This article guides you through adding the Archive step to your offboarding workflows in CloudM Automate. This ensures user data is automatically secured before the account is deleted or suspended.
Prerequisites
1. You must have an active CloudM Archive subscription.
2. You must have successfully set up and configured your Archive Storage Bucket. The Archive step will remain greyed out in the workflow menu until this is complete.
How to add the Archive step to a Workflow
The following instructions assume you are adding the step to an existing offboarding workflow.
- Navigate to Automate > Offboarding Workflow.
- Select the Organizational Unit (OU) you wish to edit.
- Select the Root OU (office block icon) to apply this globally.
- Select a child OU to apply this only to specific users.
- Alternatively, select the Smart Team tab to apply this to a specific Smart Team.
- If the selected OU is not the Root, select Explicitly set Offboarding Policy to unlock editing.
- Note: Child OUs automatically inherit the policy of their parent unless an explicit policy is set.
- Select Add Offboarding Step.
- Find the Archive step in the list and select its checkbox.
- Configure the Archive step:
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If a previous archive exists for this user: If the offboarded user does not have any mail services enabled, such as a Google Cloud Identity Account, this step will be skipped.
- Fail step and workflow
- Skip step
- Proceed anyway by archiving again (Fair Use Policy applies)
-
Archive to bucket: Use the dropdown to specify which bucket the data should be saved to.
- Default: Uses the bucket specified in your main Archive settings.
- Data Types: Select whether to archive Emails, Drive, Chat or all.
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Queries (Optional):
- Emails Query: Defaults to "All emails". You can use Gmail search operators to filter specific messages.
- Documents Query: Defaults to "All documents". You can limit this to specific folders if required.
-
If a previous archive exists for this user: If the offboarded user does not have any mail services enabled, such as a Google Cloud Identity Account, this step will be skipped.
- Select Add To Workflow.
- The Archive step will now appear in your workflow list. You can drag and drop it to change the order of execution.
- Click Save Rules to confirm your changes.
To configure Archive Vault (for legal holds/vault data), please refer to the Archive Vault Configuration guide.
CloudM Archive - Standalone Subscriptions
If you have a CloudM Archive Standalone subscription (i.e., you do not have the full CloudM Automate module), you may see fewer offboarding steps available in your workflow menu.
Unavailable steps will appear greyed out. For a full list of steps available to your subscription type, please refer to:
What offboarding steps are available with CloudM Archive as a standalone module?