Inactivity Workflow App Recommendations

App

Suggested Workflow

Notes

Atlassian

Suspend Account

This will prevent a user from signing in to Atlassian products. The user will be listed as disabled in Atlassian and their license will be reclaimed.

Note that this feature only works for users created directly in Atlassian at the moment. Users imported from another directory (e.g. Okta or Google Workspace) cannot be suspended through Lumos.

Box

Transfer Data, then Deprovision Account

See📄 Box Capabilities

Transfer Data In Box transfers the user's Box content to the Box user you specify in Lumos.

The Deprovision Account deletes the Box user. This action will fail if the user's account still has content associated with it. You would need to transfer data to another user in Box if you're carrying out this action in Lumos.

Dropbox

Transfer Data, Release Resources, then Deprovision Account

See📄 Dropbox Capabilities

Transfer Data in Dropbox assigns a default person to whom data (files, calendars and groups) should be transferred.

This will delete a user's Dropbox account. The account will be recoverable for 7 days, after which it will be permanently deleted. Any files associated with the user's account will be recoverable until the end of your version history period (usually 180 days). This action will reclaim the user's license.

Egnyte

Suspend Account

Google Workspace

Transfer Data, Reroute Email, then Archive User

See📄 Google Workspace Capabilities

This will sign the user out of all their active GSuite sessions and mark the user as archived.

The archived user's files will remain intact in Google Vault, but new emails and calendar invites will be blocked. Archived users will take up an Archive User (AU) license and free up a Google Workspace (full) license.

Archived accounts can be restored at any time. After you unarchive a user, you need to manually assign them a license for Google Workspace.

Looker

Suspend Account

See📄 Looker Capabilities

In Looker, this action disables the user. This prevents them from logging in, but the user's usage history and personal content is retained.

Lucidchart

Transfer Data, then Downgrade License

See📄 Lucid Capabilities

The actions that Transfer Data takes and Downgrade License are explained here:📄 Lucid Capabilities

Miro

Deprovision Account

See📄 Miro Capabilities

This will completely delete the user from the app. Be sure to transfer important data from the user before deprovisioning.

Office365

Remove License

For more information on how we pull in Office365 usage data, read this article:📄 Interpreting Office365 Last Activity

This removes the following licenses from the user's Microsoft profile.

• Office365 Business Standard

• Office365 Apps for Business

• Office365 Apps for Enterprise

Outreach

Suspend Account

See📄 Outreach Capabilities

The user will lose access, but their data and files will not be deleted.

Salesforce

Transfer Data, Release Resources, then Suspend Account

See📄 Salesforce Capabilities

This will deactivate a user's Salesforce account. The user will not be able to log in and they will lose access to any records manually shared with them or their team. You cannot deactivate a Salesforce user who is selected in a custom hierarchy field, who is the sole recipient of a workflow email alert, or who is selected as a Customer Portal Administrator.

Lumos transfers Accounts, Opportunities, and Tasks during the "Transfer Data" step.

"Release Resources" deletes any permissions that this user has.

Smartsheet

Transfer Data, then Downgrade License

This will downgrade a Smartsheet user to the Free plan and reclaim their license.

A user's folders and sheets cannot be transferred programmatically and must be done manually at https://app.smartsheet.com/workspaces.

Zendesk

Transfer Data, then Downgrade License

See📄 Zendesk Capabilities

This will downgrade a Zendesk user to an End User and reclaim their license. It's recommended to transfer data to prevent any issues in downgrading accounts.

Zoom

Transfer Data, then Downgrade License

See📄 Zoom Capabilities

This will downgrade a Zoom user to the Basic plan and reclaim their license.

App

Suggested Workflow

Notes

Asana

Add To Group, Remove from Group

Connecting the Lumos integration shows you the user roles an employee has in Asana.

Using IdP groups that manage access via SCIM, you can remove users from a "licensed" group and add them to a "free" group.

For Asana, we recommend setting a 14 day session timeout.

Tableau

Add To Group, Remove from Group

Connecting the Lumos integration shows you the user roles an employee has in Tableau.

Using IdP groups that manage access via SCIM, you can remove users from a "licensed" group and add them to a "free" group.

For Tableau, we recommend setting a 4 hour session timeout.

App

Suggested Workflow

Notes

Clari

Add To Group, Remove from Group

Using IdP groups that manage access via SCIM, you can remove users from a "licensed" group.

Gong

Add To Group, Remove from Group

Using IdP groups that manage access via SCIM, you can remove users from a "licensed" group.

For Gong, we recommend setting a 30 day session timeout.

Hubspot

Add To Group, Remove from Group

Using IdP groups that manage access via SCIM, you can remove users from a "licensed" group.

For Hubspot, we recommend setting a 30 day session timeout.

Pendo

Add To Group, Remove from Group

Using IdP groups that manage access via SCIM, you can remove users from a "licensed" group.