Before
After account deactivation, support or IAM staff had to assemble the remaining offboarding checklist, open separate tasks for mailbox and data transfer, equipment recovery, and resource ownership, then write a handoff summary. Progress depended on those follow-up actions being completed manually after the deactivation event.
How it works
- Detect the account deactivation and retrieve the user's identity and worker details.
- Open separate follow-up tasks for Microsoft 365 transfer, equipment return, and review of owned resources.
- Publish the task references and manager information in the designated Teams operations channel.
Workflow details
- Trigger and identity lookup: The workflow starts when an Okta account is deactivated, then reads the deactivated user's identity details and retrieves the associated worker record from Workday.
- Microsoft 365 handoff: It creates an offboarding task for converting the user's mailbox to a shared mailbox and transferring OneDrive data to the manager, including the stated 90-day retention and archiving context.
- Equipment recovery: It opens a workplace task for returning the departing user's equipment and includes the worker's site or location so the responsible team has the relevant handoff detail.
- Ownership review: It creates an IAM task to review service accounts, applications, groups, channels, dashboards, and other resources owned by the user, including secret rotation when applicable.
- Operational recap: After the three tasks are opened, the workflow publishes a Teams recap containing the user's identity, task references, and manager information, providing a shared handoff record for follow-up.
What changed
The three follow-up records and their supporting details are created automatically as part of the deactivation workflow, and the recap is posted immediately after task creation instead of being assembled in a later manual handoff.
Work removed
Opening three separate offboarding tasks, looking up the worker's site and manager details, assembling task context, and writing the Teams handoff summary.
Expected outcome
Each deactivation removes at least four recurring follow-up actions: three task openings and one recap message, while leaving the responsible teams to complete the resulting work.
