OneDrive Data Management Automation

Editors Insight

Overview

When offboarding staff, your Service Desk is often asked to transfer access to the departing employee’s OneDrive data. How do you ensure that this step is less time-consuming and is not missed especially when juggling multiple offboarding tasks?

To solve this problem, we use an extension that securely and efficiently reassigns the access to the offboarded employee’s OneDrive to the appropriate user. This extension is specially designed to suit Pia’s in-built Staff Offboarding automation, however, it can be used with your custom automations too.

Flow

1. Pia will ask the engineer whether they want to manage the user’s OneDrive data.
2. Pia will ask what type of management method to use, prompting with two options:
   • Grant the site collection administrator role to selected users for the offboarded user’s personal OneDrive site in SharePoint.
   • Migrate the data to a SharePoint site of the engineer’s choosing.

Grant Site Collection Administrator Role:

1. Pia will prompt the engineer with a list of users to grant the site collection administrator role.
2. Pia will set the permission role on the offboarded staff member’s OneDrive site in SharePoint.
3. Pia will confirm via chat that the permissions have been applied and provide a link to the site.

Migrate Data to SharePoint:

1. Pia will prompt the engineer to choose the SharePoint site for migration.
2. Pia will download the user’s OneDrive contents to an intermediary location on the Pia tenant.
3. Pia will zip the contents in the intermediary location.
4. Pia will upload the zip file to the ‘Shared Documents’ folder in the selected SharePoint site.
5. Pia will confirm via chat that the content has been copied and provide a link to the location.