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Offboard ServiceNow users without orphaning their work
For IT and service desk managers who want everything a leaver still holds in ServiceNow listed before the account is deactivated, by asking their AI assistant.
On this page
Connector
Connect ServiceNow, pick your AI tool and paste the prompt.
The problem
Leavers whose work quietly stops moving
When someone leaves, deactivating their ServiceNow account is the easy part. The open incidents, approvals, delegations, groups, roles and assets they still hold cause the trouble, because once the account is inactive that work stops moving.
Without PopdockAI
- Deactivate the account first
- Discover open tickets and approvals later
- Hunt for delegations, groups and roles by hand
- Lose track of their assets
With PopdockAI
- Every open record, approval, delegation, group, role and asset is listed
- Work that would be orphaned goes first, with the manager suggested
- You choose to deactivate now or after handover
- The account is deactivated and locked only on your yes, then re-read
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Offboard `{user-name}`: show everything they still hold, then deactivate and lock the account.
**Step 1: Identify the user**
Call `servicenow-get-user` with name `{user-name}`. It must be exactly one record. Keep sys-id, user-id, manager and active. If already inactive, say so and continue with the checks only.
**Step 2: Inventory what they hold**
* Open incidents: `servicenow-get-incident` with assigned-to `{user-name}`, states New, In Progress and On Hold.
* Open problems and changes: `servicenow-get-problem` and `servicenow-get-change-request` with assigned-to `{user-name}`, open states.
* Open tasks: `servicenow-get-problem-task`, `servicenow-get-change-task` and `servicenow-get-knowledge-feedback-task` with assigned-to `{user-name}`.
* Pending approvals: `servicenow-get-approval` with approver `{user-name}` and state Requested.
* Delegations: `servicenow-get-delegate` with user `{user-name}`, and again with delegate `{user-name}`.
* Groups: `servicenow-get-group-member` with user `{user-name}`.
* Roles: `servicenow-get-user-role` with user `{user-name}` and inherited false (direct grants only).
* Assets: `servicenow-get-asset` with assigned-to `{user-name}`.
**Step 3: Report the handover list**
One section per item type with counts and record numbers. Anything that will be orphaned by deactivation (open work, pending approvals, delegations pointing at this user) goes at the top, with the manager as the suggested new owner.
**Step 4: Confirm**
Ask whether to deactivate now or after the handover. Deactivation is only done after an explicit yes.
**Step 5: Write once**
Call `servicenow-update-user` once with the sys-id, active false and locked-out true.
**Step 6: Verify**
Re-read with `servicenow-get-user` and confirm active is false. Remind the user that group memberships, direct roles and delegations remain and must be removed in ServiceNow, since this tool set cannot delete them, and that assets can be moved with reassign-asset.
**Rules & Guidelines:**
* The only write tool this prompt may call is `servicenow-update-user`, once, after confirmation. Do not reassign incidents, decide approvals or move assets here.
**Validation:**
* If several users share the name, list them with user-id and email and stop.Who it's for
One answer, three teams that use it
ServiceNow administrators
Offboard cleanly every time
Get the full handover list before deactivating, with what to remove by hand afterwards.
Offboard Lee Chen in ServiceNow, last day is Thursday.
IT managers
Hand over a leaver's work
See every open ticket and approval a team member holds so it can be reassigned first.
What does Sam Patel still own in ServiceNow before they leave? Do not deactivate yet.
IT asset managers
Recover equipment from leavers
See the assets still assigned to someone leaving before their account closes.
List the assets and open work held by Priya Shah in ServiceNow, then deactivate after handover.
How it works
What PopdockAI does when you ask
You name the person leaving, and your AI assistant builds a complete handover list. The account is deactivated and locked only when you say so.
01
Ask
You name the user leaving.
02
Inventory
It lists open records, pending approvals, delegations, groups, roles and assets.
03
Confirm
You see the handover list and choose to deactivate now or after handover.
04
Deactivate
It deactivates and locks the account, re-reads it and lists what to remove by hand.
What PopdockAI provides
The tools behind the answer
Ready made tools for ServiceNow and one secure connection to your AI tool. No code, no exports.
servicenow-get-user
servicenow-get-incident
servicenow-get-problem
servicenow-get-change-request
servicenow-get-problem-task
servicenow-get-change-task
servicenow-get-knowledge-feedback-task
servicenow-get-approval
servicenow-get-delegate
servicenow-get-group-member
servicenow-get-user-role
servicenow-get-asset
servicenow-update-user
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
No work or approval left stranded
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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