Scenario 2: Keep sharing permissions in place for active users when offboarding leavers

Scenario

When an employee leaves your organization, it is essential that your active users retain access to business critical files and folders that the leaver AU account is the owner of. Simply deleting the AU user account will lead the files and folders to be orphaned and inaccessible, and manually updating ownership / sharing permissions does not scale and is a time consuming and error prone task.

This process should be simple, fast, reliable and automated.

This scenario is the best solution for customers that need to meet the following:

• The internal Google Workspace VFE/AU accounts have business critical folder and document sharing in place across live users which must be retained.
• The Google Workspace VFE/AU accounts cannot be deleted while document and folder sharing still belongs to the AU accounts.

Solution

CloudM Automate

CloudM Automate allows you to set offboarding policies so that ownership of resources are automatically transferred to specified live users when an employee leaves your organization (or centralised Google Workspace accounts managed by IT).

This means that business critical files and folders, as well as other resources such as calendars, are never orphaned, the existing sharing permissions stay in place, and you do not need to use Archive User (AU) licenses to keep the former employee's data.

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