Before
IT support likely had to collect employee details, identify the manager, prepare an onboarding ticket, apply standard access, and request application choices separately. After waiting for the manager, support had to create each application account individually and update the ticket with the results.
How it works
- Read and combine the employee, department, manager, and identity details, select the department profile, and open the onboarding ticket.
- Apply standard access, ask the manager to choose business applications, and assign department-based roles to the selected applications.
- Provision each requested account sequentially, summarize the results in GLPI, and either solve the ticket or leave the remaining actions pending.
Workflow details
- Employee preparation: An onboarding request is enriched with the employee record, department, job title, start date, legal entity, manager, and identity details. The workflow selects the appropriate standard profile group for the employee’s department and creates an onboarding ticket.
- Standard access: The selected profile group is applied to grant the employee the standard single sign-on applications associated with the department.
- Manager decision: The manager receives a Teams message showing the employee’s details and can choose Artis and Crystal together, either application individually, or none. The workflow waits up to 24 hours, using the manager’s answer when available and falling back to the applications in the original request when there is no response.
- Application provisioning: Each selected application is sent to the account-creation sub-flow one at a time, with the application role selected from the employee’s department and the resulting status captured.
- Ticket completion: The workflow adds a consolidated access summary to the GLPI ticket. If all selected access is granted, the ticket is solved; otherwise, it remains pending with the incomplete access or unanswered manager decision clearly listed for IT follow-up.
What changed
Employee data, profile selection, manager approval, role assignment, sequential provisioning, and ticket updates now happen in one controlled workflow. The manager makes the application choice through Teams, while IT only needs to follow up when an application fails or the manager does not respond within 24 hours.
Work removed
Collecting and rekeying employee details, preparing the onboarding ticket, applying the department profile, sending the manager application request, converting the response into separate application requests, checking each provisioning result, and manually updating the ticket summary.
Expected outcome
A complete and auditable onboarding record showing granted access and clearly separated pending actions, without requiring IT to coordinate each application request manually.
