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Personnel Actions (Offboarding/Onboarding)

Sassafras Information​

Notifications​

We recieve tickets to TDX from the HROE through their laserfiche onboarding process. Offboarding is still a manual process to our Teams Personnel Actions channel.

Tool (Sassafras)​

We are leveraging Sassafras to document the granting and removal of access to services.

To access a record, you search the users netID from the main dashboard or go directly to the user area: https://tamu.sassafrascloud.com/list/user

To have a profile pre-created they need to have signed into any computer in the college that has Sassafras loaded, if one is not pre-created you will need to click the + icon on the sassafras user list to add a new profile.

tip

If the users netID is not in the team’s post you must look it up using the Exchange Management portal using their UIN.

Department​

We use the following table to fill out the Department field, it is mirrored to the Group Cd in canopy for devices.

Group CdDescriptionLeader
ARTDArt & Design employees & computersTim McLaughlin
DMTPDance, Music, Theater and Performance employees & computersTim McLaughlin
TAIMTechnical Arts & Interactive Media employees & computersTim McLaughlin
VCCMVisual Computing & Computational Media employees & computersTim McLaughlin
VMPCVisual, Material & Performance Cultures employees & computersTim McLaughlin
CLASSClassroom computersTim McLaughlin
STAFFStaff employees & computersSarah McLaughlin
HIVEHIVE employees & computersHunter Parks
STUDENTStudent employeesTim McLaughlin
BABULABSabarish Babu Lab employees & computersSabarish Babu
IACInstitute of Applied Creativity employees & computersJinsil Hwaryoung Seo
LEMURLABLaboratory for Extended & Mixed User Realities employees & computersEdgar Rojas-Muñoz
LIVELABLive Lab employees & computers,Aaron Thibault
SIIDLABSpatial Interaction and Interaction Design employees & computersJong-in Lee
SILSoft Interaction Lab employees & computersJinsil Hwaryoung Seo
STARLABSTARLAB employees & computersMichael Walsh
VIVIDLABVisceral Intersensory Visualization and Information Design Lab employees & computersAnn McNamara
VSAILABVisual and Spatial AI Lab employees & computersSuryansh Kumar
XINLILABXin Li Lab employees & computersXin Li
VPIVirtual Production employees & computersTim McLaughlin

Office​

We will put the users designated office location in the following format: BuildingCode Room#. For example, our IT office would be PAV 237.

Domain​

This will be used to track Onboarding/Offboarding Dates. A separate entry will be made in this line for the specific onboarding and offboarding date.

Examples:

  • An employee that has been onboarded: ON_1/1/25
  • An employee that has been offboarded: ON_1/1/25, OFF_12/12/25

Phone​

List the users official phone number if they requested one.

E-mail​

List the users official tamu email address.

External ID​

List the users direct Supervisor, required for student positions.

Aliases​

List the users Full Name here or preferred name if applicable.

Tags​

Tags are used to track services that we grant access to; example are AD groups or Mailboxes.

AliasDetails
ADDocuments which users have access to an Active Directory group (NetApp, folder access, management/admin access, etc)
SMDocuments which users have access to use a Shared Mailbox
RMDocuments which users have access to use a Resource Mailbox
EGDocuments which users have access to an Entra Group
SWDocuments which users have access to Software
MailboxDocuments which users have Personal Mailbox (claimed into PVFA)
1PasswordDocuments which users have access to 1Password Shared Vaults
LaserficheDocuments which users have access to PVFA’s Laserfiche Tenant
QualtricsDocuments which users have access to Qualtrics
2_NetIDDocuments which users have access to secondary NetID for admin or shared account(s)
  • Each of these are prefixes and must have the specific group or mailbox specified after, you connect them with an underscore (_).
  • These would be just the group alias itself and not the full group path or email address (aka do not include any variation of @tamu.edu in the tag, it is understood that everything is @tamu.edu).
  • These are all case sensitive and should match what is currently used in the source.

Examples:

  • The alias to use when giving access to this security group, “OUSG - PVFA - Storage - Employee – Dean” would be AD_Dean.
  • The alias for the pvfalicensing@tamu.edu shared mailbox would be SM_pvfalicensing.
  • The alias for parallels software access would be SW_Parallels.
  • The alias to use when giving access to this group in Entra “DSG - PVFA - LABS - ABR – New” would be EG_ABR - New.
  • Mailbox, 1Password, Laserfiche & Qualtrics do not require anything additional, they are either “on” or “off”.

Onboarding Tasks​

  1. HR will send a notification to PVFA via a TDX ticket.
  2. If the NetID is not included, you will need to look it up based on their UIN.
  3. Look up the user’s NetID in Sassafras, if not there add a new user (the + button in the top right corner).
  4. Add the Department, Office, Phone, E-mail, External ID, Aliases if applicable to the user record.
  5. Add the Domain ON_ tag with the current date.
  6. Log any services given at that time using the Tags fields.
  7. Save the record.
  8. Close the TDX ticket.

Offboarding Tasks​

  1. HR will send a notification to the PVFA Personnel Actions sub-Team.
  2. If the NetID is not included, you will need to look it up based on their UIN.
  3. Lookup the users name and open their record.
  4. Look at the tags field and be sure the user has been removed from all those services before proceeding.
  5. Do NOT remove the tags after the services have been removed, we will retain them for historical purposes.
  6. After verifying that all services have been removed add the OFF record and current date to the Domain field.
  7. Save the record.
  8. Back in teams, delete the post which indicates that person has been successfully offboarded.
note

The physical collection of computing equipment is handled by the College and delivered to us for reimaging if needed.