Offboarding Missing Steps

[Tim Bourguignon]

Hey there, I followed this tutorial to create an offboarding workflow. I couldn't find ways to perform the following steps; did I miss them?

1. Remove 2-Factor-Autentication

2. Set up an out out-of-office notice

3. Transfer ownership of calendar entries

4. I could not find how to create a new email address on the fly

5. Creation of a takeout

Explanation for 4) we have the habit of renaming the email address of the person to "s_<originalEmailAddress>" and then create a group with their former email address. It makes email forwarding much easier.

Thanks for any pointers,

Tim

[Jason Huang]

Hello Tim, 

Some offboarding tasks are supported and some are not yet in xFanatical Foresight.

1. To Remove 2-Factor-Autentication, use the Turn off 2SV action.

2. It's not supported yet to set up an out out-of-office notice on behalf of the departing user. We will add the feature in the future versions.

3. To transfer ownership of calendar entries, use the Create data transfer request action.

4. Regarding "I could not find how to create a new email address on the fly", xFanatical Foresight doesn't have an action to convert "originalEmailAddress" to "s_<originalEmailAddress>". But here is a workaround by using the Data uploaded trigger.

1. Create a CSV file with a column of Current primary email and a column New primary email. Enter the new email address in the form of "s_<originalEmailAddress>". 
2. Choose the Data uploaded trigger for your offboarding workflow.
3. Use the Edit user primary email action to change the user's primary email address.
4. You also need to use the Delete user email aliases action to remove the current primary email, because Google will automatically set the current primary address as an alias after changing the primary email address. If you don't remove this alias, the new group cannot be created due to the email address being existed. 
5. Use the Create group to create the new group with the departing employee's original email address.

5. It's impossible to creation of a takeout. Google doesn't provide any developer options for xFanatical Foresight to automate. 

I hope it helps.

Thank you.

[Tim Bourguignon]

Hey Jason,

thank you so much for your quick answer!

1. ✅ How did I miss that? 🙈 
2. ⏳ Thanks, that'd be really helpful. The manual process is just really painful.
3. cAwesome. Reading the description I wasn't sure it would be the case.
4. 🤔 I was hoping for something fully automatic. Is there no other way to concatenate two strings on the fly? Like the "Extract data from text,"  an action that would "just" create a variable based on a mix of static and dynamic inputs? Is there any other way that would not involve a manual edit and upload?
5. ✅ Ok!

Thanks for your help and your great work!

Tim

[Jason Huang]

Hello Tim, 

Regarding the Point 4, no, xFanatical Foresight does not have the text concatenation action to support full automation. We have the feature in our product backlog, and will introduce them as actions in future versions. We're sorry for the inconvenience for now. 

A semi-automated workaround is to use Google Sheet to edit the CSV file, and enter a formula to automate crafting the new email address when you edit the CSV file. For example, given the Original Email Address column as Column A, in the New Email Address column B, enter formula ="s_"&$A2. Click, hold, and drag the bottom right dot of cell B2 and pull down for cell B3, B4..., the formula will prepend text "s_" for all email addresses.

Your feature request is much appreciated for us to improve the product. 

Thank you.

[Tim Bourguignon]

Thanks for adding it to your roadmap!

I just tried the 2SV action. The "Turn off 2SV" action correctly says "Access granted," but I received the error: "Failed to turn off 2-Step Verification for user X...@YYY.com, reason: insufficient admin privileges."

I am allowed (as a Google Workspace Admin) to turn off 2SV for that user in the Console. Any idea what I'm missing?

Thanks,

Tim

[Jason Huang]

Yes, Tim. To modify a user's 2SV settings, your Google Administrator account needs a User Security Management privilege. To learn more, see Administrator privilege definitions > Security. When your admin account doesn't have this privilege, xFanatical Foresight failed the Turn off 2SV action with the insufficient admin privileges reason. 

Please ask your Super Admin to add the privilege to your admin account, and retry the automation.

Thank you. 

[Tim Bourguignon]

That's precisely why I am surprised: I am the super-admin with User Security Management privileges on all OUs.