How to Set Up and Manage the Provisioning App

Managing User Access with the Provisioning Feature: Setup and Workflow Automation

🌟 What’s the Goal of this Feature?

The Provisioning App provides a user-friendly and efficient solution for:

• Automates repetitive access tasks and centralizes tracking to reduce manual follow-up.
• Minimizes risk by ensuring timely removal of access for terminated employees
• Ensures new hires have the tools they need on Day 1 to hit the ground running.
• Provides a real-time, organization-wide view of access across all connected apps.

🛠 Step-by-Step Setup Guide

Step 1: Add the Provisioning App

• Go to the GoCo Marketplace
• Add the Provisioning App to your account - this can be found under the Productivity or Provisioning category on the left hand menu.
  • Click Add Provisioning to begin the setup process
    

Step 2: Add Providers

1. Provider Info:
   1. Include the provider name, website and logo (optional)
2. Provisioning and Deprovisioning steps:
   1. Assignee: This person is responsible for provisioning and deprovisioning requests and will receive provisioning request notifications. Needs to be a Full Access Admin.
   2. Instructions: This is optional but can be helpful for the assignee in guiding them with instructions for the account setup.

That’s it - provisioning is ready to go! 🎉

🛠 Managing Provisioning

On the Overview page of Provisioning, you'll see a list of all the providers you've added. When you select "View".

All team members in your company will populate with a No Account status. You can use this screen as a checklist to manage account access.

To change a team member's status, select the ellipsis next to their name. From there, you can choose to either Mark as Provisioned or Request Provisioning.

You can also use these options to remove access.Just click the elipsis and notice the deprovision option become available after it's been provisioned.

Creating Provisioning Workflows

To automate provisioning tasks, you'll want to create dedicated workflows.

1. Navigate to the Workflows app.
2. Create a New Workflow from Scratch and title it "Provisioning." Save & Continue.
3. Now click the "Build" tab at the top of the page.
4. Leave the start form as is and add a new task from the bottom of the page.  
5. Inside the task builder. Click the Apps button, and select Provisioning.
6. All the providers you've created will be available to select. A common use case here is to create different workflows for different roles, as they may require access to different accounts.
7. Once you've selected your providers, click Add.
8. In step 2 of the task builder labeled Assignees, assign the Admin who is responsible for completing the provisioning steps.
9. You have the option to set a due date if desired. If no, then Publish your workflow! 

Integrating Provisioning into Existing Workflows

Once you've created your provisioning and deprovisioning workflows, you'll want to add them to your existing HR processes.

• Hiring Workflow: To add provisioning to your hiring process, you will need to add it into your Hiring Workflow. Navigate to the Hiring portion of your new hire template. Select "Customize" on Workflows (step 6) and choose your "Provisioning" workflow. If you have different provisioning workflows for various roles, you can add the appropriate one here.
  • When you hire someone, the provisioning process will seamlessly kick off, be assigned to the correct person, and handle all the necessary account access for the new hire.
• Termination Workflow: Similarly, add your "Deprovisioning" workflow to your Termination Workflow following the same steps as above

Employee Profile

On an employee's profile, there will be a dedicated Provisioning section. This section shows all the accounts that team members have been provisioned or granted access to.

Manager Notifications

When an admin needs to provision or deprovision an account, they will receive a notification with the "type name Provision Requested". Only one notification will appear per employee, meaning multiple requests for the same employee will be stacked within that single notification. Actions can be taken directly from this notification.

While provisioning is a manual process, it's a significant step forward in keeping your processes organized and centralized.

If you have additional questions please contact GoCo support.