Offboarding SaaS users

Once you create a SaaS user workflow, you can create an offboarding workflow for inactive SaaS users. 

Your ability to identify inactive SaaS users by their last login activity depends on the integration you are using. Click here and search for your integration from the list to check if this functionality is available. 

Prerequisites

You need to create a SaaS user workflow that identifies inactive or underutilized users by following the steps in Creating SaaS user workflows.

Prior to offboarding the SaaS user, it is important to "clean up" the user in the external SaaS system. For example, transferring opportunities to the user's supervisor, and allocating the user's folders to another coworker.

Creating the offboarding workflow

1. Click Configuration > Workflows 
2. Click Add (+) and select Software SaaS Users from the list.
3. Enter the name of the workflow.

Editing the begin block

The begin block is the workflow’s trigger. In the example below, the begin block retrieves Salesforce users who have not logged in in the past 60 days. Additional rule criteria are added to the begin block to ensure that the user exists and is active.

1. Click Edit.
2. Enter the name of the begin block. 
3. Configure the schedule to run daily or hourly. This will ensure timely deleting of the user in the external system.
4. The workflow should run for Active records by default.
5. Click Add Rule and add the following rules:
   1. SaaS name Equals Salesforce.
   2. Last activity date Before 60 [days]. 
   3. Deactivated Equals No
   4. User identifier in SaaS Is not Empty.
6. Click Save.

Tip
Learn more about the Begin block

Adding the API block

1. Click the Blocks tab, and drag and drop the API block onto the canvas.
2. Click Edit .
3. Search for your SaaS integration, such as Salesforce.
4. Choose a delete or deactivate user preset from the list such as Salesforce Deactivate user.
5. To select your preset, click the right arrow>.
6. Add the required information in the Configure section

Tip
Click the documentation link to learn more about the configuration steps. 

Next steps

Add your positive and negative exits to the block. For example, you may wish to add:

• Another API block, such as the Okta Deactivate User or Jira Delete User block. Make sure that the Last activity date you have chosen in the Begin block complies with your data retention policy for all SaaS systems. Otherwise, create separate workflows for each Last activity date.
• A Notify block to create an offboarding notification.
• An Archive block to deactivate the user in Oomnitza.
• An Update block to update the user's status.
• An Offboard Licenses, Offboard Accessories, or Offboard Assets block, to unassign the user from a device or software license. 

Running the workflow

1. Click Save and connect the blocks
2. Validate the workflow and Activate it so that the workflow is live in your system

Results
Inactive users matching the criteria in the begin block are automatically offboarded from the external SaaS system once the integration is run.

Related links

Notify block

Offboard Assets block

Offboard Accessories block

Offboarding licenses block

Troubleshooting workflows

Using the API block