Ex-employees retain system access for 7+ days on average — a security risk that most organizations only discover during an audit. Without a structured workflow, departing employees keep access to email, Active Directory, business applications and sensitive files for weeks after they leave, creating a serious IP-leak and data-breach exposure.

The other hidden cost is knowledge loss: when the departure is announced at the last minute, there is no time to document handovers, and critical know-how walks out the door. Add the missing exit interview, the unsigned solde de tout compte and the unarchived departure documents, and the company faces both compliance fines and repeated onboarding pain for the replacement.

The offboarding record is created from a structured form with exact fields: employee_id (lookup), departure_date (date), departure_reason (select: Resignation/End-of-contract/Retirement/Mutual-agreement/Dismissal), last_working_day (date), notice_period_weeks (number), knowledge_transfer_owner (lookup), equipment_to_recover (multiselect: Laptop/Phone/Badge/Keys/Company car/Docking station), exit_interview_required (boolean), final_salary_balance (number, auto-filled).

The workflow is structured as a decision tree with 3 main branches (IT deprovisioning, Facilities recovery, HR closure) running in parallel after Step 2, plus a knowledge-transfer sub-branch triggered when knowledge_transfer_owner is set. Every action is appended to the timeline_offboarding audit subtable.

• Step 1 (Start — HR or manager): HR or the manager records departure_date and departure_reason; the AI copilot builds the offboarding plan from the role and site.

• Step 2 (Routing): three conditional branches fan out — Branch IT: AD deprovisioning and equipment recovery checklist; Branch Facilities: material recovery; Branch HR: exit interview, solde de tout compte, archiving.

• Step 3A (IT path — call-connector): on departure_date, the call-connector module triggers Active Directory deprovisioning — disabling the email account, AD accounts and application access in a single call. The IT technician receives a task to recover laptop, phone and badge from equipment_to_recover. Sub-branch: if call-connector fails to revoke access, immediate escalation email to IT manager + security alert.

• Step 3B (Facilities path): Facilities receives a checklist to recover equipment, keys and company assets; the workflow waits for confirmation before closing the IT task.

• Step 3C (HR path — usePDF + email): HR schedules and conducts the exit interview when exit_interview_required is true; feedback is captured in the employee record via email notification to HR.

• Step 4 (Solde de tout compte — usePDF): the workflow generates the solde de tout compte PDF via usePDF with final_salary_balance, leave balance and severance; the employee e-signs it via eIDAS signature.

• Step 5 (Knowledge transfer sub-branch — email): when knowledge_transfer_owner is set, the workflow assigns a knowledge-transfer task to the departing employee and the owner — documented in a structured handover template (ongoing projects, key contacts, access owners, pending decisions) sent by email.

• Step 6 (useArchive — 50yr): all departure documents (handover, exit interview, solde de tout compte, material recovery) are archived encrypted via useArchive for the 50-year legal retention period, indexed by employee_id, departure_date, departure_reason.

• Step 7 (Closure — email): the workflow notifies payroll to stop salary and the ERP to update the headcount by email.

Teams using Utilyx offboarding cut access-revocation time from 7+ days to under 4 hours via the call-connector AD deprovisioning call, achieve 100% material recovery rate, and eliminate orphan accounts — closing a top-3 security audit finding.

The 50-year legal archiving via useArchive covers French labor law (DPAE, contrats, bulletins de paie, solde de tout compte) without manual filing, and the eIDAS signature makes the solde de tout compte legally binding in 7 languages.