Leaving User Form

This form attempts to collect the information we need before we can start processing a user termination request for any client we manage. Some of these questions may not apply to your environment. Don't panic! We will review your answers with you when we call to confirm your form submission.

Your Information

Tell us who you are, and how we can reach you so that we can verify your request.

Full Name

E-mail Address

Your Phone Number

Your Company Name

Would you like to speak with us about creating or revising a standard process for terminating users at your company?

Yes

A Standard Process Already Exists

Not At This Time

Leaving Associate Information

Tell us about the leaving associate.

Full Name

Did the leaving associate have any Information Technology Administrator responsibilties?

Yes

I'm not sure

When should we disable this user's accounts?

Date

On what date should we permanently delete this user's accounts?

Date

You may leave this field blank to indicate that we should not delete any accounts.
There is usually not much reason for deleting accounts. Generally, it is a matter of housekeeping, like freeing up usernames for future reuse, or preventing new mail from coming in.
To the best of our abilities, we will always disable logins or otherwise block access to the accounts of terminated users at the Disable Date and Time you specify, unless you specifically indicate we should do something else.

Workstation Info

Tell us what to do about the leaving user's equipment

What should we do about files in the leaving associate's user profile folders that are stored on their work device and/or in the cloud?
Select all that apply:

Archive the files to my company's file server (if we have one).

Delete the files from their assigned laptop and/or workstation.

Give someone access to the files. I will specify who in the box below.

Something else, which I will explain in the box below.

Use this box to provide any additional information about how we should handle the leaving associate's files

What type of device or devices have been assigned to the leaving associate by the company?

Laptop

Workstation

The user had one of each, or multiple devices. I will elaborate as-needed in the text box below.

What should happen with the device when the associate has left?

Is the device enrolled in individual device backups?

If the device IS being backed up, what should we do with the data?

Please use this space to provide any additional context, comments, or device-related requirements you need us to take care of.

Does the leaving associate own a mobile device (phone, laptop, or tablet) that was used for work, and which is enrolled in Mobile Device Management?

Yes

If so, should we wipe business data from the device when we disable the leaving associate's accounts?

Yes

E-Mail Info

Tell us how we should handle the leaving associate's mailbox going forward.

What is the leaving associate's e-mail address?

Should new messages to this mailbox be forwarded on to someone else?

Yes

If so, to what e-mail address?

Should we remove this user's e-mail address from the address book?

Yes

Should someone have access to historical e-mails received by this associate?

Yes

If so, which user(s) should have access to this associate's historical e-mails?

When someone sends an e-mail to the leaving associate's e-mail address, should they receive an automatic reply?

Yes

If so, how should the auto-reply message read?

Should we remove this user's licenses from your subscription?

Yes

This will save on monthly fees, but we will have to verify with you again before increasing license counts when a new user is hired.

Would you like an audit report of what users and licenses are currently on your subscription?

Yes

We'll let you know how many licenses you're paying for, and send you a list of what users have licenses assigned.

If you are subscribed to our Dropsuite mail backup service, would you like new messages to this user's mailbox to continue to be backed up?

Yes

Please note: If this user's mail is being forwarded to another user's mailbox, this is usually not necessary.
Previously backed up mail will not be lost, regardless of how you answer this question.
We will retain mail backups indefinitely unless otherwise instructed.

Please use this space to notify us of any additional special instructions concerning the leaving associate's mailbox:

Comments

If there's anything else at all that we need to know, this is where to put it.

Please use this space to note any further requirements, requests, or comments pertaining to the termination of this associate, or your experience using this form.