There are four types of workflows you can start:
- Onboarding workflows to grant new hires access to your team's tools
- Offboarding workflows to revoke departing employees' access to your team's tools
- Access requests to help your team get access to the tools they need
- Access removal requests to ensure timely deprovisioning of tools your team members no longer need
As you submit a new workflow, a request will be sent to the Access Owner of each application to either grant or revoke access to the user you selected. If there is no Access Owner assigned for the application, the request will go automatically to the Application Owner.
Step-by-step guide to initiate workflow
To start an Onboarding workflow:
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Select the Onboarding flow.
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Select the user you'd like to onboard.
If the user is not registered in your workspace yet, you can add them by clicking Invite members. This will send them an email invite to join your workspace immediately, but you will not have to wait for them to accept the invite in order to continue the setup.
- Select the date the new hire is going to join the company. This will be set as the deadline for the requests you send to the Access Owners.
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Review your company stack to see if it is up-to-date. This stack is the list of tools that your members across the company have access to.
You can create or modify the stack by clicking Settings in the main overview page, or Edit company stack in the middle of the workflow.
All the applications in the company stack will be included by default, but you can uncheck the application to not send the request to its Access Owner.
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Choose the team that the user belongs to.
The application included in that team stack will be revealed. Review the tools and remove any that the user does not need to have access to.
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You then have the option to add any additional applications that apply specifically to this user.
Select from the dropdown to add applications, and click on the
icon to remove applications from the list.
- Hit Submit, and all the relevant Access Owners will receive the Access Request for this user in their My Tasks > Application access section and Onboarding > Your Workflows view.
To start an Offboarding workflow:
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Select the Offboarding flow.
- Select the user who is leaving the company.
- Select the expected date of their departure as the end date. This will be set as the deadline for the requests you send to the Access Owners.
- Review applications suggested. The data comes from the company and team stack, Engage data, and previously approved access requests.
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You then have the option to add any additional applications that apply specifically to this user.
Select from the dropdown to add applications, and click on the
- Hit Submit, and all the relevant Access Owners will receive the Access Removal Request for this user in their My Tasks > Application access section and Onboarding > Your Workflows view.
To start an Access request:
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Select the Access request flow.
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Select the user you'd like to request tool access on behalf of.
If the user is not registered in your workspace yet, you can add them by clicking Invite members. This will send them an email invite to join your workspace immediately, but you will not have to wait for them to accept the invite in order to continue the setup.
- Select the application you'd like the user to have access to.
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Customise your message to send to the Access Owner of the application:
- Hit Submit, and all the relevant Access Owners will receive the Access request for this user in their My Tasks > Application access section and Onboarding > Your Workflows view.
To start an Access removal request:
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Select the Access removal request flow.
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Select the user whose tool access you'd like to remove.
- Select the application the user should be removed from.
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Customise your message to send to the Access Owner of the application:
- Hit Submit, and all the relevant Access Owners will receive the Access removal request for this user in their My Tasks > Application access section and Onboarding > Your Workflows view.