Before
A team member likely had to review each employee request, look up the user’s account, retrieve a backup verification code, and copy it to the employee. The team also had to communicate the approval or denial and confirm the final handoff separately.
How it works
- Capture the employee’s backup-code request and post the employee details and reason for review.
- Follow the team’s approval decision: retrieve and extract a backup code when approved, or notify the employee of the denial when rejected.
- Deliver the approved code directly to the employee and notify the responsible team of the completed outcome.
Workflow details
- Request intake: An employee starts the workflow through a communication-tool command, providing their identity and the reason they need a backup verification code.
- Approval review: The responsible team receives a message containing the employee’s name and request reason, with explicit options to approve or deny the request.
- Code retrieval: When approved, the workflow looks up the employee, retrieves their available backup verification codes from the administrative directory, checks the returned entries, and extracts a code for delivery.
- Employee notification: The selected code is sent directly to the requesting employee, while a separate team notification confirms that the code was delivered.
- Denial handling: If the team declines the request, the employee receives a denial message and the responsible team is notified that the request was not approved.
What changed
The request now moves from intake to an approval decision in one workflow. After the human approval, account lookup, code retrieval, employee delivery, and team notification happen automatically; the team retains control over whether a code is released.
Work removed
Manually reviewing request details, looking up the employee, retrieving and copying backup verification codes, sending the employee response, and posting the completion notification no longer need to be performed for each request.
Expected outcome
Each approved or denied request removes at least four recurring manual handling actions—user lookup, code retrieval, message delivery, and status notification—while preserving human approval.
