This article explains the Prompt for resource allocation offboarding step in detail, including how it works and how to configure it.
Overview
The Prompt for resource allocation step pauses the offboarding workflow and sends a notification to the executor, asking them to confirm where the departing user's resources should be directed before processing continues. The offboarding will not continue until the executor has confirmed the resource allocation.
How It Works
When this step is reached, a notification is sent prompting the executor to review and confirm the destination targets for the offboarding steps that follow. The executor defaults to the user defined in Workflow Settings, unless overridden by this step's Specific step executor setting.
Each resource transfer step in a workflow is configured with a default recipient when the workflow is built, set to one of the following:
- User's manager or domain admin;
- User's manager or a specified user;
- User's manager or error;
- The domain admin, or;
- A specified user.
The Prompt for resource allocation step allows the executor to override any or all of these recipients at the time of offboarding by searching for and specifying a recipient directly by name or email address. This is particularly useful when the appropriate recipient cannot be determined in advance — for example, when a departing user's documents should go to their direct manager, and that manager varies between users.
Note: Because this step overrides downstream step configuration, it is automatically placed at the beginning of the workflow (Initial Steps), before any resource-transfer steps run.
Steps It Can Override
The following step destinations can be set or overridden when the executor confirms the resource allocation:
| Workflow Step | Field Overridden |
|---|---|
| Set Out of Office message | Out of Office contact |
| Delegate access | Recipient |
| Assign alias | New owner |
| Transfer ownership of documents | New document owner |
| Migrate calendar events | New calendar owner |
| Transfer ownership of groups | New groups owner |
| Transfer contacts | New contacts owner |
| Transfer shared drive ownership | New Shared Drives owner |
| Transfer Looker Studio | New Looker Studio owner |
| Migrate emails | Email Recipient |
Configuration
| Setting | Description |
|---|---|
| Specific step executor | Optionally assign a different user to action this step, overriding the default workflow executor for this step only. |
| Skip step if executor takes no action | If enabled, the workflow will continue automatically after a set number of days if the executor has not responded. |
| Continue after (days) | The number of days to wait before skipping the step (requires skip to be enabled). |
| Alert executor/manager after (days) | Sends an alert if the step has not been actioned within the specified number of days. |
| Time between reminders (days) | How frequently reminder notifications are sent after the initial alert. |
| Reminder count | The total number of reminders to send before stopping. |
| Reminder subject | Customise the subject line of reminder notifications. |
| Actions required summary subject | Customise the subject line of the initial allocation prompt notification. |
Important: Do not assign a group email address as the step executor. Individual users within a group cannot approve the allocation prompt, which means the step will never be actioned and the offboarding will stall indefinitely (or until the skip threshold is reached, if configured).
Setting the Overrides
When the executor receives the allocation prompt, they are presented with a search field for each resource type listed in the Steps It Can Override table above. For each field, they search for and select a recipient by name or email address. Before confirming, the executor can use the Check function to verify that all specified recipients exist and are not suspended or delegated — this is recommended before confirming the allocation.
Note: A group email address or external email address can also be entered as a target destination. However, if the target is not a registered CloudM Automate user profile, errors may occur in the relevant downstream steps. See Offboarding Steps Troubleshooting for details.
Expected Outcome
Once the executor confirms the allocation, the workflow resumes and each subsequent step processes using the recipients specified in the override fields. Where no override has been set, each step falls back first to its own configured recipient, then to the executor defined in Workflow Settings.
Possible Errors
| Scenario | Result |
|---|---|
| The offboarding user has already been deleted in Google Workspace | An error may occur during processing |
| A specified target is not a registered CloudM Automate user profile | Errors may occur in the relevant downstream steps |
| A target user does not have Drive or Gmail enabled, or lacks the required licences | The relevant transfer steps may fail |