Improve Operational Efficiency with HelloID Automated Access Management

CHALLENGE

How do you prevent access management from hindering your operations?

Digitalization is a top priority for many organizations. In addition to general software suites such as Microsoft Office, specialized and advanced solutions are often used for specific business processes, such as EHR and scheduling systems. Such point solutions often have their own account structures and access methods, and as long as those systems must be managed separately, this creates a barrier to streamlining operational processes.

SOLUTION

Centralized, Role-Based Account and Access Management

HelloID centralizes the provisioning, management, and use of all user accounts and access rights across all applications. This makes account and access management more efficient and ensures that users receive consistent, simple, and fast access to their applications and data.

Automated Provisioning and Management of Accounts and Access Rights

New users can start immediately. Based on the user’s role, the appropriate accounts and access rights are provisioned to the relevant applications and data.
No delays with role or schedule changes. Access rights are updated automatically based on the new role.
No manual IT work for access management. Account removal at termination is automated.
Operational changes, such as roles, responsibilities, and permissions, can be quickly reflected in the authorization structure.
Provisioning and managing access rights for special user groups, such as contingent workers and clients, can also be handled without manual steps.
Clear insight into issued accounts and access rights, for example, for audits.
Cost-efficient license management through a simple inventory of issued license entitlements and the timely deactivation of inactive accounts.

Efficient Handling of User Requests

Fewer specialized, experienced support staff are required due to simplified administrative functionality.
Managers can grant additional access rights to users online.
Self-service capabilities for end users, including online approval flows.
Clear visibility into granted accounts and access rights, including information about the requester and the approver.

Simple and Consistent Access for End Users

Users need to authenticate only once to access multiple applications and data.
Additional verification methods, such as Multifactor Authentication, need to be performed only once.
After signing in, users can easily open their applications and data shares.
Not only for regular employees but also for other user groups such as contractors, clients, or partners.
Access attempts to systems and data are centrally logged and can be analyzed quickly for reporting and audits.

REQUIREMENTS

Capabilities

Identity Lifecycle Management

Process changes from source systems, such as an HR system, and automatically create, modify, or revoke user accounts and access rights accordingly.

Role-Based Access Control (RBAC)

Assign and revoke accounts and rights based on roles. For each role, the required accounts and rights are defined.

Self-Service & Workflows

Automated handling of requests for access rights and other user requests.

Helpdesk Delegation

Delegation and consistent handling of IT tasks through forms for (non/semi-skilled) help desk staff and key users.

Open Integration

Support for open standards, together with an extensive connector catalog for integrating various source and target systems.

Single Sign-On

User-friendly and secure access to all applications through one portal, one username, and one password.

Multifactor Authentication

Enforce additional security by applying multiple authentication factors and conditional access rules.

HOW IT WORKS

How We Implement Efficient Account and Access Management

7 steps that can each be configured with low-code or no-code

Source System: Integrate HelloID with source systems such as HR, SIS, and/or scheduling systems. Changes to the source data are automatically available in HelloID.
People: Convert data about people and roles from source systems into a common representation within HelloID using an identity vault.
Business Rules: Set rules that determine which roles receive which types of accounts and access rights, and under what conditions.
Target Systems: Connect HelloID to on-prem and/or cloud applications. This can be done step by step per application.
Service Processes: Automate processes, including online approval flows and activation in target systems. This can be implemented per process as a separate step.
Access Management: In conjunction with, for example, Active Directory, define access procedures such as Single Sign-On (SSO) and Multifactor Authentication (MFA).
Reporting and Auditing: Configure standard and customer-specific reports and monitoring functions for analysis and audits.

FAQ

Frequently Asked Questions

How does HelloID streamline my organization’s operational processes?

HelloID centralizes provisioning, management, and use of user accounts and access rights across all applications. This means that new users receive immediate access based on their role, role changes are automatically applied, and no manual IT work is required for access management. This automation eliminates many routine tasks, which leads to more efficient operations.

How does HelloID enable efficient license management?

HelloID provides automated management of license entitlements. Inactive users are automatically deactivated, helping optimize license costs and prevent unnecessary spend.

How does HelloID improve the efficient handling of user requests?

Shift left is the concept of moving service work where possible to less specialized IT support staff, team managers, or even end users. More specialized IT staff can then focus on other tasks. A modern IAM platform like HelloID, with its Service Automation capabilities, simplifies service processes for IT staff and also provides a user-friendly admin portal for managers and a self-service portal for end users.

What is an IAM source system?

A source system is a business application that maintains authoritative identity information that the IAM system uses to create user accounts. For example, the HR department records employees' personal data and their assigned role in the HR system. Based on this HR source information, HelloID creates a user account for the person, including the rights required for their role.

What is an IAM target system?

After a personal user account and the associated rights are created in HelloID, this data must also be processed in the applications the user will work with. We call these target systems. If HelloID has created an account and the person is entitled to access a scheduling system, then that scheduling system is a HelloID target system. HelloID includes a large library of standard connectors to various target systems.

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