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Route the offboarding request for approval
The workflow checks the user’s current account state and licenses automatically before anything destructive happens.
How to cut Archived User and unused license costs in Google Workspace, preserve former-employee data with Vault and Gmail exports, and delete old accounts safely.
Thursday, October 29 · 2 pm ET · 40 minutes
Bring your questions, and your compliance lead.
Every departure leaves a Google Workspace account behind, and with it, years of email, files, and shared data. Suspended accounts are billed at the full license rate. Archived User licenses keep billing for as long as your retention policy runs.
Because deleting an account removes its data from Google Vault, most teams never delete anything. Former employees’ data keeps piling up, along with license spend and a growing set of accounts nobody wants to touch.
In this session, we’ll show the workflow that changes that: create both Vault-based exports and separate Gmail exports, move them to the storage destination you choose, keep the retained data searchable, verify it, then delete the account and reclaim the license, with a record of every step.
Most of the session is a working workflow. We’ll use available Zenphi templates to build the automation in 15 minutes, then show how IT can preserve data through both Vault and separate Gmail exports, keep those exports searchable, and remove old accounts without losing what legal, compliance, or operations may still need.
The workflow checks the user’s current account state and licenses automatically before anything destructive happens.
Export the retained Workspace data you need from Vault and move it out before the Vault export expires.
We’ll also show a separate Gmail export path rather than treating Vault as the only way to preserve former-employee email.
Send the retained export to your chosen destination, including an AWS S3 bucket or Google Cloud Storage, instead of leaving it tied to the user account.
See how we keep exported data searchable after it has been moved, so teams can still find what they need without restoring the former employee’s account.
Put a hard gate between data retention and account deletion so the workflow cannot move on until the required exports are confirmed.
Delete the account only after verification, reclaim the license, and retain the request, approval, export, verification, and deletion history for review.
We’ll demonstrate how the available Zenphi templates shorten the build so the complete offboarding automation can be assembled during the session.
Watch the account move through a controlled offboarding sequence, with both Vault and Gmail export paths, flexible storage, searchable retained data, and deletion blocked until verification is complete.
The request is reviewed and the user’s current account and license state are checked.
Create the required Vault exports and the separate Gmail export.
Move the retained data to the destination you choose, including AWS S3 or Google Cloud Storage.
Keep the exported data searchable so it remains useful after the user account is gone.
Confirm the required exports before the workflow allows account deletion.
Delete the account, reclaim the license, and retain the full process for audit.
You’ll leave with the sequence, controls, export options, searchable-retention pattern, and review logic needed to separate accounts that must stay archived from accounts that can be exported and deleted.
Build a clearer picture of former-employee accounts, retained data, and the licenses attached to them.
Use retention requirements and account status to separate accounts that still need to exist from those ready for export and deletion.
Follow the sequence that protects retained data, keeps exports usable and searchable, and prevents deletion from happening before verification is complete.
Understand the controls and evidence stakeholders will expect before old accounts are permanently deleted.
Everyone who registers can claim a free, one-time audit of their Google Workspace accounts. You’ll get a clear list of which accounts to review first, for both risk and spend.
The audit runs inside your own Google Workspace environment, so your directory data stays with you.
Security and IT leaders, Google Workspace administrators, and IT operations managers who own offboarding, data retention, eDiscovery, or license spend. Compliance and legal counterparts are welcome too.
CEO and Head of Product, Zenphi
Vahid leads the demo, showing how to assemble the automation from Zenphi templates, preserve data through Vault and Gmail exports, verify retention, and delete the account safely.
Senior Customer Success Engineer, Zenphi
Fernanda answers your questions throughout the session and leads the Q&A at the end.
See how to build the automation from Zenphi templates, preserve former-employee data through Vault and Gmail exports, keep retained exports searchable in your chosen storage, delete old accounts safely, and reclaim licenses.
Thursday, October 29 · 2 pm ET · 40 minutes