Before
A manager or administrator likely had to gather the user's details, create and update a Jira request, and contact an approver manually. They also had to monitor for a decision, delete the Azure account after approval, record the outcome, and notify stakeholders across separate steps.
How it works
- Receive the offboarding request, retrieve the Azure user record, and create a Jira approval task with the relevant request details.
- Wait for a decision and automatically notify the approver when no approval has been recorded after two hours.
- Follow the approval branch: delete the Azure account and notify stakeholders when approved, or update Jira with the disapproval outcome when rejected.
Workflow details
- Request intake and documentation: The flow starts with a submitted user identifier, retrieves the corresponding Azure user information, and creates a Jira task containing the deletion request, user details, manager, approver, and an approval link.
- Approval follow-up: After waiting two hours, the workflow checks whether an approval decision has occurred. If no decision is available, it emails the approver with a link to review the Jira request.
- Approved offboarding: When the request is approved, the workflow deletes the user's Azure Active Directory account, updates the Jira issue, adds a progress comment, and emails the relevant stakeholders that the account deletion was approved and completed.
- Disapproved requests: When the request is rejected, the workflow updates the Jira issue and adds a comment so the outcome is recorded without deleting the account.
- Post-processing: After the approved offboarding path, the workflow retrieves the available Databricks IP access lists, preserving the configured final data-retrieval step for the broader offboarding process.
What changed
The request, approval follow-up, account deletion, Jira recordkeeping, and stakeholder notifications now occur in a defined sequence. Human approval remains the decision point, while the workflow automatically executes the approved or disapproved outcome and preserves the result in Jira.
Work removed
Manually looking up the user's Azure account, creating the Jira approval request, sending the approval reminder, checking whether a decision has been made, deleting the approved user's account, updating and commenting on the Jira issue, and sending completion notifications.
Expected outcome
The workflow can remove several routine handoffs and tool changes from each offboarding request, with at least four major operational actions handled automatically after submission.
