Before
An administrator would likely look up the user separately in each account system, confirm the matching accounts, and coordinate approval through email or a ticket. After approval, the administrator would perform each account change, update the tracking ticket, and notify the manager and approver manually.
How it works
- Receive the grouped deactivation request and look up the user's related accounts across the connected identity and collaboration systems.
- Record the account details in Jira and route the request for approval, while leaving the final authorization decision with the designated approver.
- After approval, deactivate the accounts, update the tracking record, and send completion confirmation to the manager and approver.
Workflow details
- Request intake: The workflow receives a grouped request to disable multiple accounts for one user, using the user's UPN and the designated approver details. It retrieves the user's information from Google Workspace, Okta, and GitHub so the related accounts can be identified before any changes are made.
- Approval coordination: The collected account information is recorded in Jira, and the Jira issue is updated with an approval link or approval context. The designated approver can authorize the deactivation through the approval process referenced in the request.
- Account deactivation: Once approval is granted, the workflow suspends the user's Google Workspace account, suspends the corresponding Okta account, and removes the user's GitHub account. These actions address the related accounts as one coordinated deactivation request rather than separate administrative tasks.
- Tracking and closure: Jira is updated with the details of the suspended or removed accounts for operational tracking, and the issue is processed through the configured resolution sequence after the account actions are completed.
- Completion notification: A follow-up email is sent to the manager and approver confirming that the accounts were deactivated, with the manager's email address obtained from Google Workspace.
What changed
A single approved request now coordinates account discovery, approval tracking, deactivation across three systems, Jira updates, and stakeholder notification. Human approval remains required, but the administrator no longer has to execute and document each cross-system action separately.
Work removed
Looking up the same user in three account systems, copying account details into Jira, routing the approval request, executing separate account deactivation actions, updating the tracking record, and composing the completion email.
Expected outcome
One approval process replaces manual coordination of at least three separate account-deactivation actions, with the final status and confirmation delivered automatically.
