IT OPS
Offboarding Data Archive to Cold Storage with Retention Tag
Triggered by an offboarding webhook, this workflow exports the departed user's Drive and Dropbox files into a dated archive in object storage and logs the retention record…
How it runs
The automated pipeline, trigger to output.
- TriggerOffboarding webhook with retention periodHTTP webhook
- ActionCollect Drive files owned by userGoogle Drive
- ActionCollect Dropbox folder contentsDropbox
- ActionWrite dated archive to cold storageCloudflare R2
- OutputLog retention record and notify ITNotion
What it does
Preserves a leaving employee's work before their accounts go dark. It collects their files from Google Drive and Dropbox, packages them into a single dated archive in cold object storage, and records a retention entry so legal and IT can find the data later.
When to use it
Use this when your retention or legal-hold policy requires you to keep a departed employee's documents for a fixed period, but you don't want those files cluttering live collaboration tools. Run it the moment offboarding starts, before accounts are deleted.
How it works
- 1An offboarding webhook fires with the employee's email and a retention period.
- 2The workflow searches Google Drive for all files owned by the user and copies their content.
- 3It pulls the user's Dropbox folder contents in the same pass.
- 4It writes everything to a dated archive path in object storage tagged with the retention period.
- 5It logs the archive location, file count, and expiry date to the retention tracker and confirms completion to IT.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect Google DriveDocs, sheets, slides, files.
- 3Connect DropboxFiles and folders.
- 4Connect Cloudflare R2Object storage, S3-compatible.
- 5Connect NotionPages, databases, comments.
- 6Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 7Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 8Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
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