Deprovision User is a wizard that guides you through the necessary steps to ensure that you have not overlooked any steps when deprovisioning and deleting a user on your domain. It will help you address important parts of the process like passwords, email delegation, asset ownership, groups membership, as well as customizable personal checklists.
Currently, the process of deprovisioning a user is not an easy or organized process offered in the Google Admin console. We've made this process easy to follow and it ensures that no tasks are left behind. This process is best started at the time when it is decided that you are going to delete a user account. This can be done days, weeks, or months in advance. If you're interested, check out our new interface, where the deprovisioning process can be fully automated with a Workflow.
Deprovisioning a user includes all the important steps necessary on the path to deleting a user. You can find the deprovision user tool under either the Directory or Tools menus:
Step 1: Choose who to Deprovision
After clicking “Deprovision User” you will be prompted to enter the name of the user you would like to deprovision:
Step 3: Add Account Executor
Adding an executor is optional: it can help you quick-fill a single new owner for this user's Group memberships, Group ownerships, Drive data, Sites, and/or Secondary Calendars. You may also choose a user to receive email updates on the deprovision process.
Step 4: Directory Listing
Do you want to hide this user in the directory so other users can not see their contact information?
Step 5: Change Password
Would you like to reset the user's password to prevent them from logging into their account?
Step 6: Auto Reply
Would you like to set up an auto reply for when this user is emailed, to let others know that the user is no longer with the organization?
Step 7: Email Delegates
Under the Auto Reply tab, there is a tab that allows you delegate the deprovisioned user's inbox to another user.
Step 8: Drive, Sites, Calendars, and Apps
This step allows you to transfer ownership of the user’s Drive contents, Sites, and Calendars and revoke any third-party apps and app-specific passwords.
Step 9: Group Ownership and Membership
This allows you to transfer their group ownerships and/or memberships to other users.
Step 10: My Checklist
This step includes a customizable checklist that is specific to your domain, to ensure that you have taken all the necessary steps outside of BetterCloud for terminating a user. For example, here you could save a list of company property to retrieve. Changes that you make and save to your checklist will be reflected in future deprovisions.
Step 11: Archiving
For archiving and backup purposes, you are given the option to export details from the user’s account using a free external tool called Google Takeout. Other external archiving services, such as Google Vault and Backupify, are also available for purchase through their own sites.
Step 12: Suspend
You are given the option to either suspend the user’s account or keep it active for the time being.Note: You must wait until all ownership transfers of Docs, Sites, Calendars, and Groups have been completed before suspending the user; suspending a user's account will interfere with transfer processes and cause them to fail.