Summary

This workflow automatically removes client records from IT Glue to keep documentation clean and current. It validates targets, confirms dependencies, and executes a controlled deletion process to prevent stale or duplicate client data from cluttering the platform. The workflow can be triggered manually, scheduled, or driven by upstream system events (PSA/RMM offboarding).

Usage

Prerequisites

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

1. IT Glue Integration: Configure the IT Glue API integration in Rewst with permissions to read and delete organizations.
2. Deletion Policy: Define criteria for when a client should be removed (e.g., inactive status, offboarding completed).
3. Dependency Review: Decide how to handle attached assets, documents, and related configurations prior to deletion.

Configuration Steps

1. Import the workflow into your Rewst environment.
2. Configure IT Glue API credentials and base URL.
3. Define the deletion criteria (status, tags, last activity, etc.).
4. Configure optional safeguards (approval step, dry-run, or soft-delete).
5. Test against a non-production client record before full deployment.

Workflow Inputs

The workflow accepts the following input parameters:

Parameter	Type	Required	Description
org_id	String	Conditional	IT Glue organization ID to delete (required if org_name not provided)
org_name	String	Conditional	IT Glue organization name to delete (required if org_id not provided)
confirm_delete	Boolean	No	Explicit confirmation to proceed with deletion. Default: false
dry_run	Boolean	No	Preview affected records without deleting. Default: false
force_delete	Boolean	No	Bypass dependency checks. Default: false
reason	String	No	Reason for deletion (stored in logs/audit)

Execution

Manual Trigger

1. Navigate to the workflow in the Rewst platform.
2. Click "Run Workflow".
3. Provide org_id or org_name.
4. Set confirm_delete to true and execute.

Scheduled Execution

Schedule the workflow to remove clients that meet defined offboarding criteria (e.g., monthly cleanup).

Event-Driven Trigger

Trigger the workflow when a client is marked inactive in a PSA or RMM system.

API Trigger

Call the workflow via the Rewst API to integrate with external offboarding or compliance processes.

Post-Execution Steps

After successful completion:

1. Verify the organization was removed from IT Glue.
2. Confirm any related records were handled per your policy.
3. Review audit logs for deletion confirmation.

Returned Data

The workflow returns the following data upon completion:

{
  "success": true,
  "org_id": "123456",
  "org_name": "Example Client",
  "deleted": true,
  "timestamp": "2026-01-22T10:30:00Z",
  "dependency_check": {
    "assets_found": 12,
    "configs_found": 4,
    "documents_found": 7,
    "blocked": false
  },
  "warnings": [],
  "errors": []
}

Return Data Fields

Field	Type	Description
success	Boolean	Indicates whether the workflow completed successfully
org_id	String	The IT Glue organization ID that was targeted
org_name	String	The IT Glue organization name that was targeted
deleted	Boolean	Whether the organization was deleted
timestamp	String	ISO 8601 timestamp of the operation
dependency_check	Object	Summary of dependent items found before deletion
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": "OrganizationNotFound",
      "message": "No organization matches the provided identifier",
      "timestamp": "2026-01-22T10:30:15Z"
    }
  ]
}

Common error codes:

• OrganizationNotFound: The specified organization could not be found
• DeletionBlocked: Deletion blocked due to dependencies or policy
• PermissionDenied: Insufficient API permissions
• InvalidIdentifier: Missing or invalid organization identifier
• ITGlueConnectionError: Unable to reach IT Glue API

Changelog

2026-01-22

• Initial version of the document