The automation of user accounts in IT includes approval processes, data queries, and enforcement in all required systems. Both the onboarding and offboarding of accounts can be fully automated. This saves time, eliminates human errors, and ensures compliance with regulations.
How are user accounts managed efficiently in complex IT infrastructures?
Complex IT infrastructures often have multiple systems in which user accounts must be created/deactivated when new employees are hired or employees leave the company. Even when SSO solutions are used, accounts and rights must still be created in systems such as SAP and the SNC parameters must be set. For a complete data situation of the account such as employee number, cost center, job title … further queries are often required in different areas. The requirements are often different here.
What possibilities does Power Automate offer for the automation of user processes?
Power Automate offers various solution approaches here. Depending on the licensing, a central Power Automate Premium license can be used to serve all on-premise systems including SAP and all systems that have an API or PowerShell CMDLets. Power Automate currently serves 988 connectors to its own and other providers.
How has XEPTUM optimized the user onboarding process?
We have perfected this process in our company and map the complete process via request form, cost center query in accounting, approval process with verification of the data, creation of the user in all systems such as Active Directory, EntraID, SAP, awareness solution … with complete assignment of rights depending on the area. Initial onboarding information for printing is also provided, and an initial welcome email is drafted and delivered.
How is the workflow started?
The workflow starts with a form as a service request in our ticket system, which calls a webhook and transfers the data to Power Automate via JSON. However, any system can be used as a form. Even Microsoft offers a simple solution and pre-built triggers with “Forms”. Through the Power Automate Premium license in conjunction with a PA Data Gateway on Premise, all Premium Connectors, including SAP ERP, can be used and thereby all BAPI calls, which the system provides, can be filled with the supplied data. SAP oDATA connections are also possible. If a slightly more expensive RPA license is used, Power Automate Desktop can also be used, which can automate just about anything locally and expands the range of functions many times over. With the creation of files on Premise, however, local scripts can also be used, which check whether new files have been created and process the contents accordingly (e.g. creating the user in the Active Directory and triggering the synchronization to Azure).
Workflow process: Automation of user accounts with Power Automate
What additional functions does Power Automate offer for process automation?
Whether creating Word or Excel files using pre-made form templates, sending emails or Teams messages, triggering desktop workflows, or creating tasks and checklists via Planner, there are hardly any limits to the possibilities with which the process can be fully and consistently mapped.
XEPTUM can also provide you with expert support in consulting on this topic, as well as in the customized implementation of automation of your user provisioning processes with Microsoft Power Automate. Our customer projects incorporate, among other things, the many years of experience we have gained in automating and digitizing our own business processes.
