If you have been using it for as long as we have, you will be familiar with the problem associated with deleting users from your Google Workspace environment. It is not always as easy as it ought to be. While there are some simple things to remember, Like transferring the departing employee's Google Drive data before terminating their account, end users may find the little things, such as Google Contact Sharing, particularly bothersome.
Since joining Company X a few years ago, Tom has been conversing like an email ninja, sending over twice as many emails daily on average—roughly 100. Colleagues still see Tom's email address and contact information even after he quits the company and has his account deactivated since they can still write "tom" in the Gmail To field. This is because, for some reason, Tom's information has shown in people's Google My Contacts under the Other Contacts designation.
By default, Google will automatically keep your contact details for people you have communicated with regularly using Google products, even contacts you have hidden from your list under the Other Contact area. These connections show up as auto-complete options to make sharing and communication with them easier, which can be helpful. It can be problematic, though, if the person in your Other Contacts is no longer associated with the email address you have on file. This is particularly true for end users in your company who may not be familiar with using Google Contacts to retrieve contact details.
Unmatched control through individualized user permissions with Patronum
By effectively managing Google Contacts, Patronum expedites the offboarding process, mainly when employees depart the company. Ensuring that departing employees are taken off other users' contact lists inside your Google Workspace domain is essential to this process. This preserves the integrity of the contact information in your company and keeps out-of-date or unnecessary contacts out of user directories.The following describes how Patronum assists in deleting former workers from Google Contacts:
Make an Offboarding Policy: Using Patronum, you may set up a thorough policy to deal with all the details of an employee's departure, such as contact removal.
Get to the Policy Configuration: Go to Patronum's policy creation section and click the CONTACTS box.
Select Deprovisioning choices: Locate and pick the deprovisioning choices under the CONTACTS section. Select the option to "Remove ex-employee from other users' contacts."
Automatic Removal Process: Upon setting this policy, Patronum will automatically look through the Google Contacts of every user within your domain to find and eliminate any entries about the departing employee.
Among the advantages of this process are:
Data cleanliness: Eliminating former workers from Google Contacts keeps contact lists current and clear, reducing confusion and possible mistakes.
Enhanced Efficiency: By automating the removal process, administrative and IT personnel can streamline offboarding procedures by reducing the amount of manual labor they must perform.
Enhanced Security: Removing former workers from contact lists reduces the possibility of contact information being misused or accessed without authorization.
Additional Support:
Help Documentation: Help.patronum.io offers thorough instructions on how to create and manage offboarding policies. It also provides comprehensive information on how to make the most out of Patronum's features.
Patronum makes managing contacts within your Google Workspace domain more efficient and secure by integrating this automated procedure into your offboarding policy. This strategy guarantees that the contact information within your company is current and accurate, which eventually supports improved data management and communication procedures.
