Manually managing user accounts and network access rights consumes significant amounts of your IT staff’s bandwidth. Through a connection with HelloID, the HR information in Workday provides your organization with the perfect foundation of data to fully automate this process.
HelloID provides an attribute mapper to sync with Workday’s data. The attribute mapper’s configuration links identity data from Workday’s fields and variables to HelloID. HelloID leverages the synced data to execute automated user account lifecycle processes and self-service.
Onboarding and Provisioning Processes for New Hires
When new employees are hired, their information must be entered into Workday (e.g., position/title, department, location). They must also have the necessary user accounts created and provisioned with the associated access to resources. Executing these laborious, manual onboarding processes consumes significant IT bandwidth.
Via a connection with Workday, the new employee information entered by your HR staff drives HelloID’s automated onboarding and provisioning. HelloID automatically detects the new user entered into Workday and automatically executes the configured processes according to the employee’s role. HelloID creates new accounts, adds groups memberships and assigns permissions based upon the synced attributes to all of the connected downstream resources.
Driven off of Workday data for every employee, role-based access control has never been as quick or easy.
Updating Access for Existing Users
With its connection, HelloID constantly detects changes made within Workday. This means that whenever employee roles change, HelloID automatically updates accounts, access, and permissions accordingly. Throughout every promotion, reorganization, transfer, or any other change, your users’ access remains up-to-date.
Provisioning New Resources for Existing Users
Sometimes your organization will implement a new system, application, or cloud platform that your employees will need access to once it’s rolled out. HelloID provides simplified configuration to assign which groups require access to the new resource, with membership determined by the synced attributes from Workday.
By using group memberships, HelloID’s Service Automation module facilitates complete self-service for users. Outside of role-based provisioning automations, self-service is used to provision specialty access cases and temporary projects.
HelloID leverages its groups and the attributes synced from Workday to assign the “Product Owners”, who approve or deny users’ access requests for a given resource. When access requests are approved, HelloID automatically processes the group membership changes to provision the new access, which may include a revocation date.
Deactivation and Offboarding
As part of processing user account changes, HelloID swiftly deactivates and offboards departing employees once their status changes within Workday. HelloID detects the employment change entered by HR and automatically updates the user’s accounts and access—removing them in this instance.
Once the employee’s status has been changed, HelloID deactivates accounts, removes group memberships, and revokes access to the connected systems and applications. This minimizes offboarding delays, orphan accounts, or overlooked access rights and expensive licenses.
IT no longer has to wait for notifications from HR; HR simply makes the change in Workday for the given employee and HelloID processes the rest.
Simplified Management and Security
Executing identity management tasks within Workday requires dedicated knowledge, elevated permissions, and significant time and effort. By connecting Workday to HelloID, these tasks become automated processes. HR merely enters the identity information for new users or the updates to existing users’ roles in Workday as they normally would.
HelloID automatically detects these changes and executes user account management processes accordingly. HelloID’s automations eliminate the need for HR to notify IT and for IT to then spend significant time manually creating and provisioning accounts. Additionally, HelloID provides delegated forms for instances that fall outside of the standard updates to users in Workday.
HelloID’s automations and delegated forms allow Tier 1 IT and HR staff to initiate provisioning and management tasks without elevated permissions. As a result, HelloID increases these user groups’ efficiency without having to assign them elevated permissions—decreasing security risks.