WI to terminate access when Offboarding request is submitted

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Service Desk

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• Review Offboarding Form and confirm if we are doing a Standard Termination or Archiving

• Standard: Follow Steps below

• Archiving: Skip to Archiving Section

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1. In Google Admin Console, go to Users.
2. Find the requested user and click on their name
3. Select Reset Password then use an approved password generator (need for later).

1. Still on user’s profile in Admin Console, go to Security.
2. Click Edit on Sign in cookies and Reset to sign user out of all active sessions and force reauth.

1. On user’s profile → Security > 2-step verification.
2. Turn Off, then Save.

(If requested)

1. Log in to Gmail as the terminated user (using the new password).
2. Go to Settings > See all settings > Accounts and Import.
3. In “Grant access to your account,” click Add another account, and enter the POC’s email address.
4. Notify POC to accept the access invitation in their inbox.

(If requested)

1. In same Gmail account, go to Settings > Forwarding and POP/IMAP.
2. Click Add a forwarding address and enter the POC’s email.
3. The POC will get a confirmation link—ask them to approve.
4. Once confirmed, set automated forwarding to ON. (Optional: Set to delete forwarded messages in original inbox.)

(If requested)

1. Reset the user’s password and log in as the user.
2. Go to Gmail > Settings (gear icon) > See all settings > General > Vacation responder.
3. Set the auto-reply message, dates, and options as needed.
4. Save changes.

(If requested)

1. In Admin Console (as super/admin):
2. Go to Apps > Google Workspace > Drive and Docs.
3. Click Transfer ownership.
4. From user: enter departing user’s email.
5. To user: enter POC’s email.
6. Click Transfer files.

(If requested)

1. Open Google Calendar in user’s account.
2. Select requested event.
3. At the top right of the event, click Options More and then Change owner.
4. Enter a new owner and a message to send them.
5. Click Change owner.

1. In Admin Console > Users, select the user

2. Change license to “Archived User”:

• Go to the license section and select Archived User (AU) license

• Save settings

3. Account is now “Archived”:

• The user cannot log in, send, or receive mail.

• All data (mail, Drive, etc.) is preserved “in place” and remains accessible for Vault/compliance purposes.

• License cost decreases to AU price (much lower than ordinary user license).

• Data can be restored or accessed for audits.

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• See attached Offboarding Form is client needs it