Power Automate workflow · HR

Employee offboarding: exit documents, asset return and licence reclaim

Resignation recorded → clearance form signed, assets tracked, Microsoft 365 and Adobe licences reclaimed on the last day.

TriggerSharePoint — When an item is created (list: Leavers)
ConnectorsSharePoint · Adobe Acrobat Sign · Planner · Microsoft Entra ID · Office 365 Outlook
CategoryHR

The problem

Leavers keep access for weeks; paid Adobe and Microsoft licences sit idle on disabled accounts.

The outcome

Access is removed on time, licences are freed for the next hire, and exit paperwork is complete for audit.

Before you start

  • A security group per licensed app (e.g. Lic-Adobe-CC, Lic-Acrobat-Pro) used for group-based licensing / Adobe user sync.

Build it step by step

  1. Exit documents — Send the clearance form and confidentiality reminder via Acrobat Sign.
  2. Asset return tasks — Create Planner tasks for IT (laptop, access card) due on the last day.
  3. Wait until the last day — Delay until the last working day at 6 PM Malaysia time.
    Expression / setting
    convertTimeToUtc(concat(triggerOutputs()?['body/LastDay'], 'T18:00:00'), 'Singapore Standard Time')
  4. Remove licences — Remove Member From Group for each licence group (Microsoft Entra ID connector). Adobe Admin Console user sync or Entra ID provisioning removes the Adobe seat.
  5. Confirm — Email HR and IT a summary of what was removed.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Delay until keeps a run open — for notice periods longer than 30 days, use a daily scheduled flow that checks the list instead.

Licensing

  • Microsoft Entra ID connector actions require appropriate admin consent.

Variations

  • Transfer the leaver's OneDrive to their manager before the account is disabled.

Common in: GLCs · Manufacturing · Banking