[How-to] Automate Offboarding Workflows using Member Automations in AssetSonar

AssetSonar automations for Members module enables IT managers to offboard the exiting employees seamlessly, while also ensuring the security of their IT infrastructure. IT teams can leverage these member automations to create workflows that automatically lock devices and un-entitle deactivated users directly in AssetSonar. 

Benefits of Member Automations

Here is how these member automations can add value to your IT processes and business on the whole: 

• Automated Security: Locks devices and revokes licenses upon user deactivation to safeguard data and maintain compliance.
• Efficiency in Offboarding: Streamlines offboarding workflows, freeing up IT resources for other priorities.
• Customizable Actions: Provides flexibility to tailor automation workflows to specific business needs, ensuring alignment with security and compliance requirements.

Let’s dig deeper into the functionality of member automation and see how we can set up and use such a workflow: 

Creating an Automation

From the Workflows & Automations listing page, click the ‘Create Automation’ button at the top right corner and a new page will open. 

As we are creating a deactivation workflow for employee offboarding, choose ‘Members’ as the main trigger and ‘Member is deactivated’ as the trigger action as shown below: 

Once you have filled out the Details section, you can set conditions from the Automations section. The final part would be to set up the action for the automation. There are three actions that you can take. You can choose either of these actions or choose all multiple actions for a single automation.  

Trigger Webhooks 

If you want your automation to be reflected in any other system apart from AssetSonar, you can choose the trigger webhook option. 

For example, you can add the URL of the system you want the action to be reflected at so whenever a user is deactivated in AssetSonar, you’ll be able to take actions on your other systems using the trigger webhook functionality. 

License Removal

The second workflow would be to automate the license removal of employees who are being offboarded. While creating the automation, choose ‘Revoke Licenses in AS’, and you’ll be able to view a dropdown list with three options as shown below:

You can choose either one of these options or choose multiple options. Once you have created a license removal action, the system will automatically start revoking access to the licenses that have been assigned to the offboarding employees. 
Note: Choosing the option ‘Un-entitle user-based licenses’ will also un-entitle user-based cloud licenses.

Lock Devices in Custody via MDM

The only users who have access to the MDM management commands and are able to execute those actions can create this automation for locking devices. If your MDM management commands feature is disabled or if you aren’t authorized to use that feature, then you wouldn’t be able to move forward with this automation, and a warning message will show up as follows: 

If a user still tries to save and update the automation, a new popup will appear with an error message. Here is a snapshot of this message: 

However, if you have access to the MDM management commands feature, then you’ll be able to create this automation. The system will prompt you to enter an OTP when you save this action. Here is a snapshot of the OTP popup:

Once you have successfully defined all the actions, you’ll be able to save the automation. This new automation will appear on your automations listing page as shown below: 

Automation Execution Logs

If you switch to the execution view for the automations, you’ll be able to view the Automation Execution Logs for this automation. Here is a snapshot of the execution logs for this automation: 

Here you’ll be able to get details on whether the automation was successfully executed or not and you’ll also see the insights on failed executions. 

Viewing MDM Actions

If your automated MDM actions are being executed successfully, you’ll be able to view them from the assets and members details page. For example, if you have successfully locked a device, a notification will appear on the details page of that asset as follows: 

On the member details page of the offboarded employee, you’ll be able to view the status details of all the automated actions that were performed as shown below: