Automate employee offboarding tasks after their last day of work with the Microsoft Entra admin center
This tutorial provides a step-by-step guide on how to configure off-boarding tasks for employees after their last day of work with Lifecycle workflows using the Microsoft Entra admin center.
This post off-boarding scenario runs a scheduled workflow and accomplishes the following tasks:
- Remove all licenses for user
- Remove user from all Teams
- Delete user account
Using this feature requires Microsoft Entra ID Governance licenses. To find the right license for your requirements, see Microsoft Entra ID Governance licensing fundamentals.
Before you begin
As part of the prerequisites for completing this tutorial, you'll need an account that has licenses and Teams memberships that can be deleted during the tutorial. For more comprehensive instructions on how to complete these prerequisite steps, you may refer to the Preparing user accounts for Lifecycle workflows tutorial.
The scheduled leaver scenario can be broken down into the following:
- Prerequisite: Create a user account that represents an employee leaving your organization
- Prerequisite: Prepare the user account with licenses and Teams memberships
- Create the lifecycle management workflow
- Run the scheduled workflow after last day of work
- Verify that the workflow was successfully executed
Create a workflow using scheduled leaver template
Use the following steps to create a scheduled leaver workflow that will automatically perform off-boarding tasks for employees after their last day of work with Lifecycle workflows using the Microsoft Entra admin center.
Select Identity Governance.
Select Lifecycle workflows.
Next, you'll configure the basic information about the workflow. This information includes when the workflow triggers, known as Days from event. So in this case, the workflow will trigger seven days after the employee's leave date. On the post-offboarding of an employee screen, add the following settings and then select Next: Configure Scope.
Next, you'll configure the scope. The scope determines which users this workflow runs against. In this case, it is on all users in the Marketing department. On the configure scope screen, under Rule add the following and then select Next: Review tasks. For a full list of supported user properties, see Supported user properties and query parameters
Select Create with the Enable schedule box unchecked to run the workflow on-demand. You may enable this setting later after checking the tasks and workflow status.
Run the workflow
Now that the workflow is created, it will automatically run the workflow every 3 hours. Lifecycle workflows check every 3 hours for users in the associated execution condition and execute the configured tasks for those users. However, for the tutorial, we would like to run it immediately. To run a workflow immediately, we can use the on-demand feature.
Be aware that you currently cannot run a workflow on-demand if it is set to disabled. You need to set the workflow to enabled to use the on-demand feature.
To run a workflow on-demand, for users using the Microsoft Entra admin center, do the following steps:
- On the workflow screen, select the specific workflow you want to run.
- Select Run on demand.
- On the select users tab, select add users.
- Add a user.
- Select Run workflow.
Check tasks and workflow status
At any time, you may monitor the status of the workflows and the tasks. As a reminder, there are three different data pivots, users runs, and tasks that are currently available. You may learn more in the how-to guide Check the status of a workflow. In the course of this tutorial, we'll look at the status using the user focused reports.
Enable the workflow schedule
After running your workflow on-demand and checking that everything is working fine, you may want to enable the workflow schedule. To enable the workflow schedule, you may select the Enable Schedule checkbox on the Properties page.