RPA Use Cases for SaaS User Management

Per a recent study by Productiv, Inc., the avgerage SME has an astonishing 254 separate SaaS applications deployed (with enterprises averaging 364 apps).  Whether your company has 25 or 250 SaaS applications, account management, provisioning, and, deprovisioning is a significant challenge for IT teams. Fortunately, RPA is here to help!

Leveraging Robotic Process Automation (RPA), it is possible to automate the tracking, setup, and decommissioning of end-user accounts on cloud-based SaaS platforms.

In summary, this full automation works as follows:

At Employee Hire

A bot monitors the HRIS system for a confirmed hire. Once identified, the following workflow is automatically executed:

  • Based on a job role / SaaS solution cross-reference database (and/or hiring manager selection), the required SaaS platform and user permission requirements are identified for the workflow to utilize.
  • Leveraging new hire information from the HRIS and the SaaS platform requirements from the previous step, a bot signs onto each required SaaS system and automatically configures a user account with the proper credentials.
  • As each system credential is created, the bot updates a Master SaaS User Log is with the newly created access information.
  • After the bot completes the identified access to all SaaS systems, a Setup Status Report is e-mailed to IT, HR, and the Hiring Manager.
  • In the final step, the bot sends an e-mail to the end-user notifying them that their system access has been completed and to look for individual system “welcome” e-mails in their inbox.

A brief video overview of an ElectroNeek RPA bot creating credentials can be seen here.

At Employee Separation

A bot monitors the HRIS system for a confirmed employee separation. Once identified, the following workflow is automatically executed:

  • Utilizing the Master SaaS User Log (automatically updated in the HIRE workflow), a bot signs onto each SaaS platform and removes user access (and updates the SaaS User Log status accordingly).
  • After the bot completes user removal on all applicable SaaS systems, a Separation Status Report is e-mailed to IT, HR and the Hiring Manager highlighting the changes made.

As you can see, Robotic Process Automation can dramatically decrease the efforts, license costs, and organizational risks associated with managing ever-expanding SaaS solutions across the enterprise.   Additionally, an RPA-enabled IT onboarding process significantly improves the new hire experience by ensuring all necessary system access is configured and available day one.

Contact us to learn more about conquering your SaaS solution user management challenges; reducing risk, improving your new hire experience, and allowing your IT team to proactively focus on more pressing strategic matters.