This article explains how to automatically collect IT devices when a worker is offboarded, using the Workflow Builder on Deel IT.
No coding required. Once activated, the workflow runs every time a worker is offboarded.
In This Article
Before You Begin
Make sure the following are in place:
- The worker is assigned to a paid IT policy (default policies won't trigger the automation)
- Devices appear under the worker's Assets tab with a With worker status
Setting up the Workflow
Step 1 - Go to Automation > AI Workforce and click New workflow
Step 2 - Select Collect company-owned device on termination from the template library
Step 3 - Adjust the device age threshold if needed (default is 36 months)
- Under the threshold → device sent to storage for reuse
- Over the threshold → device routed for clearance
Step 4 - Accept terms covering service fees, insurance, and accessory policy
Step 5 - Name your workflow and click Activate
Here, you can add recipients to receive alerts in addition to the workflow creator. We recommend using a group email (e.g., it-ops@yourcompany.com) as the notification recipient. If the original creator has been offboarded, deactivate their workflow and recreate it under an active team member.
Monitoring and Troubleshooting
The workflow triggers when a worker's status changes to Offboarded in Deel IT (after their last date of work has passed). Each device is evaluated against the age threshold and routed automatically.
Check Workflow History to see every execution — which devices were processed, which branch they followed, and the result.
If a workflow fails (missing data, unsupported country), the workflow creator gets an email notification with the error details so they can handle it manually.
Note: Background jobs run approximately every 5 minutes.
Frequently Asked Questions
[ACCORDION] When does the workflow trigger?
When the worker's status changes to Inactive in Deel, and their last date of work has passed.
[ACCORDION] Can it trigger before the worker's last day?
Not in this release. Use the "Manage equipment" on the worker profile or asset tracker to request collection.
[ACCORDION] What if the worker is in a country that doesn't support Store and Reuse?
The automation fails for that device and sends an email notification. You'll need to arrange the collection manually.
[ACCORDION] What happens to accessories?
They're not collected. Accessories are archived as "left with the worker."
[ACCORDION] Can I edit the workflow after activation?
Yes. Deactivate, make changes, and reactivate.
[ACCORDION] What if a device is missing a purchase date?
When we are missing key information, e.g., the device is missing a purchase date. Workflow run is skipped as it cannot determine the device age. You'll need to arrange the collection manually.
[ACCORDION] Will it trigger for workers already offboarded?
No. Only new status changes after activation.
[ACCORDION] What is Store and Reuse?
Store and Reuse is Deel IT's service for collecting devices from departing workers and storing them in a local warehouse so they can be reassigned to future hires. It's the default route for newer devices that still have useful life. Refer to the Storing and Reusing Devices with Deel IT article for more details.
[ACCORDION] What is Clearance?
Clearance is Deel IT's service for securely wiping and disposing of devices that are past their useful life. Devices routed to clearance are assigned a unique clearance number so you can track the process. Refer to the Deel IT Device Clearance Service article for more details.
[ACCORDION] What can I do when the workflow fails?
Go to the worker's profile and manage the equipment manually.
[ACCORDION] Are leased devices supported?
Leased device automation is coming soon.
[ACCORDION] What happens if the person who created the workflow is offboarded?
Failure notifications are sent to the workflow creator's email, so if that person leaves, alerts will go unmonitored. We recommend using a group email (e.g., it-ops@yourcompany.com) as the notification recipient when setting up the workflow. If the creator has already been offboarded, deactivate their workflow and create a new one under an active team member.
[ACCORDION] Who receives email notifications when a workflow runs?
The workflow creator and any additional recipients you configure during setup. Notifications are sent when the workflow runs successfully and when it fails, including details on any exceptions so you can take action.
[ACCORDION] How am I notified when an automation fails?
The workflow creator receives an email with the error details. You can also configure a different recipient for failure alerts on each workflow. You don't need to log into the Workflow Builder to find out; the email includes everything you need to handle it.