REQUESTER (YOUR) INFORMATION

Please note that we will send you a text message to the cell number that we have on file for you (the manager requesting this user account termination), to confirm the validity of this request.

Requester's (YOUR) Name*

First Last

This is not the name of the user we will terminate... This is YOUR name!)

Requester's (YOUR) Email address*

You will get notification via Email to this address, to approve this request. This is NOT the terminated user's email address!

Requester's (YOUR) Phone Number*

In case we need to call you to verify some of this infomation...

Information about the TERMINATED user

Name of user to TERMINATE*

First Last

Username of TERMINATED user

(If you know their SERVER username, enter it here. otherwise, leave it blank)

User's Termination Date*

Termination Time*

:

Note- exact time is NOT be guaranteed unless we confirmed with you after you submit this form!

Worry level the user may try to reconnect after termination?*

1- We are not worried at all
2- We are not That worried, but still...
3- There might be a worry
4- We are somewhat worried
5- We are EXTREMELY worried!

(Please indicate on a level of 1 - 5, where 1 is not worried at all, and 5 means you are EXTREMELY worried)

Does the user know they are about to be terminated?*

Yes
No

Email, Contacts, and Calendar

What do we do with the user’s FUTURE Email messages?*

Forward NEW (future) Emails for this user to a different email address for a period of time that I control.
Terminate the mailbox immediately (senders will get a bounce back saying this mailbox doesn’t exist)
Add this user’s Email address(es) as an ALIAS to another mailbox on the system (so you don’t have to pay for the terminated user’s mailbox anymore)
Change the mailbox password only, so it’s working as usual, but the terminated user can’t access future emails or outlook web access

Forward future emails to:*

Forward furture emails until:*

(we will create another ticket to remind us to turn off this forward at the date you request on this field)

(optional) Add auto-reply?*

Yes- Setup auto-reply
No need to set up auto-reply

Would you like to have an auto-reply set up for future incoming Emails?

Enter the text you would like us to copy/ paste as the Autoreply:*

What to do with the user’s EXISTING email / contacts/ calendar data?*

Discard it (There will be no way to recover it later…)
Save it as an archived data file on your server to allow future access
Attach it as a second set of data to another mailbox

Attach user's data to this email address:*

Microsoft 365 License

How should we handle this user's Microsoft 365 license (If your company uses M365)*

Delete the license and mailbox completely. This will cause all existing data in the terminated employee's email to be forever deleted.
Covert to a SHARED MAILBOX (free of charge/ no monthly fee from Microsoft. This is treated as a normal Email account/ mailbox, but with no ability to SEND emails from that address. This mailbox will still receive Emails normally)
Change the Microsoft account passwords but leave it active (charges will continue by Microsoft for this mailbox)

User Access Permissions

Do you wish to remotely wipe the terminated user’s mobile device (if possible).*

Yes (recommended only for devices that the company owns, and when you are worried about data leak by this user)
No

**NOTE that this will completely wipe off the user’s cell phone/ tablet, including all their personal information, pictures, other apps and non-related work content as well as work related. Please consider using this only when users/ employees agreed for this in writing on their work agreement.

How do you want to handle the user’s server/ data access (non-email related):*

(Recommended) DELETE the user account immediately from the server, so no one can log in to a computer on the network, or the server, using this account any longer (this can not be undone)
Change the user's password, and then automatically DELETE the user within a week to prevent future access, even with the new password. ( We will send the new password to the person filling in this form)
(NOT RECOMMENDED- NOT SECURED) Change the user's password only. (We will send the new password to the person filling in this form)

If you wish to to DELETE the user from the server/ system at a later date please enter it here:

Does the user have a computer that needs to be terminated/ cleaned up as well?*

Yes
No

What should we do with this user's PROFILE data folder on his/her computer?*

Delete the user profile from the computer used by this user (Recommended)
Leave profile folders on the current computer (highly not recommended, and usually against compliance policies)
Copy the profile folders to your company server (if you have one). Keep in mind- This might be a lot of data that will take a lot of space on the server/ backup system of the server, etc.!
Copy profile folders to an external drive (highly not recommended, and usually against compliance policies)
Copy profile folders to another employee’s computer
Copy profile folders to a cloud server (Box.com/ Sharepoint/ Dropbox/ etc.)

A user profile is a set of folders that are automatically created for each user, upon the very first time that user logs in to a Windows computer. Those folders include the user’s own “my documents”, “Desktop”, “Pictures” and other “personal” folders. Normally businesses have a policy to simply DELETE those folders and “get rid” of that “personal” data of that user. (Doing so will not affect other users who use this computer. We only delete that terminated user’s profile folders.) We must know what you want us to do with the user's profile folders please.

Where shell we copy the user's profile folders to?

If you chose "another computer" or cloud solution/ server- please specify here which computer or cloud storage you would like us to copy the data to?

If this user has a computer that also needs terminating, from your service portal please use the Terminate Computer form on https://galloptechgroup.com/support .

Should we change your WIFI key?*

Yes- Contact me to coordinate the change of the WiFi key to secure the network.
No- Do NOT change our WiFi key (You understand that this might cause potential data breach and against most security requirements/ recommendations)

Normally, compliance and insurance requirements dictate that when a user who had access to your WiFi password is terminated, that WiFi key should be changed. Should we change it, and send you the new key? We will coordinate the time/ date of the change with you.

Notes/ Special requests (optional)