Automated provisioning: why it’s important and how you can implement it

How quickly are new hires accessing the apps they need? Are employees who switch roles receiving access to newly relevant apps on time? And are departing employees losing access to apps right when they leave?  

When handled manually, your answers to these questions are likely unfavorable. 

New hires and employees who’ve switched roles might have to wait several days before they can use important applications; while former employees might have a window of time to use your data in ways that compromise the integrity of your business.

To prevent these outcomes and ensure that provisions (and de-provisions) are handled quickly, intelligently, and successfully, you can automate your provisioning process.

We’ll show you two ways to approach automated provisioning, and we’ll highlight the top benefits they deliver for your organization, but let’s start by defining this type of automation.

Related: How to automate any employee-related process

What is automated provisioning?

It’s the use of automation to streamline the process of giving employees access to certain applications, at certain permission levels. The workflow can be triggered by a specific event, or it can run on an ad-hoc basis, as employees’ needs change.

Examples of automated provisioning

Let’s explore this definition further by review 2 of its applications:

1. Provide new hires with the apps they need on day 1

As an employee joins your team, they’ll likely look to make an early impact on the organization. You can empower them to do just that by leveraging a workflow automation that gives them access to the apps they need right when they join.

Here’s how it can work:

A provisioning workflow for new hires

1. Once an HRIS sends out a new hire notice (an email that alerts the appropriate stakeholders of basic info on the new hire), the workflow gets triggered.

2. The manager automatically receives a message in a business communications platform (e.g. Slack), asking them to select the specific apps—along with the access levels—their incoming team member needs.

3. Employees in IT then receive a message in the business communications platform that alerts them of the request. 

An employee in IT can then confirm that they have enough licenses to accommodate the request, and assuming they do, that employee can schedule the app provisions for the new hire’s first day.

Related: An example of automating your expense approval process

2. Perform ad-hoc provisions in a matter of clicks

In many cases, an employee will need to access additional apps, or change their level of access to a given app. Here are just a few examples of when this can happen:

  • A new hire needs more apps than those initially provisioned
  • An employee gets promoted and, as a result, needs a higher level of access to certain apps
  • An employee switches roles and needs to use an entirely new set of apps 

To accommodate any of these situations—among many others—, your team can implement an automated provisioning workflow that works as follows:

1. A manager (or the beneficiary) accesses a chatbot within their business communications platform, and selects “Provisioning”.

2. A pop up appears, asking the employee to fill out various fields, such as the employee who needs the provisions, the date they need it by, and the specific app they need.

3. Once submitted, the chatbot sends a message to the beneficiary, notifying them of the manager’s request. At the same time, a channel in the business comms platform (featuring employees in IT) receives the request via a message. There, anyone can accept or reject the request with the click of a button, or even click “Send Message” to ask for more context on the request.

4. Once approved or rejected, the beneficiary and the requester both receive messages in the business comms platform, alerting them of the final decision by the approver. 

Related: How automation can help optimize your team’s use of SaaS apps

Benefits of automated provisioning

Once you implement these provisioning automations, you can expect your employees and your organization to benefit in the following ways:

Your onboarding program will deliver powerful business outcomes

As employees can easily get the apps they need from the get-go, they’re more likely to be delighted by their onboarding experience. This, in turn, helps your organization:

  • Improve employee retention, as 69% of employees who go through a good onboarding experience are more likely to stay at their organization for at least 3 years 
  • Lift new-hire productivity, as 70% of new hires are more productive when they go through a strong onboarding program
  • Gain a competitive advantage, as only 12% of employees believe that their organization does a great job of onboarding new hires

Your organization can be compliant with critical data privacy measures

By provisioning apps with the appropriate levels of access and instantly de-provisioning apps among those leaving, you can all but ensure that your data is kept safe and protected. 

This ultimately helps your business keep compliant with a variety of important data protection measures—from GDPR to the California Consumer Privacy Act to PCI DSS—as only certain employees are allowed to view highly sensitive customer data

Keeping compliant with these, among other, data protection measures not only helps your organization safeguard its reputation and its relationship with clients, but it can also saves your business thousands, if not millions, of dollars. 

Your provisions can be executed at scale, and save employees a significant amount of time

As your organization grows, so too will the number of provisions that need to be handled. 

An automated provisioning system can effectively scale alongside any increase in requests, as managers or beneficiaries can make app requests without leaving your business communications platform; while colleagues in IT can review and approve/reject those requests with just a few clicks in your business communications platform. 

In addition to scalability, hiring managers and employees in IT can experience significant time savings, as they can avoid moving between apps to make and respond to the requests.

These employees can use the time savings to focus on more thoughtful, critical work, instead. For example, hiring managers can brainstorm and ideate ways to improve the onboarding program for future hires, while employees in IT can look for opportunities to strengthen their incident management process

Use Workbot to streamline your provisioning workflows

Workbot, our enterprise chatbot, can communicate between your business communications platform—whether it’s Slack, Teams, or Workplace—and the rest of your apps. This allows your team to make or respond to provisioning requests in just a few clicks, without leaving your business comms platform.

To learn more about Workbot, and to see how it can streamline your provisioning processes, you can schedule a demo with one of our automation experts!