Summary

This workflow automates the removal and deprovisioning of Google Workspace user accounts during employee offboarding. The solution handles data transfer (Drive, Calendar, etc.), email delegation and forwarding, group membership removal, application token revocation, license removal, and account suspension or deletion. By automating the offboarding process, the workflow ensures consistent deprovisioning, preserves critical business data, maintains security compliance, and enables immediate license cost savings.

Usage

Prerequisites

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

1. Google Workspace Integration: Configure Google Workspace integration with admin directory and data transfer API access

2. PSA Integration: For ticket tracking

3. Email Integration: For notifications

4. Organizational Variables:

   • google_removal_ticket_board: PSA board for offboarding tasks
   • google_default_data_owner: Default data transfer recipient
   • google_suspension_period_days: Days to keep suspended before deletion
   • google_auto_reply_template: Default vacation/auto-reply template
   • google_notification_recipients: Alert recipients

Workflow Inputs

Parameter	Type	Required	Description
user_email	String	Yes	User account to remove
company_id	String	Yes	PSA company ID
data_transfer_to	String	No	Transfer Drive/Docs to this user
email_delegate_to	String	No	Grant email access to this user
forward_email_to	String	No	Forward incoming email to this address
set_auto_reply	Boolean	No	Configure auto-reply. Default: true
auto_reply_message	String	No	Custom auto-reply text
action	String	No	suspend or delete. Default: suspend
remove_from_groups	Boolean	No	Remove from all groups. Default: true
revoke_tokens	Boolean	No	Revoke app tokens. Default: true
ticket_id	String	No	Existing PSA ticket to update

Execution

Manual Trigger

• Execute from PSA ticket or offboarding form

Automated Trigger

• Part of user offboarding workflow

Removal Process Flow

1. User Validation: Verify user exists and is active
2. Password Reset: Reset password to prevent access
3. Session Revocation: Sign user out of all active sessions
4. Token Revocation: Revoke all third-party app tokens
5. Data Transfer: Transfer Drive, Docs, and Calendar ownership
6. Email Configuration: Set up delegation, forwarding, and auto-reply
7. Group Removal: Remove from all Google Groups
8. Alias Preservation: Move aliases to delegated user if needed
9. License Removal: Remove Google Workspace license
10. Account Suspension: Suspend the user account
11. OU Move: Move to suspended/offboarded OU
12. PSA Update: Update ticket with removal details
13. Notification: Alert requestor of completion

Returned Data

{
  "success": true,
  "removal_summary": {
    "user_email": "john.smith@techco.com",
    "display_name": "John Smith",
    "company": "Tech Co",
    "action_taken": "Suspended",
    "removal_timestamp": "2026-03-04T20:00:00Z"
  },
  "pre_removal_actions": {
    "password_reset": true,
    "sessions_revoked": true,
    "active_sessions_terminated": 3,
    "tokens_revoked": 8
  },
  "data_transfer": {
    "drive_files_transferred": 1250,
    "drive_storage_gb": 15.8,
    "transferred_to": "sarah.jones@techco.com",
    "calendar_events_transferred": true,
    "documents_transferred": true
  },
  "email_configuration": {
    "delegate_granted": "sarah.jones@techco.com",
    "forwarding_to": "sarah.jones@techco.com",
    "auto_reply_enabled": true,
    "auto_reply_message": "John Smith is no longer with Tech Co. Please contact sarah.jones@techco.com."
  },
  "groups_removed": [
    "all-company@techco.com",
    "engineering@techco.com",
    "dev-team@techco.com",
    "project-alpha@techco.com"
  ],
  "license_removed": {
    "sku": "Google-Apps-For-Business",
    "name": "Google Workspace Business Standard",
    "monthly_savings": 12.00
  },
  "account_status": {
    "suspended": true,
    "organizational_unit": "/Suspended Users",
    "scheduled_deletion": "2026-06-04T00:00:00Z"
  },
  "ticket_id": "OFF-2026-018"
}

Changelog

2026-03-04

• Initial version of the document