[How-To] Create Offboarding Workflows in AssetSonar

Employee departures involve more than collecting a laptop. IT teams often need to revoke access, recover assets, reclaim software licenses, notify stakeholders, and keep HR and managers aligned throughout the process.

AssetSonar’s Offboarding Center helps you create structured offboarding workflows so your team can standardize every exit process from a single place. You can define the form that starts the workflow, organize the process into stages, add tasks, tickets, emails, and approvals, and activate the workflow when it is ready to use.

Here’s how to create and manage offboarding workflows in AssetSonar.

1. Go to the Offboarding Center

From the navigation menu, go to Automations → Offboarding.

This opens the Offboarding Workflows page. You’ll see two tabs:

Workflows: Shows saved offboarding workflow templates.
Executions: Shows offboarding requests that have been initiated from workflows.

The Workflows tab gives you an overview of all offboarding workflows in your account, including their status, number of steps, and execution count.

AssetSonar Offboarding Workflows page showing saved workflows, statuses, steps, and execution counts

2. Create a new offboarding workflow

To create a new workflow, click Create Offboarding Workflow.

You’ll be taken to the workflow builder. At the top of the page, add a workflow name and description.

AssetSonar offboarding workflow builder with workflow name, initiation form, and Create a Stage option

3. Select the initiation form

The Initiation Configuration section defines how the offboarding workflow starts.

Go to Initiation Configuration → Select Form and choose the relevant Service Catalog form. For example, select Offboarding Form or Employee Offboarding Request. If no forms are showing up, you will need to add a relevant offboarding service catalog category in ITSM.

Click Preview to view the selected form fields.

Note: The form preview is read-only. To edit the form itself, go to the ITSM Service Catalog where the form is configured.

The selected form should include a member selection field so AssetSonar knows which employee is being offboarded. It may also include fields such as the employee’s last working day and additional notes.

4. Create a stage

Stages help you organize the offboarding process into logical phases. For example, you may have separate stages for approval, separation confirmation, handoff, last-day actions, and closure.

To add a stage, click Create a Stage.

In the Create a Stage popup, enter a title and select when the stage should begin.

Create a Stage popup in AssetSonar with trigger options for form submission, completed stage, or specific time

Available trigger options include:

When form is submitted
When another Stage is Completed
Specific Time

For example, you can create a first stage called After Initiation and set it to begin When form is submitted.

Click Add to create the stage.

5. Add steps to a stage

Steps are the individual actions inside a stage. Each step can be a task, ticket, email, or approval.

To add a step, open the relevant stage and click Add a Step.

AssetSonar offboarding workflow stage with the Add a Step option highlighted

The Add a Step popup includes two options:

Add from Standard List

Add a Step popup showing standard offboarding steps for approval and employee confirmation email

Add Custom Step

Add a Step popup for creating a custom ticket, task, email, or approval step in AssetSonar

Use Add from Standard List to quickly add common offboarding actions, such as approvals, device recovery, item retrieval, software license removal, or email auto-replies. Search for the step you want to add, select one or more steps using the checkboxes, and click Add.

Use Add Custom Step when you need to define a ticket, task, email, or approval step specific to your organization’s offboarding process.

6. Manage workflow stages, steps, and activation

Once you’ve added the required stages and steps, you can make changes to the workflow before saving it.

Use the drag handle beside a stage or step to reorder it. Stages can be moved up or down in the workflow, while steps can be reordered within their stage.

You can also use the toggle beside a step to enable or disable it. Disabled steps remain in the workflow but are skipped during the workflow execution.

To edit or delete a stage or step, click the three-dot menu beside it and select Edit or Delete.

When the workflow is ready, click Save Changes. To make it available for use, turn on the Activate toggle in the workflow header.

To edit an existing workflow later, go to Automations → Offboarding → Workflows, click the three-dot menu beside the workflow, and select Edit.

AssetSonar offboarding workflow showing Save Changes, step controls, and edit or delete options

Note: If an active workflow has already been used for an offboarding request, editing it may create a cloned version. This helps preserve the workflow history for previous offboarding requests.

Once your workflow is created and activated, users can initiate offboarding requests through the selected Service Catalog form and track their progress from the Executions tab. To learn how submitted requests move through the offboarding process, read our guide on [How-To] Initiate and Track Employee Offboarding Requests in AssetSonar.

Start standardizing employee offboarding

With AssetSonar’s Offboarding Center, IT teams can build repeatable offboarding workflows for employees, contractors, interns, executives, and remote workers. By organizing the process into stages and steps, you can make sure every required action is captured before an employee exit is completed.

Need help setting up your first offboarding workflow? Reach out to us at support@ezo.io — we’re happy to assist.