Before
Teams likely had to retrieve active users and access attributes separately from each connected system, look up matching accounts, and combine the results manually. They then had to format the review spreadsheet, export it, and upload the evidence to the appropriate compliance controls.
How it works
- A recurring schedule retrieves active directory users and access-related records from the connected business systems.
- The workflow filters relevant fields, matches records by email, and consolidates one structured access profile for each unique user.
- It creates and formats a review spreadsheet, exports it, and uploads the completed report to the designated compliance controls.
Workflow details
- Scheduling: A scheduler starts the workflow at a predetermined review interval, such as monthly or every two months, so access data is collected consistently without a manual launch.
- Data collection: The workflow retrieves active users from the organization directory and gathers related records from collaboration, password management, device inventory, CRM, and workspace systems. It looks up user details by email where required and collects fields such as administrator status, suspended status, two-factor authentication, password manager role, device model, device serial number, and membership status.
- Normalization and matching: Script steps filter each source response to the relevant fields, while the workflow matches records using email addresses. An agent then combines the source data into one entry per unique user and produces a structured access review dataset.
- Report creation: A dated spreadsheet is created, given a defined set of review columns, formatted for readability, and populated with one row per user and the consolidated access attributes.
- Compliance delivery: The completed spreadsheet is exported as an Excel report and uploaded as external evidence to the predefined compliance controls, creating a repeatable handoff for the access review process.
What changed
Access review data is now collected on a recurring schedule, normalized automatically, and consolidated into one row per unique user. The report is formatted, exported, and delivered to the configured compliance controls without the manual spreadsheet assembly and evidence-upload handoff shown in the prior process.
Work removed
Repeatedly exporting user lists, looking up users by email across systems, copying administrator and security attributes, reconciling duplicate user records, creating and formatting the review spreadsheet, exporting the report, and uploading it as compliance evidence.
Expected outcome
The workflow can conservatively remove at least six recurring source-by-source collection actions per scheduled review, while producing a repeatable access evidence report for compliance review.
