes without applying them. Default: false
require_approval	Boolean	No	Require approval before deactivation. Default: false
include_archived	Boolean	No	Include archived configs in the listing. Default: false
reason	String	No	Reason for deactivation (stored in logs/audit)

Execution

Manual Trigger

1. Navigate to the workflow in the Rewst platform.
2. Click "Run Workflow".
3. Provide client_id or client_name.
4. Review the configuration list and execute.

Scheduled Execution

Schedule the workflow to run after offboarding windows (e.g., nightly or weekly) to deactivate configs for recently offboarded clients.

Event-Driven Trigger

Trigger the workflow when a client status changes to an offboarded state in the PSA.

API Trigger

Call the workflow via the Rewst API for integration with external offboarding systems.

Post-Execution Steps

After successful completion:

1. Review the list of deactivated configurations.
2. Confirm configs are inactive in the PSA.
3. Verify no active billing or alerts are tied to the deactivated configs.

Returned Data

The workflow returns the following data upon completion:

{
  "success": true,
  "client_id": "12345",
  "client_name": "Example Client",
  "timestamp": "2026-01-22T10:30:00Z",
  "statistics": {
    "configs_found": 18,
    "configs_deactivated": 18,
    "configs_skipped": 0,
    "errors": 0
  },
  "configs": [
    {
      "config_id": "9876",
      "config_name": "Firewall - HQ",
      "status": "inactive",
      "previous_status": "active"
    }
  ],
  "warnings": [],
  "errors": []
}

Return Data Fields

Field	Type	Description
success	Boolean	Indicates whether the workflow completed successfully
client_id	String	PSA client/company ID processed
client_name	String	PSA client/company name processed
timestamp	String	ISO 8601 timestamp of the operation
statistics	Object	Summary of the deactivation operation
statistics.configs_found	Integer	Number of configurations found
statistics.configs_deactivated	Integer	Number of configurations set to inactive
statistics.configs_skipped	Integer	Number of configurations skipped
statistics.errors	Integer	Number of configurations that failed to update
configs	Array	List of configurations processed with status details
warnings	Array	Non-critical warnings or notices
errors	Array	Any errors encountered during execution

Error Handling

If the workflow encounters errors, the response will include detailed error information:

{
  "success": false,
  "errors": [
    {
      "code": "ConfigUpdateFailed",
      "message": "Unable to deactivate configuration",
      "timestamp": "2026-01-22T10:30:15Z",
      "config_id": "9876"
    }
  ]
}

Common error codes:

• ClientNotFound: The specified client could not be found
• ConfigNotFound: No configurations were found for the client
• ConfigUpdateFailed: Unable to update configuration status
• PermissionDenied: Insufficient PSA API permissions
• PSAConnectionError: Unable to reach PSA API

Changelog

2026-01-22

• Initial version of the document