Workflow: Ordering Accounts for External Users
This document outlines the workflow for ordering temporary accounts for external users, such as students, temporary staff, or hired consultants. The process allows authorized managers to request accounts through a dedicated digital form, which then triggers an automated provisioning process in eADM.
Note: This workflow uses a custom form built with the eHub module.
Workflow Process
The process begins when a manager fills out an order form and is complete when the user receives their account details. In this standard configuration, the account is created in Active Directory (AD) immediately upon form submission.
Step 1: Submitting the Order Form
A manager initiates the process by completing the "Order Temporary User Account" form. The information provided in this form is used to generate the username, configure notifications, and assign the correct access rights.
The form includes the following fields:
Field | Description | Example |
|---|---|---|
First Name | The user's first name. | Tommy |
Last Name | The user's last name. | Halvorsen |
National ID Number (11 digits) | The user's personal identification number. | 230278xxxx |
Private Email | The user's personal email address. | |
Private Mobile Number | The user's personal mobile number for SMS notifications. | 555-15874 |
Title | The user's job title or role. | Consultant |
Department | The department the user will belong to. Access rights are assigned automatically based on this selection. | After-School Program |
Start Date | The first day the account will be active. | 02.06.2022 |
Expiry Date | The date the account will be deactivated. | 01.08.2022 |
Warning: The Expiry Date is a mandatory field and is the date the account and all associated access rights will be automatically deactivated. It can be set for a maximum of 6 months from the Start Date.
Step 2: Automated Provisioning and Notifications
Once the form is submitted, the following automated actions occur:
Account Creation: The user account is created in Active Directory in real-time.
Manager Notification: The manager of the selected department receives an email confirming that the account has been created, including a summary of the granted access rights.
User Onboarding: On the specified Start Date, the new user receives an SMS with their login credentials and access information.
Note: If the Start Date is the same as the submission date, the account is created immediately, and the user can typically log in within 5-10 minutes.
Step 3: Account Deactivation
On the specified Expiry Date, all access rights are revoked, and the user account is automatically deactivated.
Workflow Variations
This workflow can be configured to include an approval step. For example, a request can be routed to the IT department or a department manager for approval before the user account is created.