> ## Documentation Index
> Fetch the complete documentation index at: https://docs.lumos.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Offboarding Workflows

> Create named offboarding workflows with their own apps and steps, choose the one that runs automatically, and pick one when you offboard someone manually.

## Background

Offboarding workflows let you set up different kinds of departures ahead of time, each with its own name, apps, and steps, so whoever runs an offboarding picks one by name instead of configuring each app. This article follows one example, a **Contractor Offboarding** workflow that covers only the apps contractors use.

> [!NOTE]
>
> If you used offboarding before this change, Lumos moved your **Apps to Include** setting and your offboarding steps into a workflow named **Default Offboarding Workflow** and made it the automatic offboarding workflow, so your offboardings keep running the way they did.

## Before you start

* You need at least one offboarding workflow before anyone can start an offboarding. If your organization never set up offboarding steps, there was nothing for Lumos to move, so you start with no workflows. [Create one](#create-an-offboarding-workflow), then [make it the automatic offboarding workflow](#choose-the-automatic-offboarding-workflow).
* You need the **View offboardings** permission to see offboarding workflows. To create, edit, or delete them, or to choose which one runs automatically, you need the **Create/manage offboardings** permission. *See* [Lumos Roles](https://docs.lumos.com/for-admins/platform-administration/lumos-roles).

## How offboarding workflows fit together

Three different things in offboarding are called a workflow. This table shows what each one controls and where you manage it.

| | What it controls | Where you manage it |
| - | - | - |
| **Offboarding workflow** | Which apps an offboarding covers, and the steps it runs. Contractor Offboarding is one. | **Employee Lifecycle** > **Workflows** |
| **App deprovisioning workflow** | How Lumos removes an account in one app, for example by suspending it or deleting it. *See* [Configuring App Deprovisioning for Offboarding](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/configuring-app-deprovisioning-for-offboarding.md). | The app's **Account Workflows** tab |
| **Automatic offboarding workflow** | The one offboarding workflow that runs when an offboarding starts on its own. | **Offboarding Settings** |

An offboarding workflow removes each app's accounts with the deprovisioning workflow assigned to **Offboarding** on that app, unless you [assign it a different one](#remove-an-app-differently-in-one-workflow).

[Automatic offboardings](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/lifecycle-management-settings.md#offboarding-triggers), the ones triggered by a deactivation or an End Date, always run the automatic offboarding workflow.

When you [offboard someone manually](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/offboarding-employees-in-lumos.md), Lumos starts with the automatic offboarding workflow selected, and you can switch to any other workflow.

## Create an offboarding workflow

1. Go to [Offboarding](https://app.lumosidentity.com/user_offboardings) and click **Manage Workflows**. You can also get there from **Employee Lifecycle** > **Workflows** in the left nav.

   ![Offboarding page with the Manage Workflows button outlined](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/offboarding-page-buttons.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=f41fae88a1c3e401b5b36cbb2cc3298a)

2. Click **Create workflow**.

   ![Workflows page with the Create workflow button outlined](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/workflows-page-create-button.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=b577b2ff6ff55dbb371f5a2f0efcd422)

3. Enter a **Name**, such as `Contractor Offboarding`. People see this name when they choose a workflow, so make it clear which departures it's for.

4. Optionally, add a **Description** of up to 255 characters. Lumos shows it next to the name wherever someone picks a workflow, which makes it a good place to say when to use this one.

5. Choose **Apps to include**. Contractors only use a few apps, so Contractor Offboarding uses **Select Specific Apps**. The three options are:

   * **Approved Apps**, which covers apps whose App Status is Approved.
   * **Apps with App Admins**, which covers apps that have at least one [app admin](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/offboarding-employees-in-lumos.md#pre-work-configure-app-admins).
   * **Select Specific Apps**, which covers only the apps you pick under **Included apps**.

   Every app an option doesn't cover is excluded from the offboarding. *See* [Excluding Apps from Offboardings](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/excluding-apps-from-offboardings.md).

   ![Create Offboarding Workflow drawer with the name Contractor Offboarding, a description, and Select Specific Apps chosen](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/create-workflow-drawer.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=8e821b63ab074f77e635f126a6ce761c)

6. Under **Steps**, add the steps this offboarding runs. You can't create a workflow until it has at least one step.

   ![Steps section of the Create Offboarding Workflow drawer](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/create-workflow-steps.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=635da8afd12d5b354a0546c68608016f)

7. Click **Create**. Contractor Offboarding now appears in the Workflows table, along with its description and the date you created it.

## Remove an app differently in one workflow

By default, every offboarding workflow removes an app's accounts with the deprovisioning workflow assigned to **Offboarding** on that app. Contractors sometimes come back, so you might want Contractor Offboarding to suspend their account in an app instead of deleting it, while your other offboarding workflows keep deleting. To do that, assign a suspend workflow to **Offboarding - Contractor Offboarding** on that app.

1. Go to **Apps**, open the app, and click its **Account Workflows** tab.

2. Open the deprovisioning workflow that suspends the account, or click **Create Workflow** to build one. *See* [Standardized Account Workflows](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/standardized-account-workflows.md).

3. In the **Used In** field, click **Add product area or workflow** and select **Offboarding - Contractor Offboarding**.

   ![Used In field on a deprovisioning workflow with Offboarding - Contractor Offboarding selected](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/account-workflow-used-in-field.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=249c2bc20178032bf33a8a49e4c7fba0)

4. Click **Save**.

Now Contractor Offboarding suspends accounts in this app, and every other offboarding workflow still uses the app's **Offboarding** workflow. You can make the same change from the **Used In** cell in the app's **Account Workflows** table.

![Used In list on an app's Account Workflows table with Offboarding - Contractor Offboarding selected](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/used-in-offboarding-workflow.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=752c77cbef9436a850479debb8eb16ad)

## Choose the automatic offboarding workflow

When an offboarding starts on its own, it runs the automatic offboarding workflow. Only one workflow can be automatic at a time, and manual offboardings start with it selected too.

1. Go to [Offboarding](https://app.lumosidentity.com/user_offboardings) and click **Settings**.

   ![Offboarding page with the Settings button outlined](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/offboarding-page-settings.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=72eb323b9c6c89ee2ba13896f764ea1e)

2. In the **Offboarding Workflow** section, click **Edit**.

   ![Offboarding Workflow section of Offboarding Settings showing the automatic workflow, its apps to include, and its steps](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/automatic-workflow-setting.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=92b002b494f943edf00222c1f806236e)

3. Choose a **Workflow**. If the one you want doesn't exist yet, choose **+ Create new workflow**.

   ![Workflow dropdown in the Offboarding Workflow section listing the organization's offboarding workflows](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/automatic-workflow-picker.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=2bfec0ecf2943ac19598661b1fc61fc6)

4. Click **Save changes**.

What triggers an automatic offboarding, a deactivation or an End Date, is set in the **General** section of the same drawer. *See* [Lifecycle Management Settings](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/lifecycle-management-settings.md).

## Run an offboarding with a workflow

1. Go to [Identities](https://app.lumosidentity.com/identities) and click the person you want to offboard.

2. Click **Set Up Offboarding...** at the top right of their page.

   ![Identity page with the Set Up Offboarding button outlined](https://mintcdn.com/lumos-primary/f7twv2B37KFondZp/images/kb/life_cycle_management/employee-offboarding/configuring-app-deprovisioning-for-offboarding/7ad0700dba64-a84855c7-648f-4a4a-b3b3-115b7fbfa78d2Ffd54a820-d7f3-4ddc-aab.png?fit=max\&auto=format\&n=f7twv2B37KFondZp\&q=85\&s=1052dfcbadcdf2bb269a1c1ad32ea0a7)

3. Under **Run Workflow**, choose **Now**, or choose **Later** and pick a date and time.

4. Under **Configure Workflow**, choose a **Workflow**, such as **Contractor Offboarding**. Lumos starts with the automatic offboarding workflow selected, and shows the apps and steps of whichever workflow you choose.

   ![Offboard dialog with Run Workflow set to Now and a workflow selected under Configure Workflow](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/offboard-dialog-workflow-picker.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=94ce6deda50961c0e4cb651a7ca75cd1)

5. Review **Accounts to Remove** and **Excluded**. The workflow's apps to include decide which list each account lands in, and accounts in Ignored apps are always excluded. Select an account to see the steps the workflow runs for it.

   ![Offboard dialog listing Accounts to Remove and Excluded accounts](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/offboard-dialog-accounts.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=c177a4aa7b08ffd07df44a941b70d9bc)

6. Click **Start Offboarding**, or **Schedule Offboarding** if you chose **Later**.

> [!NOTE]
>
> You can't exclude one account or change how one app is removed from this dialog. If an offboarding needs different handling, choose or create a workflow that does what you need.

To change the workflow of an offboarding that's already scheduled, cancel it and schedule a new one.

## See which workflow an offboarding ran

The [Offboarding](https://app.lumosidentity.com/user_offboardings) table shows the workflow each offboarding runs in its **Workflow** column.

![Offboarding table with the Workflow column outlined](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/offboarding-table-workflow-column.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=2d48729594d9bf61fc1eed06a87ea0e6)

Open an offboarding to see its **Offboarding Record**, which lists the workflow under **Workflow Details**. *See* [Viewing Offboarding Progress](https://docs.lumos.com/for-admins/access-policies-lifecycle-management/viewing-offboarding-progress.md).

![Workflow Details on an Offboarding Record showing the workflow the offboarding ran](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/offboarding-record-workflow.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=4754f5a7d33b48bf9b5f022b161c8827)

## Edit or delete an offboarding workflow

To edit a workflow, click its name on the Workflows page. The steps have their own **Save** button, because **Save changes** at the bottom of the drawer doesn't save them. If you change both, save the steps first.

* To change the steps, click the edit icon on **Steps**, make your changes, and click **Save** under the steps.
* To change the name, description, or apps to include, make your changes and click **Save changes**.

![Contractor Offboarding open for editing with the Steps edit icon outlined](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/edit-workflow-drawer.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=737366a55516ef3ee4f40796920039df)

To delete a workflow, open its actions menu in the Workflows table and click **Delete workflow**. You can also click **Delete workflow** inside the workflow. You can't undo a delete, but it doesn't delete the apps' deprovisioning workflows, so they stay available. It does remove **Offboarding - *workflow name*** from their **Used In**.

![Actions menu on a row of the Workflows table with Delete workflow outlined](https://mintcdn.com/lumos-primary/lQseC9BiKPyzDeEE/images/for-admins/access-policies-lifecycle-management/managing-offboarding-workflows/delete-workflow-row-menu.png?fit=max\&auto=format\&n=lQseC9BiKPyzDeEE\&q=85\&s=6446fa43181306b2f43259a9d3f210b8)

Lumos won't delete the automatic offboarding workflow, because automatic offboardings would have nothing to run. To delete it, [choose a different automatic offboarding workflow](#choose-the-automatic-offboarding-workflow) first.

An offboarding that's already scheduled keeps the workflow it was scheduled with, even if you delete that workflow. The Offboarding table then shows the workflow's name followed by **(Deleted)**.

## Run an offboarding workflow from the API

When you start an offboarding with the [Create User Offboarding](https://docs.lumos.com/api-reference/v1/lifecycle-management/create-user-offboarding.md) endpoint, pass `workflow_config_id` to choose the workflow. If you leave it out, Lumos runs the automatic offboarding workflow. To find a workflow's ID, open the workflow on the Workflows page and copy the `workflow` value from the page URL.

## Questions

### What happened to my existing offboarding settings?

Lumos moved your **Apps to Include** setting and your offboarding steps into a workflow named **Default Offboarding Workflow** and made it the automatic offboarding workflow, so your offboardings keep running the way they did. If your organization never set up offboarding steps, there was nothing to move, so you start with no workflows. Create one on the Workflows page, then choose it in **Offboarding Settings**.

### Can more than one workflow run automatically?

No. Every automatic offboarding runs the one workflow you choose in **Offboarding Settings**, and your other workflows are there for manual offboardings.

### Why can't I delete a workflow?

Lumos won't delete the automatic offboarding workflow, because automatic offboardings need it. Choose a different automatic offboarding workflow in **Offboarding Settings**, and then you can delete this one.

### How do I leave one app out of a single offboarding?

The **Offboard** dialog doesn't let you exclude an app, so choose a workflow that doesn't include it. If none of your workflows fits, create one that uses **Select Specific Apps** and leaves the app out.

### What happens to a scheduled offboarding if I delete its workflow?

It still runs the workflow it was scheduled with, and Lumos tells you the workflow was deleted when you open the offboarding. To run a different workflow, cancel the offboarding and schedule a new one.