Decommissioning Actions
Contents
This articles provides further detail on each available action in the decommissioning process.
Document Actions
Activities Shared Externally (My Drive)
This action allows you to set email alerts and create activities reports for all documents shared externally from an employee’s ‘My Drive.’
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify affected user(s)
Destination User: The user who will receive the transferred documents in their Drive
Action to take on the previous owner: Select which action to take on the previous Doc owner
Activities Shared Externally (Shared Drive)
This action allows you to set email alerts and create activities reports for all documents shared externally from a Shared Drive.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify affected user(s)
Destination User: The user who will receive the transferred documents in their Drive
Action to take on the previous owner: Select which action to take on the previous Doc owner
Activities Shared Externally from My Drive (Public)
This action allows you to set email alerts and create activities reports for all documents shared publicly from an employee’s ‘My Drive.’
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify affected user(s)
Destination User: The user who will receive the transferred documents in their Drive
Action to take on the previous owner: Select which action to take on the previous Doc owner
Activities Shared Externally from Shared Drives (Public)
This action allows you to to set email alerts and create activities reports for all documents shared publicly from a Shared Drive. Administrators can now use this report as a decommissioning action when offboarding a user.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify affected user(s)
Destination User: The user who will receive the transferred documents in their Drive
Action to take on the previous owner: Select which action to take on the previous Doc owner
Documents Shared Externally Report
This action allows you to set email alerts and reports for documents that have been shared externally by employees whose Google Workspace accounts are being deactivated.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify affected user(s)
Destination User: The user who will receive the transferred documents in their Drive
Action to take on the previous owner: Select which action to take on the previous Doc owner
Transfer Docs
This action allows you to transfer all of the documents from a suspended user's account into another user's drive.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify affected user(s)
Destination User: The user who will receive the transferred documents in their Drive
Action to take on the previous owner: Select which action to take on the previous Doc owner
Gmail Actions
Email Dump
This action allows you to export the suspended user's emails from their Gmail account.
The following settings are configurable:
Day: Select a day to begin the action. Each tier offers a different range
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Search: The search fields are optional
Start Time: The beginning date and time of emails in the export
End Time: The ending date and time of emails in the export
Search Query: Search text that will allow you to include only emails that match in the export
Export: Choose to either export the Full Message or Headers Only
Get Deleted Messages: Check this box to also export the user's deleted messages
Hide From Directory
This action allows you to hide the suspended user from the user directory.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Set Forwarding
This action allows you to set a forwarding address for the user. This action is one that requires the "Leave Unsuspended" check box to be checked.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Destination User: The user who will be set as the forwarding email address
Add Delegate
This action allows you to set another user to be able to access the user's Gmail. This action is one that requires the "Leave Unsuspended" check box to be checked.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Destination User: The user who will receive access to the affected user(s) Gmail
Delegate to Relation
Adds a delegate to the user’s Gmail inbox based off of a relation in the user’s profile information. An example would be adding a manager’s email under a user’s employee information section in gPanel. Create a decom policy with the ‘Delegate To Relation’ action selected and manager as the relation selected on the action configuration page. The manager will now be a delegate to the user’s inbox after the decom policy is run.
Remove Email Aliases
This action allows you to remove all email aliases from the suspended user.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Vacation Responder
This action allows you to create & set an auto response.
There are four fields that can be configured here:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Subject: The subject of the email the vacation responder will send
Message: The body of the email to be sent by the vacation responder
Mobile Management Actions
Wipe
This option removes all work data and apps from the device. It also removes personal data and apps, unless it's an Android device with a work profile.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Account Wipe
This action allows you to remove Google Workspace account data from the suspended user's mobile device.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Block
This action allows you to block the suspended user from accessing Google Workspace account data on their mobile device.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Delete
This action allows you to delete the suspended user's mobile device from your active devices.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
User Actions
Archive User
Assigns the user an archived user license.
Sign Out User
Signs the user out of all Google services on all devices.
Suspend User
Places the account in a suspended state and blocks the user from accessing their Google services. Account data is not deleted, shared files/folders are still accessible by collaborators, and calendar and email invitations are blocked. The account can be unsuspended at any time.
Reassign Nicknames
This action allows you to reassign the suspended user's nicknames to another user account.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Destination User: The user who will have the suspended user's nicknames assigned to them
Reset Password
This action allows you to reset the password of the suspended user
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
User Name Change
This action allows you to change the suspended user's username.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Prefix: Enter the desired prefix
Suffix: Enter the desired suffix
Clear Primary Calendar
This action allows you to clear the primary calendar of the suspended user.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Delete ASPs
This action will revoke all application specific passwords for the user. This action is one that requires the "Leave Unsuspended" check box to be checked.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Remove From All Groups
This action will removed the suspended user from all groups.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Remove External Shares
This action allows you to remove all external shares from a user's ‘My Drive.’
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Remove Shared Drives
This action allows you to remove all shares from an organization’s Shared Drives.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Revoke Third Party Apps
This action allows you to revoke the suspended user's access to all third party apps.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Transfer Calendars
This action will transfer the suspended user's calendars to another user.
There are three settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
Destination User: The user who will have the suspended user's calendars assigned to them
Delete User
This action allows you to delete the suspended user.
There are two settings that can be configured:
Day: Select a day to begin the action. Each tier offers a different range:
gPanel Starter: Action can execute immediately or within 100 days
gPanel Standard & Enterprise: Action can execute immediately or within 365 days
Notify User: Leave this setting checked to notify the affected user(s)
