What are Workflows? Approval Workflows in IAM
A workflow is a structured set of steps for executing a process and reaching a defined outcome. Workflows give organisations a way to define how work moves through a business: who does what, in what order, and what decisions need to be made along the way. That structure is also the foundation for automation, because a process that is clearly mapped can be progressively digitised.
What a Workflow Looks Like in Practice
A concrete example makes this tangible. How does an organisation handle the ordering and delivery of a new laptop for an employee? A typical workflow for that process looks like this:
An employee or manager submits a request to IT or procurement, including the required specifications.
IT and/or the line manager assess the request, including a budget check.
IT or procurement places the order with a supplier or draws from internal stock, and communicates the expected delivery date back to the requester.
The laptop arrives. IT installs the operating system, business software, and security settings, including user accounts and network access.
The laptop is handed over to the employee with guidance on use, security, and maintenance.
The employee tests and accepts the device. The request is closed and the laptop is registered in the asset management system.
This is a relatively straightforward procurement and delivery process, and even so the workflow above is a simplification. Specifications and budgets vary by job type and department, and the software to be installed will differ accordingly. Factor in interim decision points and branches for each scenario, and the result is a detailed workflow capturing the entire process from start to finish.
Why Workflows Matter
That level of detail serves two purposes. It gives staff clear instructions for executing the process manually, and it provides the foundation for automating it. A well-designed workflow consistently delivers four benefits:
Faster, more efficient processes. Clearly defined steps reduce decision-making overhead and remove bottlenecks from handoff points.
Better collaboration. A workflow establishes who is responsible for each step, which prevents tasks from being duplicated or dropped between teams.
Fewer errors. When the process is unambiguous and the right control points are built in, mistakes are caught before they cause problems downstream.
Stronger compliance. Documented, structured processes mean you can demonstrate during an audit exactly how work was handled, by whom, and when.
Workflows in HelloID: The 80/20 Principle
In IAM, the majority of account and access management can be handled without any manual request being raised. HelloID's Provisioning module manages approximately 80% of all accounts and access rights automatically, based on a person's role, department, location, and other attributes. When someone joins, changes role, or leaves, the correct changes happen without intervention.
The remaining 20% covers individual exceptions. An employee may need an additional licence for a specific project. Someone taking on an extra responsibility might need access to a project mailbox. A team member may want to update their email display name. These requests cannot be derived automatically from a role, which means they need a different approach.
For that 20%, HelloID uses the Service Automation module. There are two ways to handle these requests:
Helpdesk delegation: each request is evaluated and actioned manually by a service desk employee, a manager, or a key user (a trusted individual with delegated administrative rights within a specific team or department).
Self-service portal: end users submit requests directly and the system routes them through a configurable approval workflow before any access is granted.
Approval Workflows in HelloID
Self-service is efficient, but it requires control. Before access is granted, an organisation needs to be able to answer some straightforward questions. Does the manager consider this licence necessary? Does the request align with current policy? Is the software within budget? Are there a limited number of licences available?
This is where approval workflows come in. HelloID includes a set of baseline approval workflows that can be modified and extended to match your requirements. For each type of self-service request, a dedicated workflow can be configured to handle exactly those questions.
Configuration aspect | Options |
|---|---|
How is the request reviewed? | Fully automatic based on configured criteria, or routed to a named reviewer via email with a direct response button, or through the HelloID interface |
Who reviews the request? | A product owner, a line manager, or additional staff filtered by role or department |
What is the approval logic? | All reviewers must approve in a defined sequence; or approval by any one reviewer is sufficient; escalation rules apply if a reviewer does not respond in time |
Every self-service request, however straightforward, operates within a defined and auditable process. HelloID approval workflows ensure that delegating access requests to end users does not mean giving up oversight.