[Decommissioning] Policy List & Creation



This feature allows you to create a decommissioning process that will automate one or more tasks to run on suspended users.


Viewing Existing Processes

When you click the Setup tab, you will see displayed a list of all current processes with the following information
about each process:
  • Name: The name of the process
  • Orgs: The organization unit for the process
  • Last Updated By: The user who last updated the process
  • Last Updated Time: The date and time of the last update to the process
  • Actions: The actions included in the process

Note: To reload the list of existing processes, click Refresh




Creating a New Process

From the Policy List tab, begin by clicking The Addition Symbol.



The next screen is divided into four different areas:
  • Process Details
  • Select Organizations
  • Available Actions
  • Decommissioning Process



The sections below will go into each area in more detail.

Note: At any time, you can click Back to go back to the Setup screen and discard any changes you have made.




Process Details

This area allows you to enter a name for the process and an email address to notify of process events.

Enter in a name and notification email address for the process you are creating.  


Note: This information is required in order to save the process.


Select an Organization

This is where you select an organization that the process will run under.  

Note: Only suspended users in the selected organization will be included in the process.

Select an organization from the drop down list.



Note: To reload the list of organizations in your domain, click the Refresh button.


Available Actions

This section allows you to select different actions to be included in the process.

Note: For some features listed below, the check box "Leave Unsuspended" will need to be checked in order for the action item to be available. 

Example: "Set Forwarding" if the user was suspended, then email delivery would bounce regardless; so the user in question needs to be left unsuspended. 

Available actions fall into one of four groups.
  • Documents
    • Transfer Documents
  • Gmail
    • Add Delegates 
    • Email Dump
    • Hide From Directory
    • Set Forwarding 
    • Vacation Responder
  • Mobile Management
    • Wipe
    • Block
    • Delete
  • Users
    • Reassign Nicknames
    • Reset Password
    • User Name Change
    • User Org Change
    • Delete ASPs
    • Remove From All Groups
    • Transfer Calendars
Select one of these groups by bringing up the drop down menu beneath Available Actions and clicking on it.
Next, click on the desired action to continue.

 


Decommissioning Process

This area is where you can see the various actions you have selected to include in the process and when that action will run.


Click on the Three vertical dots to modify the settings of the action.
To remove the action from the decommissioning process queue click the Trash button



Once you have selected all of the actions you wish to include in the process, click Save.



Note: To reset any changes you have made without saving, simply click Back. 



The following sections will provide further detail on each available action's settings.


Document Actions

Transfer Docs

This action allows you to transfer all of the documents from a suspended user's account into another user's drive.

There are three settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify affected user(s)
  • Destination User:  The user who will receive the transferred documents in their Drive.




Gmail Actions

Add Delegates

This action allows you to set another user to be able to access the user's Gmail. This action is one that requires the "Leave Unsuspended" check box to be checked. 

There are three settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)
  • Destination User:  The user who will receive access to the affected user(s) Gmail


Email Dump

This action allows you to export the suspended user's emails from their Gmail account.
For more information on Gmail exports, visit our documentation here.

The following settings are configurable:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)
  • Search: The search fields are optional
    • Start Time:  The beginning date and time of emails in the export
    • End Time: The ending date and time of emails in the export
    • Search Query: Search text that will allow you to include only emails that match in the export
    • Export:  Choose to either export the Full Message or Headers Only
    • Get Deleted Messages:  Check this box to also export the user's deleted messages



Hide From Directory

This action allows you to hide the suspended user from the user directory.

There are two settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


Set Forwarding

This action allows you to set a forwarding address for the user. This action is one that requires the "Leave Unsuspended" check box to be checked. 

There are three settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)
  • Destination User:  The user who will be set as the forwarding email address


Vacation Responder

This action allows you to create & set an auto response. 

There are four fields that can be configured here: 
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)
  • Subject: The subject of the email the vacation responder will send. 
  • Message: The body of the email to be sent by the vacation responder.

Mobile Management Actions

Wipe

This action allows you to remove Google Apps account data from the suspended user's mobile device

There are two settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


Block

This action allows you to block the suspended user from accessing Google Apps account data on their mobile device

There are two settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


Delete

This action allows you to delete the suspended user's mobile device from your active devices.

There are two settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


User Actions

Reassign Nicknames

This action allows you to reassign the suspended user's nicknames to another user account.

There are three settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)
  • Destination User:  The user who will have the suspended user's nicknames assigned to them


Reset Password

This action allows you to reset the password of the suspended user.

There are two settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


User Name Change

This action allows you to change the suspended user's username.

There are two settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


User Org Change

This action allows you to change the suspended user's organization.

There are three settings that can be configured:
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)
  • New Org Path:  Select a new org for the suspended user from the drop down list


Delete ASPs 

This action will revoke all application specific passwords for the user.  This action is one that requires the "Leave Unsuspended" check box to be checked. 

There are two settings that can be configured: 
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


Remove From All Groups

This action will removed the suspended user from all groups. 

There are two settings that can be configured: 
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)


Transfer Calendars 

This action will transfer the suspended user's calendars to another user.

There are three settings that can be configured: 
  • Day: Select a day to begin the action. This can be set from immediately up to 100 days after the user's suspension.
  • Notify User: Leave this setting checked to notify the affected user(s)
  • Destination User:  The user who will have the suspended user's calendars assigned to them.

Edit a Decommissioning Process

To edit an existing process, first hover over it till the Three vertical dots appear.
Next, click Edit Policy



This will open the Process Creation window.  Make your desired changes and then click Save. 



Note: To revert back to the original process without saving your changes, click Back.




Delete a Decommissioning Process

To delete an existing process, first hover over the policy. Click the Three vertical dots, click Delete Policy. 



Next, confirm your deletion by clicking the Delete button on the confirmation screen.